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					GENERAL LEDGER

                        Chapter 3 - INQUIRY

Objectives
The objectives of this section are to provide you with the capability to do on-line
inquiries to Oracle General Ledger.



Upon completion of this section, you should be able to complete:


$      Account Inquiries;

$      Funds Available Inquiries;

$      Journal Entry Inquiries;

$      Inquiry Summaries.




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Financial Management System                                                           Page 3-1
GENERAL LEDGER
Review Account Balances
    Account Inquiry:

         Navigation: Inquiry º Account

         Figure 3-1




Steps:

Ø        Key data to applicable fields:

 Accounting Periods:

     From / To          Field defaults to the last open accounting period. If you
                        want to modify the default range, click mouse in the period
                        “box” to select the applicable accounting period you wish
                        to do your inquiry on.


                        Note: The Oracle system recognizes the fiscal year-end in
                        the date range. For example, for a transaction inquiry
                        between April 03 and Aug 03, the range to be keyed is
                        April 04 to Aug 04 as the 04 represents the fiscal year-end.

 Currency               Field defaults to Single Currency. All account information
                        is displayed in Canadian dollars. The other screen option:
                        All Currencies is not in use.

                        Note: System also defaults adjacent Currency field to
                        CAD.
 Currency Type          Field defaults to Entered. The other screen option:

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                       Translated is not in use.

 Primary Balance
 Type                  This is the default folder that permits you to select one of
                       the three options listed (Actual, Budget or Encumbrance)
                       as your Primary Balance Type and one of the two
                       remaining unselected options as your Secondary Balance
                       Type. The three balancing options available are:

                       Actual: Field defaults to Actual. This option permits you
                       to view the actual balances for a specific accounting
                       distribution. No other keying is required in the Primary
                       Balance area.

                       Budget: If Budget is selected, the cursor moves to the
                       Budget field and prompts you to select the budget you are
                       operating under .

                       Encumbrance: If Encumbrance is selected, the cursor
                       moves to the Encumbrance Type field and prompts you to
                       select the applicable encumbrance type: Commitment;
                       Invoice Obligation; P.O. Obligation.

 Factor                Field defaults to Units. You may opt to select one of the
                       other options available: Thousands, Millions or Billions.

 Summary Template This field is used only if you wish to do an inquiry on
                  accounts at the department/activity/main object level.
                  Otherwise leave this field blank.

                       To do an inquiry of all accounts at this level, click mouse in
                       summary box. Main 2003-2004 is automatically displayed
                       and all the applicable accounts will display in the Accounts
                       field below.

                       If you wish to inquire only on a specific account at the
                       department/activity/main object level, select the applicable
                       accounting distribution by clicking in box and select.

 Accounts              If you want to do an inquiry only on the lower level
                       department accounts, click mouse on this field and Find

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                         Accounts displays. Then click OK to display all the lower
                         level accounts for the department. However, if you wish to
                         inquire on a specific lower level account, use Find
                         Accounts to select the applicable segment values and click
                         OK. The specific account will then display in the Account
                         field.

Ù        Select the desired level of detail for your inquiry purpose by clicking the
         mouse on one of the three window options provided:


    Show Balances     (refer to figure 3-1)


This option provides all period-to-date (PTD) and year-to-date (YTD) balances
for the accounting distribution. The system provides the option of drilling down
further by selecting Journal Details or returning to your Summary Balances.
Figure 3-2




 Show Journal Details (refer to figure 3-1)

This option provides the detail of all keyed journals including batch name, journal
entry name, source, currency, line number, entered debits and entered credit
amounts. The system provides the option of drilling down further by selecting
Drilldown, Show Full Journal, Detail Balances (see figure 3-3)




Figure 3-3




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The Drilldown option provides the detail of a transaction which originated in the
applicable subledger (accounts payable, accounts receivable or purchasing).

Figure 3-4




The Show Full Journal option provides Details of the journal selected. Then by
clicking in the debit or credit Field, select T-Accounts or Drilldown on the bottom
of your screen (shown in figure 3-3, 3-4).

Figure 3-5




If T-Accounts is selected, (figure 3-5), you have to select option T-Accounts or


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Activity Summary
Figure 3-6




T-Accounts Information
Figure 3-7




Activity Summary Information
Figure 3-8




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Show Variances (Refer to figure 3-1)

(Refer to figure 3-1)

This option will display the variances between budget and actual for the account
range selected. The system provides the option of drilling down further by
selecting Actual and/or MAIN 03-04 options.

Figure 3-9




Note: Account Inquiry displays the true available funds balance only after all
      keyed journal entries have been posted to the Oracle General Ledger.

          Funds Available Inquiry (next page) displays the true available funds
          balance regardless whether the journal entry is posted or unposted .




Funds Available Inquiry
     Funds Available Inquiry:

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         Navigation: Inquiry º Funds
         Figure 3-10




Steps:

         Key data to applicable fields:

   Budget                      Field defaults to budget you are currently operating
                               under (i.e. Main 03-04). Click in Budget Field to
                               select another budget type if applicable.

   Amount Type                 Field defaults to Year-to-Date Extended which
                               shows the year-to-date available funds in the
                               applicable columns. Click in the Amount Type
                               field to select another preferred amount type.



 Period                        Select the period you are currently operating in to
                               view year-to-date balances. For example, if you are
                               in July 03 and wish to view the year-to-date
                               balances accumulated since April 03, you select
                               July 04.

 Encumbrance Type              Field defaults to ALL.


 Funds Available (CAD):

   Accounts                    Click mouse on the Flashlight icon (see Toolbar) to

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                               access the Find Accounts Field

                               If you are looking for detail account balances select
                               the applicable account.

                               If you are looking for a department/activity/main
                               object balance, you click in the accounts field to
                               select the applicable department, activity and main
                               object numbers and click OK.(Figure 3-10A)
               Figure 3.10A




From the                                                               available
funds inquiry                                                          screen, you
can drilldown                                                          to
encumbrance and actual entries. To access this information, click in the
applicable field and select Tools from the toolbar. Select Period Balances as
shown in figure 3.10B.

               Figure 3.10B




Government of Newfoundland and Labrador
Financial Management System                                                            Page 3-9
GENERAL LEDGER
Next click in the applicable period and select amount for
Encumbrance/Actual/Budget. Select Tools on the toolbar, and select
Encumbrance, Actual, or Budget Lines.(See figure 3.10C)

                Figure 3.10C




                                                                         Figure
                                                                 3.10D

From this                                                        screen you
may choose                                                       the drilldown
button to                                                        view the
details of                                                       the lines
selected.                                                        You may also
choose the                                                       journal button
to view the                                                      details of the
actual lines.                                                    (See figure
3.10D)


Note: Your encumbrance balance will show the portion of the balance which
      is a P.O obligation and the portion which is Other (invoice obligation).


Funds Available Inquiry - Template Values

These are examples of Summary Templates currently in available in General
Ledger. Template may be added as required by departments or legislation.

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Budgetary Control Template (Main Control)

(A)    Main Control

This template was created as the budgetary control template for Main Supply at
Department/Activity/Main Object. This is the template which performs funds
checking and reservation and is the template which must be used to
determine available funds. This template is updated immediately when funds
are reserved for a transaction.

(1)    Template Name -         Main Control

(2)    Template Values

       Segment                            Template Value
       Company                            T
       Responsibility Centre              Department
       Appropriation Category             Current & Capital Non Stat. ( Roll up group
                                          for all current & capital non statutory
                                          appropriation categories)
       Activity Element                   Activity
       Line Object                        Expense Main Object ( Roll up group for all
                                          expenditure main objects)
       Tracking Code                      T
       Future Use Code                    D



(3)    Period - Adj-09(or current year end period)




(B)    Responsibility Centre Reporting

This template was created for departments to inquire and report on expenditure at
the responsibility centre/activity/reporting object level This template should not
be used to determine available funds during the day because it is a reporting
template and therefore only updated on a nightly basis when the posting to G/L is

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complete.

(1)    Template Name -         Responsibility Centre Reporting


(2)    Template Values

       Segment                            Template Value

       Company                            01
       Responsibility Centre              Responsibility Centre Range
       Appropriation Category             Leave Blank
       Activity Element                   Activity Range
       Line Object                        Expense Reporting Object ( Roll up group
                                          for all expenditure reporting objects)
       Tracking Code                      T
       Future Use Code                    T

(3)    Period - Adj-09

(C)    Revenue Main Object ReportingTemplate

This template was created to provide departments with summary totals for current
account revenue and related revenue for each activity in The Estimates.

(1)    Template Name - Revenue Main Object Reporting Template


(2)    Template

       Segment                            Template Value
       Company                            T
       Responsibility Centre              Department
       Appropriation Category             Revenue (Roll up group for revenue
                                          appropriation categories)
       Activity Element                   Activity (Roll up group for activities)
       Line Object                        Revenue Main Object (Roll up group for
                                          current account & related revenue main
                                          objects)
       Tracking Code                      T
       Future Use Code                    T

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(3)    Period - Adj-09



(D)    TW Regional (Main Control)

This template was created as the budgetary control template for Main Supply at the
Regional Level( Region/Activity/Main Object) . This is the template is only used
by Transportation Works to determine available funds at the regional level.
This template is updated immediately when funds are reserved for a
transaction.

(1)    Template Name -        TW Regional

(2)     Template Values

        Segment                           Template Value
        Company                           T
        Responsibility Centre             Region
        Appropriation Category            Current & Capital Non Stat. ( Roll up group
                                          for all current & capital non statutory
                                          appropriation categories)
        Activity Element                  Activity
        Line Object                       Expense Main Object ( Roll up group for all
                                          expenditure main objects)
        Tracking Code                     T
        Future Use Code                   T

(3)     Period - Adj-09




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Financial Management System                                                             Page 3-13
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Journal Inquiry
    Journal Entry Inquiry:

         Navigation: Inquiry º Journals
Figure 3-11




Steps:

         Key data to applicable fields (to limit your inquiry):

  Batch                 DO NOT KEY.

  Journal               Enter journal number you wish to do an inquiry on. If left
                        blank, system will provide you with a complete list of JV=s
                        keyed by your department.

  Source                Enter source of journal entry (i.e. Payroll, etc) by clicking
                        Source field and selecting applicable Source. (Source is
                        Manual for journal entries and Transfer for budget
                        transfers.)

  Category              Click in Category field to select the applicable category for
                        your department.

  Period                Click in Period field and select the accounting period you
                        wish to do an inquiry on. Otherwise leave field blank to do
                        an inquiry on all entries.

  Currency              Enter CAD or leave blank.


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Financial Management System                                                             Page 3-14
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 Status


   Posting             Click in posting field and select the applicable category of
                       journal entries you wish to inquire on as per the Source and
                       Category specified:

                       Posted: to view all journal entries posted to the General
                       Ledger.

                       Processing: to view all journal entries in the process of
                       being posted.

                       Selected for Posting: to view all journal entries that have
                       been selected for posting but not yet posted or where
                       posting is not complete due to one or more problems.

                       Unposted: to view all journal entries that have not yet been
                       posted to the General Ledger.


   Funds               Click in funds field select the applicable category of
                       journal entries you wish to inquire on as per the Source and
                       Category specified.

                       Failed: to view all journal entries that have failed the funds
                       reservation.

                       In Process: to view journal entries that Oracle General
                       Ledger is currently checking or reserving funds.



                       N/A: Budgetary control is not enabled for this set of books.
                       You do not need to reserve funds for your journal entry
                       before you post.


                       Passed: to view all journal entries where funds have
                       passed funds reservation.
                       Required: Budgetary control is enabled for this set of

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                       books. You must reserve funds for your journal entry
                       before you post.


 Control Total

   Batch               DO NOT USE.

   Journal             DO NOT USE.


 Window Options:


                               To do an inquiry on more specific details of a
                               particular transaction.


                               Specify selection criteria as stated above and then
                               click this button.


                               To clear any information keyed on the “Find
                               Journal” screen.




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Inquiry Summary
    Journal Entry Inquiry:

         Navigation: Inquiry º Journals º Find Journal (Find).



Figure 3-12




Note: This screen displays the summary detail of any query you have requested
      on your initial inquiry screens (refer to figure 3-11). If you wish to see the
      detail of a particular entry, click the mouse on the Review Journal button
      (Screen - bottom left).




Government of Newfoundland and Labrador
Financial Management System                                                            Page 3-17