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					Oracle 24/7 End User Training
       General Ledger
Oracle General Ledger

Table of Contents:

1. INTRODUCTION TO ORACLE GENERAL LEDGER ......................................... 4
2. JOURNAL INQUIRY ................................................................................................ 12
3. ACCOUNT INQUIRY................................................................................................ 18
4. FUNDS INQUIRY ...................................................................................................... 24
5. ACCOUNT INQUIRY DRILL-DOWN.................................................................... 29
6. VIEW BALANCES (ACCOUNTS) .......................................................................... 37
7. VIEW BALANCES (BUDGET) ................................................................................ 43
8. UTPA FUNDS AVAILABLE REPORT ................................................................... 50
APPENDIX A – LEADER’S GUIDE ............................................................................ 58
APPENDIX B – Q&A...................................................................................................... 65




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Oracle General Ledger

Typographic Convention in Oracle Applications Navigation Path

               (N) Navigator (M) Menu Bar (T) Tab      (B) Button
                             (H) Hyperlink (N) Sub Tab (I) Icon




                                             (M) Menu Bar
                                                                 (I) Icon




                                                            (T) Tab




                           (B) Button




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1. Introduction to Oracle General Ledger
Overview
Oracle General Ledger is a comprehensive financial management solution that
dramatically enhances financial controls, data collection, information access, and
financial reporting throughout the organization. Oracle General Ledger provides
tremendous flexibility for managing and streamlining the accounting processes
with an extremely versatile chart of accounts, accounting calendar and is the
central repository of accounting information, receiving transactions from both
Oracle and non-Oracle sub-ledgers.


UTPA Oracle General Ledger
There are numerous functions available within the Oracle General Ledger to
meet the business needs of different types of organizations. UTPA leverages
select functionalities of Oracle General Ledger to conduct the business
operations.

The main purposes of Oracle General Ledger (GL) module at UTPA is:
 -   to integrate and maintain all of the university‟s financial information including
     that of other Oracle modules
 -   to administer all university legal reporting to outside entities
 -   to inquire, report and distribute ad hoc reports on university‟s financial
     information
 -   to provide a complete audit trail

 Note: Although all financial information will integrate to GL, project managers
 will utilize the General Ledger to inquire on revenue activity only; project
 expenditure detail will be made available via Oracle Projects & Grants


UTPA Accounting Calendar
The accounting calendar is based on a fiscal accounting year, beginning on
September 1st and ending on August 31st. It consists of twelve periods that
reflects the fiscal calendar. The months within that calendar year will be within
that fiscal year and months not in that calendar year will be in the subsequent
fiscal year. For example
                  Aug 2005 = Aug – FY2005
                  Sep 2005 = Sep – FY2006




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Key Definitions:
Chart of Accounts - The account structure used to record transactions and
maintain account balances.

Key Flexfield (KFF) – the segments making up the account code structure that
can be customized e.g. in GL the Key Flexfield Name is “Accounting Flexfield”.

Descriptive Flexfield(DFF) – the field to enter additional information for which
Oracle has not provided a field

Segment – the individual fields within an account number string

Cross Validation – Rules that govern what combination of segment values are
valid.



UTPA Chart of Accounts (CoA)
CoA defines what segments each account for the organization consist of. The
CoA is made of accounting structure definition, Code combinations etc., The
objective of structuring UTPA‟s CoA is to provide a simple, comprehensive,
understandable accounting structure that is flexible, easily maintained and
expandable.

UTPA has defined a six segment structure for the chart of accounts as shown
below. The legacy FRS had only two segments: Account and Object.




Example:
“Project Account” in Oracle - 10.G0015.25150.140ENGL00.53030.00010




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Correlation of FRS to Oracle
The following table illustrates the correlation of a „Grant Account‟ in the legacy
FRS system to the same „Grant Account‟ in Oracle General Ledger. It is obvious
that the „Account and Object‟ segments of FRS are mapped to the „Project and
Object‟ segments respectively in the Oracle General Ledger.

                                                  Federal Grant Revenue

 FRS                                               Account        Object

                                                    544100        0950
                       Funding
           Fund                   Organization      Project       Object     NACUBO
                       Source
            40          R1000        50600        41FAID041       42003      000000
Oracle
          Current      Federal      Student                       Grant
                                                  Federal Pell
         Restricted   Sponsored    Financial                     Contract   Unassigned
                                                   Account
           Fund       Programs     Services                      Federal


Refer also “Accounts in the new e-Business Suite” (Link of ppt to training Web
portal)


UTPA Accounting Key Flexfield Segments

The following are the segments defined in the UTPA Chart of Accounts:

Fund – the segment in the Key Flexfield on which interfund transactions are
automatically generated to keep the set of books “in balance” (Debits = Credits).

Funding Source – a source or pool of money that funds a group of accounts.

Organization – departments within an institution; generally recognized in the
organizational structure.

Project (account in legacy) – used to capture costs of a particular project or
activity.

Object – used to categorize costs by natural class, assets, liabilities, fund
balance, revenues and expenses.

NACUBO – used to categorize elements of cost by instruction, research, etc. for
budgeting and reporting.




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Fund
This is the balancing segment that groups types of funds within each
organization. This segment facilitates financial reporting also. The construction of
this segment is defined to be in number format as 99.

       Structure:
                      Segment              Description
                       Value
                         10         Education & General
                         20         Designated
                         30         Auxiliary Enterprises
                         40         Restricted
                         50         Endowments
                         60         Loan
                         70         Plant
                         80         Agency




Funding Source
This segment defines the funding source that also distinguishes between
Federal, State and Local monies. Each funding source can be associated with
multiple organizations, projects and objects to generate the correct account code
for transactions. The construction of this segment is defined to be in alpha-
numeric format as X9999.

       Structure:
                    Segment Value          Description
                          G9999            General
                          D9999            Designated
                          A9999            Auxiliary Enterprises
                          R9999            Current Restricted
                          L9999            Loan
                    T9999,Q9999,E9999      Endowment
                          P9999            Plant
                          Z9999            Agency

       Examples:
                     G0005 Student Registration
                     D3000 TPEG
                     A5000 University Housing




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Organization

This segment is the department within UTPA recognized in the organizational
structure of the planning units. Each organization can be associated with multiple
funds, projects and objects to generate the account code for transactions. The
description of organization account code is the same as the HR organization to
which the employees belong. The construction of this segment is defined to be in
number format as 99999.

      Structure:
       Segment Value           Description
              10000            President
              20000            Division of Academic Affairs
              30000            Division of Business Affairs
              40000            Division of External Affairs
              50000            Division of Enrollment & Student Services
              60000            Division of Information Technology

      Examples:
                    24200 Nursing (NURS)
                    30200 Budget Office (BUDG)
                    50801 Dean of Students (SDEN)


Project
All university activities will be organized into projects. Each project can be
associated with only one fund, multiple organizations and objects associated with
it to generate the account code for transactions. This segment links the account
to Project Accounting module to accommodate multi-year accounts and budgets.
Oracle ensures that no functionality, budget or actuals, is lost by converting a
current organization to a project. The construction of this segment is defined to
be in alpha-numeric format as 999XXXX99.

      Structure:
                   Segment Value          Description
                      199XXXX99           Education & General
                      29XXXX999           Designated
                      399XXXX99           Auxiliary Enterprises
                      49XXXX999           Restricted
                      599XXXXXX           Loan
                      79XXXX999           Plant
                      89XXXX999           Agency

      Examples:
                           Oracle                    FRS
                         140ENGL00                  114030

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                         21AXOF002                   211595
                         41FAID041                   544100


Object
This segment represents the transaction classification within the University for
accounting and reporting. Each type of object including the assets and liabilities
is to be associated with the chart of accounts, which means that all segments
within the account code structure is requires for each and every transaction. The
construction of this segment is defined to be in number format as 99999.

      Structure:
                   Segment Value          Description
                        10000             Assets
                        20000             Liabilities
                        30000             Fund Balance
                        40000             Revenue
                        50000             Expenses

      Examples:
                    12501 Capital Asset Purchases
                    42002 Federal Sponsored Programs
                    51001 Salaries
                    53005 Materials and Supplies
                    57001 Travel

NACUBO
The segment categorizes elements of cost by instruction, research, etc. for
budgeting and reporting and facilitates the use of Oracle Public Sector
Budgeting. The construction of this segment is defined to be in number format as
999999. Values greater than 000000 will be used to classify expenditures and
value 000000 be used for all revenue entries.

      Structure:
                   Segment Value          Description
                       000000             Unassigned
                       000010             Instruction
                       000020             Research
                       000030             Public Service
                       000040             Academic Support
                       000050             Student Services
                       000060             Institutional Support
                       000070             Operation and Maintenance
                       000080             Scholarships & Fellowships
                       000090             Auxiliary Enterprises
                       000100             Depreciation & Amortization

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      Examples:
                    000010, 000030, 00090

Cross-validation

UTPA uses cross-validation rules within the Oracle General Ledger to prevent
the creation of invalid GL accounts (Code Combination Id - CCID). Rules are
defined system-wide and apply to all system users. Each cross-validation rule
specifies the ranges of values that are permissible to use together, and,
optionally, ranges that are not permissible to use together. Thus, for example, a
very simple rule might specify that only funding source values D1000 through
D9999 may be used with 20 (fund segment – Designated).
Oracle checks all the cross-validation rules to ensure that the combination is
valid, whenever any component of the Oracle applications attempts to create a
new value/account (a combination of segment values that has not previously
been used). If the combination fails to pass any rule, the error message
associated with that rule is presented. Whatever transaction was in process is
not allowed to continue until it has a valid digit combination.

This means, any inquiry on financial transactions should be based on a valid
combination of segment values. An invalid combination will not retrieve any data.
Use    the     “Oracle  Cross-Walk      for   Account      Numbers”      website
www.panam.edu/crosswalk to find the valid code combinations in Oracle that
correspond to the FRS segments.




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Oracle Cross-Walk Overview

The financials team has put together a “Legacy to Oracle cross-walk for Account
Numbers” document on the web to assist with the mapping from Legacy to
Oracle structure. The document lists the FRS accounts and their translation to
the corresponding code combination in Oracle General Ledger and other Oracle
modules. The valid Oracle code combination can be obtained from the website
by using either the value of KFF segment “Project” in the code combination or the
FRS account segments as the search criteria.

      Example: Oracle value for “Project”    100PRES00, 21CMPT000

                 FRS Acct: 813470 obj: 6679
                           514520      3685

Any value of Oracle KFF segment or FRS segment can also be used in the
search request.


For more information and instructions of use, visit www.panam.edu/crosswalk




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2. Journal Inquiry
Overview:

In this session, you will learn about Journal Inquiry. Journal inquiry is done to
review the information about actual, budget, or encumbrance journal entry
batches in your set of books.

Exercise:

   1. Navigate to the Journal Inquiry window

            (N) Inquiry > Journal

   2. Enter search data in the appropriate field of Find window

   3. Select (B) Find

   4. Select (B) Review Journal

   5. Go to (M) File and select the Close Form

Solution:

1. Navigate to the Journal Inquiry window
            (N) Inquiry > Journal




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  2. Enter the known information of the Journal, i.e., “%UTPA%” with the
      wild Card “%” as suffix and prefix in the Journal Field.




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  3. Select the Journal for the period “AUG – FY2005” for review and
      select (B) Review Journal.




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  4. Review details of the Journal for the period “AUG – FY2005”
  An example of the FRS mapping to a specified account in the journal is
  given below:
               FRS                              Oracle
        Account    Object          Field          Low           High
                              Fund             10            10
                              Funding Source   G0005         G0005
                              Organization     00000         00000
       011400                 Project          000000000     000000000
                    1100      Object           11101         11101
                              NACUBO           000000        000000




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  5. Go to (M) File and select Close Form




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3. Account Inquiry
Overview

In this session, you will learn about the Account Inquiry. Account Inquiry is used
to perform online inquiries for any summary or detail account in a set of books.
You can review actual, budget, and encumbrance balances in any currency and
include variance calculations between balance types.

Exercise:

     1. Navigate to the Inquiry window

             (N) Inquiry > Account

     2. Click on (B) Show Balances

     3. Click on (B) Summary Balances

     4. Go to (M) File and select Close Form



Solution:

1. Navigate to the Inquiry window

       (N) Inquiry > Account

2. Enter the Accounting Periods as JAN-FY2006 to ADJ-FY2012




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  3. Enter the query parameters and select (B) OK.

               FRS                                    Oracle
        Account    Object            Field              Low         High
                                Fund                 20          20
                                Funding Source       D1000       D1000
                                Organization         22100       22100
       211641                   Project              21ABLW000   21ABLW000
                    3406        Object               53020       53020
                                NACUBO               000040      000040




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    5. Select the Account to be reviewed and select (B) Show Balances.




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4. Select the period for which Account Summary has to be reviewed and
   select (B) Summary Balances




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5. Review summary balances of the selected account.




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6. Go to (M) File and select Close Form.




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4. Funds Inquiry
Overview:

In this session, you will learn about the Funds Inquiry. You can review the funds
available and compare encumbrances and expenditures with budgets. We can
review functional currency budget, actual and encumbrance balances, and funds
available for any detail or summary account.

Exercise:

   1. Navigate to the Funds Available Inquiry window.

             (N) Inquiry > Funds

   2. Select the Budget Name, Period Name, Amount Type and Encumbrance
      Type, from LOV (List of values).

   3. Select the Accounts from LOV.

   4. View Funds Availability details



Solution:

1. Navigate to the Funds Available Inquiry window.

              (N) Inquiry > Funds

2. Enter the Funds Available Inquiry Parameters


                Field                       Value
       Budget                      Revised Budget
       Amount Type                 Year To Date Extended
       Period                      FEB – FY2006
       Encumbrance Type            ALL
       Account Level               ALL




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2.1. Click in the Accounts field in the Summary Block to open the Accounting
   flexfield.


3. Enter the query parameters in the fields and select (B) OK



               FRS                                   Oracle
        Account    Object               Field          Low         High
                                  Fund              10          10
                                  Funding Source    G0010       G0010
                                  Organization      30500       30500
         119621                   Project           19HRSV00    19HRSV00
                        0999      Object            44050       44050
                                  NACUBO            000000      000000




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  4. Review available Funds details of the selected Accounts.




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5. Go to (M) File and select Close Form.




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5. Account Inquiry Drill-Down
Overview:

       In this task, you are shown how the Drill-Down is used to review the
journal entries that comprise your account balances. You can use the Drill-Down
to see the sub-ledger transactions that comprise the journals comprising your
account balances.Journal and sub-ledger transaction information can be viewed
as balanced accounting entries (i.e., debits equal to credits) or in the form of T–
accounts.


Exercise:

   1. Navigate to the Inquiry Accounts Window

            (N) Inquiry > Account.

   2. Enter the query parameters and select (B) Show Journal Details

   3. Select (B) OK

   4. Select (B) Drilldown

   5. Select (B) Show Transaction to review a selected transaction

   6. Close the (I) Window

   7. Select (B) Show Transaction Accounting to review the details of a selected
      transaction

   8. Go to (M) File and select Close Form




Solution:

   1. Navigate to the Inquiry Accounts Window

               (N) Inquiry > Account.




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  2. Enter the query parameters and select (B) OK

               FRS                                   Oracle
        Account    Object           Field              Low         High
                               Fund                 30          30
                               Funding Source       A3000       A3000
                               Organization         30831       30831
       313014                  Project              330ATFL01   330ATFL01
                    3291       Object               53005       53005
                               NACUBO               000090      000090




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  3. Select the account to be reviewed and select (B) Show Journal Details




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  4. Select Journal to be reviewed and select (B) Drilldown




  5. Select transaction to be reviewed and select (B) Show Transaction




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  6. Review the transaction




  7. Close the (I) Window

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  8. Select the transaction to be reviewed and select (B) Show Transaction
     Accounting




  9. Review the details of Transaction Accounting




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10. Go to (M) File and select Close Form




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6. View Balances (Accounts)

      Overview


      In this session, you will learn how to review the balances of a particular
      account. You can review the summary balances for the specified range of
      periods and currency by performing an account inquiry.



      Exercise:

            1. Navigate to the Inquiry window

                   (N) Inquiry > Account

            2. (B) Show Balances

            3. (B) Journal Details

            4. (B) Show Full Journals

            5. (B) Details Balances

            6. (M) File Close Form

      Solution:

      1. Navigate to the Inquiry window

            (N) Inquiry > Account

      2. Enter the query parameters in the Selection Criteria Block

         Field                  Value
         From Date              AUG – FY2006
         To Date                ADJ – FY2007
         Currency               USD




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                        Page 38 of 68
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      3. Click in the Accounts region to open the Accounting Flexfield

      4. Enter the query parameters of the Account and select (B) OK


               FRS                                    Oracle
        Account    Object               Field           Low              High
                                  Fund               20             20
                                  Funding Source     D1000          D1000
                                  Organization       22100          22100
       211641                     Project            21ABLW000      21ABLW000
                    3406          Object             53020          53020
                                  NACUBO             000040         000040




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5. Select the Account to be reviewed and select (B) Show Balances.




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      6. Review Account Balances of the selected account.




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      7. Go to (M) File and select Close Form.




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7. View Balances (Budget)
Overview:


In this session, you will learn how to review balances (budget). We can review
the summary balances for the specified range of periods by performing a budget
inquiry on a detailed budget.

Exercise:

Navigation Steps:

    6. Navigate to the Inquiry window

            (N) Inquiry > Budget

    2. (B) Show Balances

    3. (B) Detail Accounts

    4. (B) Budget Journals

    5. (M) File Close Form


Solution:

1. Navigate to the Inquiry window

      (N) Inquiry > Budget




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7. Enter the query parameters in the Selection Criteria block


              Field                          Value
    Budget                     Revised Budget
    Inquiry Type               Drill Down this budget
    Currency                   USD
    From Date                  SEP-FY2005
    To Date                    ADJ -FY2007




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3. Click in the region of the Summary Accounts to open the Accounting flexfield

4. Enter the query parameters in the Summary Accounts block and Select (B) OK


               FRS                                    Oracle
        Account    Object              Field            Low            High
                                  Fund               20             20
                                  Funding Source     D1000          D1000
                                  Organization       20150          20150
       211400                     Project            21DLTE000      21DLTE000
                     3000         Object             53000          53000
                                  NACUBO             000040         000040




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5. Select the Account to be reviewed and select (B) Show Balances




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6. Select the period to be reviewed and select (B) Detail Accounts




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7. Review period wise detailed Budget Balances of the accounts.




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8. Go to (M) File and select Close Form.




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8. UTPA Funds Available Report
Overview:

UTPA Funds Available Report is used to find out the Budget amounts,
Encumbrance amounts, Expenditures, Funds Available, Full year Budget and the
Percentage of Full year Budget left.

Exercise:

   1. Navigate to Financial Reports window.

             (N) Reports > Request > Financial

   2. Select the Report Name „UTPA Funds Available‟.

   3. Select on (B) Submit and view the report.

   4. Go to (M) File and select Close Form



Solution:

   1. Navigate to the Financial Reports window

             (N) Reports > Request > Financial.




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  2. Enter the Report Name: „UTPA Funds Available‟ in the Report field and
     select (B) Submit




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3. Select (M) View > Requests




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  4. Select (B) Find to view list of requests




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  5. Select the request ‟UTPA Funds Available‟ and select (B) View Output.

      Note: The Phase of the Report should be “Completed” and the Status
      “Normal” before viewing the output of the report.




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  6. Review the Report and Close the Report window




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  7. Go to (M) File and select Close Form.




                                Page 56 of 68
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                        Page 57 of 68
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Appendix A – Leader’s Guide

Course Description Summary
This training course is designed to explain and demonstrate the functions
required by a user in Oracle General Ledger.

Recommended Prerequisites for Participants
 Windows NT
 Oracle Navigation 11i
 Working Knowledge on GL in the Legacy System

Length
 2 Hrs

Materials/Preparation for Instructor
 Review this Leader Guide.
 Ensure copy of Student Guide for each participant.

Supplies/Equipment
 In-Focus Machine or other LCD
 Flipchart, Markers, White board, White board makers




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INTRO TO CLASS          Self (& Assistant(s) if any)

                        Agenda

PLACE AGENDA ON            UTPA General Ledger Overview
WHITE BOARD, FLIP
                               1. UTPA Oracle General Ledger
CHART, OR USE
POWERPOINT                     2. UTPA Accounting Calendar
                               3. UTPA Chart of Accounts (CoA)
                               4. Correlation of FRS to Oracle
                               5. UTPA Accounting Key Flexfield
                                  Segments
                               6. Cross-validation
                               7. Oracle Cross-Walk Overview


                           UTPA General Ledger Inquiry
                               1. Journal Inquiry
                               2. Account Inquiry
                               3. Account Inquiry Drill-Down
                               4. Funds Inquiry
                               5. View Balances – Account
                               6. View Balances – Budgets


                           UTPA General Ledger Reports
                               1. Journal Inquiry


EXPLAIN – STUDENT       The Student Guide is written to be a reference tool
GUIDE                   that will refresh your memory when you‟re working
ORGANIZATION            with the Applications. It is not necessary to
                        REMEMBER all of this.
                        As we go through each of the topics, take notes to
                        jog your memory later. I‟ll give you page numbers
                        as we progress. If you are unsure where in the
                        manual we are, please ask.




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EXPLAIN – OVERVIEW      OVERVIEW OF COURSE SUBJECT
OF COURSE SUBJECT       Today, we plan to cover the required functions for a
                        user in General Ledger. The responsibility required
                        to perform these functions is “UTPA GL Inquiry”


HOUSEKEEPING            Breaks
                        Restrooms
                        Coffee & Vending
                        Cell phones

LOGINS                  Oracle Application login information has been
                        handed over to you already. The very first time you
                        login to Oracle Applications, you will be asked you
                        to change the password.
                        Demo the login steps



Introduction            Introduction to General Ledger

Write on the White         Explain
board
                              Oracle General Ledger overview
                              UTPA Accounting Calendar & Fiscal Year
                              Key Definitions
                              UTPA Chart of Accounts (CoA)
                              Correlation of FRS to Oracle
                              UTPA Accounting Key Flexfield Segments
                              Cross-validation
                              Oracle Cross-Walk Overview




                                 Page 60 of 68
INQUIRY


Journal Inquiry       Journal Inquiry

                      Explain Batch, Review Journal, Source, Period,
                       Currency (Usually USD), Status and Control Total

                      - Select “UTPA Journal USD” in the field Journal
                      - Click (B) Find
                      - Select the Journal for the period “AUG – FY2005”
                        for review
                      - Select (B) Review Journal.
                      - Review the Journal
                      - To see T-Accounts, Select (B) T Accounts (if
                        required)
                      - Close the form

DO LAB                Have them Do Lab
                      Journal Name: “Sales Invoices USD”



Account Inquiry/       Account Inquiry/Balances / Drilldown
Balances /Drilldown

NAVIGATE >             The most important feature to emphasize in Account
                       Inquiry is the DRILL DOWN Capability
Inquiry >
Account
                       Talk about the Account Inquiry and when would they
                       do an account inquiry.
Use Period Feb- FY2006
                       DRILL DOWN CAPABILITY
to JUL- FY2006

                       For example: When they are looking for the Sub
                       ledger information or if they want to see the PTD
                       and YTD balances. The subledgers can be viewed
                       through this feature are Payables, Receivables and
                       Assets.
                        Query on the Chart of Accounts and show them
                        how to view the subledger information.
Oracle General Ledger



                        Fund -40
                        Funding Source- R1000
                        Organization- 00000
                        Project- 000000000
                        Object- 11305
                        NACUBO- 000000


                        Account Drilldown:
                                     -   Click on (B) Journal Details
                                     -   Query for “Sales Invoices USD” in
                                         Journal Entry Column
                                     -   Click on (B) Drilldown
                                     -   Click on (B) Show Transaction


DO LAB                  After the Topic the students have a Lab to do
                        Try this Account :
                         40.R2000.21251.42BIOL000.57001.000020
                        Accounting Periods as JAN-FY2006 to ADJ-FY2012




                              Page 62 of 68
Oracle General Ledger



Funds Inquiry           Fund Inquiry
                        USE FEB -FY 2006 as the PERIOD
Navigate > Inquiry >    The most important feature of the Fund Inquiry is to
Funds                    View all the following:
                            Funds Available
                            Budgeted and Encumbered values
                            Actual.

                        Talk about when they would want to do a funds
                        inquiry: To view the Funds Available and
                        encumbrance information

                                 Field                     Value
                         Budget                   Revised Budget
                         Amount Type              Year To Date Extended
                         Period                   FEB – FY2006
                         Encumbrance Type         ALL
                         Account Level            ALL

                        Use the followings accounts

                         Fund- 10
                         Funding Source – G0010
                         Organization-30500
                         Project-190HRSV00
                         Object- 44050
                         NACUBO- 000000

                        Show them the bottom half of the form where they
                        can see the money encumbered at the Requisitions
                        and the Purchase order level.

DO LAB                  Have them do labs
                        Parameters as above
                        40.R1000.50400.41GEAR000.42002.000000




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Oracle General Ledger



REPORTS


UTPA Funds Available            UTPA Funds Available

Navigate > Reports > Request > - Enter Report Name “UTPA Funds
Financial                        Available”
                                - Enter period APR-FY2006
                                - Enter Currency – USD
                                - Segment Override, if required
                                  40.R2000.21251.42BIOL000.57001.0000
                                  20 or 42BIOL000 for the project
                                - Select (B) Submit. Note the request ID
                                - (M) View > Requests
                                - Find the Request ID
                                - Select (B) Refresh
                                - Once completed normal, Select (B) View
                                  Output to view funds available.




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Oracle General Ledger


Appendix B – Q&A
  1. What is Oracle General Ledger (GL)?
  The General Ledger organizes information by account. The chart of accounts
  acts as the table of contents for GL. It is a complete solution to journal entry,
  budgeting, allocations, consolidation, and financial reporting needs.

  2. What are the advantages of using Oracle General Ledger?
  Integrate and maintain all financial information, administer inquire, report,
  distribute ad hoc reports, provide a complete audit trail, in-time use of
  application.

  3. Is the application fields/ values case sensitive?
  Login is not case sensitive, account segments are case sensitive.

  4. Is the login secured?
  Yes. Oracle has tightly enabled security features using username, password
  and responsibility based restrictions.

  5. Who creates roles and responsibility? Is it our supervisor?
  No. It will be created by the Oracle system administrator upon confirmation by
  the supervisor.

  6. Where can we print the reports?
  The printers configured in Oracle can be selected to print; required printers
  can be added for access purposes by the system administrator.

  7. How to login to Oracle e-Business Suite?
  Open Internet Explorer (or Netscape) > Type URL > Type Username/
  Password > Select Login

  8. I am getting page not displayed error, what should I do?
  Please check if you have access to Oracle e-Business Suite. Make sure your
  computer is connected to your organization‟s network.

  9. The system is displaying a blank page/ page not found?
  Your computer might not have JInitiator, which is a pre-requisite to run Oracle
  e-Business Suite. Talk to your system administrator for help.

  10. What is JInitiator?
  The E-Business Suite Release 11i has two interfaces: a web-based model
  for modules like Self Service HR (SSHR), iProcurement, and an Oracle
  Forms-based model for our professional services modules like Financials.
  Oracle Forms are Java-based and require a Java Virtual Machine (JVM) to
  run. Oracle JInitiator is Oracle's licensed version of Sun's JVM, and the E-



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Oracle General Ledger

  Business Suite Forms-based modules are certified to run with Oracle's
  JInitiator.

  11. Why, I am not able to see some of the features my colleague can view?
  Oracle E-Business Suite is tailored for every individual‟s use. The
  permissions are categorized based on your job-responsibility.

  12. Does Oracle support Federal Grants?
  Yes. Oracle does support federal grants using Oracle Projects & Grants

  13. What does Account Inquiry do?
  Account Inquiry helps us to inquire actual, budget and encumbrance account
  balances for summary and detail accounts.

  14. What is meant by PTD and YTD?
  PTD refers to Period-to-date; YTD refers to Year-to-date

  15. I have multiple rows returned for my query (search), how to select one?
  Move cursor to the field you wish to view, select the specific row, it will get
  highlighted to confirm selection.

  16. What is Chart of Accounts?
  A Chart of Accounts (COA) defines what segments each account for the
  organization consists of. The COA consists of things like defining the
  accounting structure (the accounting structure is a framework or model that
  you will use to maintain your accounts), Account code combinations etc

  17. What is a Value Set?
  Value Sets act as validations for the values entered by users. When the users
  enter the values in any of the fields (on any form), if there is a value set
  attached to this field, the values entered by user are validated against the
  value set.

  18. What does List of Values (LOV) mean?
  LOV is a field that populates data that requires to be selected by the user.
  User cannot enter data using this field.

  19. Does Oracle support Encumbrances?
  Yes. Follow Encumbrance Inquiry procedures.

  20. How to perform Account Inquiry?
  Navigate to Inquiry > Account

  21. Does Oracle have Accounting Calendar?
  Yes.




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  22. What is the difference between field and a flex field?
  A field is a position on a form that one uses to enter, view, update, or delete
  information. A field prompt describes each field by telling what kind of
  information appears in the field, or alternatively, what kind of information
  should be entered in the field.
  A flexfield is an Oracle Applications field made up of segments. Each
  segment has an assigned name and a set of valid values. Oracle Applications
  uses flexfields to capture information about your organization. There are two
  types of flexfields: key flexfields and descriptive flexfields.

  23. What is a Key Flex Field?
  It defines the account structure.

  24. What is descriptive Flex Field?
  Field that is used to define additional information not provided by Oracle

  25. How many segments are there in Accounting Key Flex Fields?
  6 segments are made available in Accounting Key Flex Field. It includes,
  Fund, Funding Source, Org, Project, Object, NACUBO (National Association
  of College and University Business Offices.

  26. How to perform Journal Inquiry?
  Navigate to Inquiry > Journal

  27. What is a “wild card” character?
  A wild card “%” is a character that is used to retrieve information pertaining to
  a field in Oracle

  28. If I am not sure of the entire field value, how can I query?
  One can query Oracle e-Business suite “query fields” using wild card
  character and a partial value. This retrieves the entire list requested.

  29. Does Oracle handle multiple accounts?
  Yes. Oracle handles multiple accounts through voucher entry.

  30. Can we export report values to Excel?
  It can be done for some reports.

  31. Can we review available funds for a specific account?
  Yes. It can be accomplished using Funds Inquiry.




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  32. Can we view sub-ledger transactions
  Yes. It can be accomplished using balance accounting entries.

  33. Can we view sub-ledger transactions
  Yes. It can be accomplished using balance accounting entries.

  34. How to view budget balances?
  Navigate to Inquiry > Budget

  35. How to view General Ledger Report?
  Navigate to the Financial Reports window Reports > Request > Financial,
  enter the Report Name in the Report field and select Submit




                                Page 68 of 68

				
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