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GENERAL LEDGER ENQUIRIES _ REPORTS

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					 GENERAL LEDGER
ENQUIRIES & REPORTS




         Version 3
       January 2008
                         GENERAL LEDGER
                       ENQUIRIES & REPORTS

                                                     Contents

Introduction............................................................................................................3
Oracle General Ledger - Keywords & Concepts .................................................4
General Ledger Enquiries .....................................................................................5
Making GL enquiries using the 'Funds Available' screen ..................................7
Account Enquiry ..................................................................................................13
   Enquiring on Encumbrances ........................................................................................ 17
   Enquiring on Budgets................................................................................................... 21
     Background on Budgeting in Oracle General Ledger................................................ 21
     Performing a Budget Enquiry.................................................................................... 23
Reports in Oracle General Ledger......................................................................27
   Running Requests........................................................................................................ 27
   Scheduling Requests ................................................................................................... 32
   UCL Transactions Report and UCL Balances Report for Excel Import ......................... 36
   UCL Transactions, Balances and Combined Balances/ Transactions Reports and
   Departmental Summary Report (pdf format) ................................................................ 38
     Brief Description of the Reports ................................................................................ 38
     Running the Reports................................................................................................. 38
   Budget Transactions Report......................................................................................... 40
Understanding UCL Balances Reports ..............................................................43
FIS General Ledger Reports Listing...................................................................44
   Reports Available ......................................................................................................... 44
Appendix I – Getting Help ...................................................................................48
Appendix II - The Toolbar....................................................................................49
Appendix III – Keyboard Shortcuts ....................................................................50




                                                               2
Introduction
This user guide assumes familiarity with navigating within Oracle Financials, either gained
through attendance on the Navigation course, or through having read the Navigating
within Oracle Financials document. In addition, appendices are included at the end of
this guide to provide assistance in getting help and using the toolbar and keyboard
shortcuts.

Familiarity with the Microsoft Windows environment is also assumed, as well as an
understanding of basic Windows’ terminology, such as clicking and double-clicking.

The reader should also be familiar with the structure of UCL's Chart of Accounts.




                                            3
Oracle General Ledger - Keywords &
Concepts
Financial data is stored in Oracle General Ledger as transactions or balances.


Transactions

All transactional data enters the General Ledger in the form of a journal. Data from other
Oracle Financials modules (for example Accounts Payable - AP) and from non-Oracle
Financials feeder systems (e.g. payroll) is imported into the General Ledger as a journal.
These journals are then posted to the general ledger on a daily basis.

Note: Entries made in other modules (e.g. AP) do not automatically update the General
Ledger.


Balances
The journals which update the transactions data also update the balances held in the
General Ledger. Balances are stored at account code combination level i.e. using all 6
account code segments (account, source, analysis, optional, unit and company). These
balances can be viewed as detailed accounts. Balances are also stored at summary
account level. At UCL we use summary accounts to provide balance information at
account segment (i.e. the first, four-character segment) level.

There are 3 types of balances held in Oracle General Ledger and they are all completely
separate and different from each other:

1.     Actual Balances. These are updated by actual transactions such as purchase
       invoices, salaries, expense claims and sales invoices and receipts.

2.     Encumbrance Balances. These arise from commitments incurred when Purchase
       Orders are raised and approved. When the purchase invoice relating to that PO is
       matched and approved the encumbrance is reversed and an 'actual' transaction is
       created. Thus the encumbrance balance is reduced while the actual balance is
       increased.

3.     Budget Balances. Budget balances are updated by the entries made in budget
       journals.




                                            4
General Ledger Enquiries
The most efficient way to obtain General Ledger Account information is by performing an
on screen enquiry.

There are several useful enquiry forms and all use a similar convention for entering
account parameter details.

The following pop-up box appears in all enquiry forms where you have to enter account
parameters:




        List of
        values




What you enter here depends on what you want to see - detail or summary information?

Account Detail
If you want to view data held at account code combination level then either enter in the
precise combination you need or enter the segment(s) you are interested in viewing and
the query will return all code combinations using those segments.

Account Summary
If you wish to view a balance (and drill down to transactions) at the account segment level
only, then enter the required account code(s) in the Low and High account boxes and
enter the character T in all the other boxes. The 'T' stands for total and what this means is
that all other segments are totalled while the account is shown in detail. In fact, when
performing such an enquiry you actually need only enter 'T' in the Source boxes as the
system knows from that that you intend to total on all the other subsequent segments too.
Please note that the 'T’ must be UPPERCASE.



TIP :    You can get a full listing of all account codes available to you by using the list of
          values. This is accessed by pressing the list of values icon, or by using Ctrl and L



                                               5
on your keyboard.




                    6
Making GL enquiries using the 'Funds
Available' screen
The 'Funds Available' screen provides top-level year–to–date information on an account or
an account code combination for a given financial year. It shows the budget available for
the year, the actual expenditure (net of any income) incurred year to date, any outstanding
commitments recorded on the system and thus the funds available for future expenditure.
It is possible to drill down from the Funds Enquiry into sub ledger transactions and to view
all associated accounting lines

To open the Funds Available Inquiry screen, navigate as follows:




Double-click on Funds to show the following form:




                                             7
Note the parameters should be completed as above. The ‘Budget’ value should be
‘COLLEGE’. The date will defer to the latest open General Ledger period. Change it if you
wish to view balances at an earlier month end.

The ‘Account Level’ box contains 3 options, ‘ALL’, ‘Detail’ and ‘Summary’. If you choose
‘Detail’ you will need to input the account code combinations that you want to review. If
you choose ‘Summary’ you will have the option to conduct a summary level search. You
can drill down from a summary search so it is a good place to start.

   Navigate to ‘Enquiry’ and then ‘Funds’ then set the date for the period you wish to
    see the results for and set the ‘Budget’ to ‘College’
   Note at the top of the screen you can specify the level of account enquiry, ‘Summary’
    or ‘Detail’.




 If you choose ‘Summary’ you will be able to drill down from it if you later decide to.
 If you choose ‘Summary’, you only need to fill in the account code in the account code
  popup box. Either put ‘T’ in the source code (on both sides, ‘high’ and ‘low’) or leave
  blank by removing the default:




                                        Leave blank or type in ‘T’

 The result will displayed as below. Note that the ‘summary indicator on the left hand side
  is ticked. You can now click on the Blue square on the left to expand the query into
  detail:




                                             8
Click to
expand
into
detail




       After clicking the blue square you can now analyse the result by account code
        combination:




       In addition you can analyse further by other accounting periods by clicking ‘Period
        Balances’




                                                   9
 From this screen you can now drill into the Accounts Enquiry screen by account type
  (Budget, Encumbrance or Actual). Click in the row of the month you wish to review – e.g.
  FEB0405 and then click on the ‘Tools’ Menu:




From here you can access the detailed Account Enquiry screen and drill down from
account code balances into individual transactions.

   -   Choose Budget Lines’ to view Budget balances and drill down into budget
       journals
   -   Choose ‘Actual Lines’ to view detailed account balances and drill down into
       transactions
   -   Choose ‘Encumbrances Lines’ to view encumbrances balances and drill down to
       Accounts Payable transactions matched to Purchase Orders

 In the example above if you click on FEB0405 and choose the option ‘Actual Lines’ you
  will be taken to the following screen:

Account details screen




 From this screen you can drill all the way down in to an Accounts Payable or Sales
  Ledger transaction.
 In this example by clicking on the ‘Drilldown’ button you can now drill down into the
  Accounts Payable screens and view full details of the transactions making up the
  balance. ‘Drilldown’ will take you to the next screen:




                                            10
Accounts Payable summary screen




 You now have the choice between drilling into the transaction itself or viewing all the
  accounting lines for the transaction. Press ‘Show Transaction’ to drill down into the
  Payables invoice form itself or press ‘Show Transaction Accounting’ to review all the
  account distribution lines for the transaction.

‘Show Transaction’




 Finally you can now drill down to the invoice distribution lines by clicking ‘Distributions’:




                                              11
Using the ‘Show Transaction Accounting’ option




                                        12
Account Enquiry
The Account Enquiry menu option allows you to perform enquiries on an account code or
range of account codes between specific accounting periods. Unlike the Funds Enquiry
option it requires you to choose from ‘Actual’, ‘Budget’ and ‘Commitment’ transaction types
at the start of the enquiry. As with the Funds Enquiry option you can drill down fully into all
actuals transactions raised within the Accounts Payable and Accounts Receivable ledgers.

   Navigate to Account as shown :




       This will display the Account Inquiry form:




                                              13
      Choose the required From and To Accounting Periods from the List Of Values or
       delete and manually enter the required periods.
      Note that the To field will automatically change to display the same period as the
       From field, therefore if you wish to enquire on more than one period you must
       ensure you change this date

Click or tab down to the 'Accounts' section of the form. The usual pop-up box will appear
for you to enter the account parameters.




This produces the following:




Clicking on Detail Balances will show balances at account code combination level:




                                           14
Transactional information can then be drilled-down to. For example, if the line for amount
PTD 20.05 is selected and Journal Details clicked then the following is returned:




Clicking on Drilldown for one line shows:




                                            15
Clicking on Show Transaction for one line shows:




                                         16
Enquiring on Encumbrances
There are 3 types of encumbrance – Commitments, Obligation and ‘Manual’.
Obligations arise from timing differences between the different stages of Accounts
Payable invoice entry and authorisation.

“Obligations” arise from timing differences between the different stages of Accounts
Payable invoice entry and authorisation. As a general rule obligations balances should
clear to zero.

“Manual” encumbrances are created when requisitions raised in the i-Procurement module
are submitted for approval. They will be reversed once the requisition has been converted
to an order and the order has been approved.

“Commitment” encumbrances are created when the Purchase order has been approved.
They are usually cleared when the invoice is matched to the order, unless there has been
a part match to the order. Failure to match the invoice to the order means the account
balance includes both the committed cost and the actual cost, hence the importance of
ensuring invoices are matched to purchase orders.




To enquire on encumbrances from the account enquiry screen, select Encumbrance by
clicking on the radio button. In the Encumbrance Type field, enter Commitment.

Clicking on Show Balances shows balances by accounting period:




                                            17
Clicking on Detail Balances will show the breakdown by account code combination for
any selected month:




Clicking on Journal Details will show the transactions in the form of GL batch details:




                                            18
In this example by clicking on the ‘Drilldown’ button you can now drill down into the
Purcahsing screens and view full details of the transactions making up the commitment
balance. ‘Drilldown’ will take you to the next screen:




Click on Show Transaction to be taken to the Purchase Order Headers screen.




                                           19
20
Enquiring on Budgets
Background on Budgeting in Oracle General Ledger
UCL has chosen to make use of some of the budgeting functionality available in Oracle
General Ledger. The current set up is as follows:

There are two types of budgets - College and Department. It is intended that the
Department budget is maintained within departments (each migrated department being
set up as a separate budget organisation which has exclusive, password controlled
access to its departmental budget data). To date Departmental budgeting has not been
implemented and is not being covered in this document.

The College budget is set and allocated centrally. Any changes to it must be made by the
Planning & Management Accounts section of Finance Division who will put through budget
journals on request. There are 2 types of College budget entries:

1. Budget allocation for the year. These are allocations made to departments for their
   share of recurrent grant, overheads or endowment fund income, etc. Such budget
   entries are put through to the accounting periods September to July.

2. Unspent budget carried forward. The unspent balance on accounts at year-end is
   carried forward into the next year as a budget balance. At the end of each financial
   year, the balance for carry forward is calculated as the budget balance less the net
   expenditure balance (i.e. net of any income credited to that account) as at 31 July. The
   unspent budget is carried forward to the August accounting period (i.e. the first
   accounting period of the new financial year). Only entries relating to the carry forward
   budget should go through in that period.

Budget allocation entries are coded to analysis code ZZZ. Budget carried forward entries
are coded to analysis code ZZ1.

One aspect of budgeting in Oracle General Ledger that sometimes causes confusion is
that positive and negative values of budget balances and entries are the opposite way
around from what most people expect. This confusion arises because budget entries and
balances are not seen as being distinct from actuals whereas they are an entirely separate
type of entry/balance.


NB: With actual entries and balances, a credit entry (a negative amount) represents
income while a debit entry (a positive amount) represents expenditure.

With budgets a debit entry (positive) allocates funds to an account. This effectively
means that you can debit actual transactions up to this amount before you run out of
funds. Please try not to view a budget allocation as income, as this is where the root of
the confusion lies.




                                            21
When viewed in this light, the arithmetic can be seen to be logical:

       e.g.    Unspent budget brought forward        10,000
               Budget allocation for year            25,000
               Total available budget                         35,000

               Income credited to date                        -2,000
               Expenditure debited to date           20,000
               Net expenditure                                18,000

               Total available (budget minus actual) 35,000-18,000=17,000
               (a negative amount would therefore represent an overspend).


This example ignores commitments (encumbrances) for sake of simplicity.




                                             22
Performing a Budget Enquiry
There are 2 ways of doing this. The first is to use the account enquiry screen:




Ensure that the radio button is set to Budget and select COLLEGE as the budget.

From this form you can either Show Balances and drill down further (in a manner similar
to when you enquire on Actuals) or you can Show Journal Details thus:




                                            23
The second, alternative way to enquire on budgets is to use the Budget Inquiry form.

Navigate from the main menu as follows:




This brings up the Budget Inquiry screen:




Select the budget you want to enquire on and the relevant dates and account(s).



                                            24
NOTE:     You can only perform a budget enquiry on summary accounts. You cannot
perform
          them on detail accounts (i.e. at account code combination level).

Click on Detail Accounts to obtain:




                                           25
And on Budget Journals to see more information:




                                        26
Reports in Oracle General Ledger
Reports are classified as a type of ‘Request’ in Oracle General Ledger.

The procedure for running these reports varies slightly depending on which of the reports
you run and how you wish to view the resultant data. There is a table included at the end
of this section showing details of the reports that are available and their format.

Please refer to the relevant sections for specific guidance on how to run, view and print
each report.

Running Requests
All requests are accessed using the following navigation path:




You will then be asked the following:




Select Single Request by clicking on OK.


                                            27
You will need to enter the name of the Request (report) you wish to run. A list of those
available can be seen by calling up a list of values, by either clicking on the ‘list of values’
icon, or (on your keyboard) hitting Ctrl and L.

The most useful reports all begin with ‘UCL’, so you could limit the list by entering UCL%
in the Find box).




Select the report and click on OK.



                                              28
A Parameters window will open with criteria fields relevant to the report you have
selected.




   Enter a Starting Period or choose it from the List of Values.

   Enter an Ending Period or choose it from the List of Values.

Please note the larger the period range you specify, the larger the report output will be
(and the longer it will take to run).

The remaining fields allow you to specify certain account ranges. The first four sets of
              st                                nd
ranges, i.e. 1 Flexfield From / Flexfield To, 2 Flexfield From / Flexfield To, etc. allow
you to specify up to four different ranges of accounts, the first range being mandatory.
The final set of ranges, Exclude Flexfield From / Flexfield To allow you to exclude
certain accounts from any of the ranges specified above. For example, you may want to
run the report for all accounts in the range AB00 to ABZZ, but exclude ABA0 to ABCZ.

   Upon entering the 1st Flexfield From (Mandatory) field, the Accounting Flexfield
    window will open:




   Enter the lowest account code upon which you wish to report in the Low Account field
    and press the Tab key to move to the High Account field. This will automatically
    display the same code as you have entered in the Low Account field. Change it, if
    required, by overwriting the highlighted code.



                                            29
   The Source fields will automatically be entered as they are dependent on the Account
    segment.

Please note that if the report is intended to analyse another segment (e.g. Analysis Code)
you should still enter a Low and High Account range where possible (e.g. AB01 to ABZZ).
If you enter 0000 in the Low Account field and ZZZZ in the High Account field, along
with 0 in the Low Source field and Z in the High Source field, although the responsibility
rules will return only permitted data, the report will take much longer to process.

   Enter the three character Analysis code. Enter the lowest and highest analysis codes
    if you wish to report on a range. If you wish to report on all analysis codes, enter 000 in
    the Low field and ZZZ in the High field.

   Similarly, if you wish to report on all Optional and Unit codes, remembering that the
    Optional codes are one character and the Unit segment is five characters in length,
    enter 0 to Z and 00000 to ZZZZZ respectively, or enter the codes in the range you
    require.

   Even though there is currently only one Company code, you must enter 1 (one) in
    both the Low and High fields.

   Click on the OK button of the Account Flexfield window.

   This will place you automatically on the next set of account ranges by opening the
    Accounting Flexfield window again. If more than one range is required, enter the
    next range as described above. If no more ranges are required, press Cancel on all of
    the subsequent Accounting Flexfield windows that appear until you are back at the
    Parameters window.

   Click on the OK button of the Parameters window. This will return you to the Submit
    Request window.

   Click on OK.

The Submit Request window will then re-appear, as shown below:




                                              30
31
Scheduling Requests
You do not need to schedule a report to run. If you Submit it without scheduling it will run
as soon as possible

   To specify that this report is to be run at particular times, click on the Schedule…
    button.

   By default, the report will be set to be run As Soon as Possible. This will be applied if
    no other option is selected.

   To specify a date on which the report is to be run, select the Once radio button and
    enter the date required, or choose it from the Calendar (generated by opening the List
    of Values).

   To set it to run daily or weekly, select the Periodically radio button and specify how
    frequently the report is to be re-run.




To set it to be run on more than one specific date, select the On Specific Days radio
button and select the days or options required from the calendar displayed by clicking on
them.




                                             32
   Click on OK when complete.
   Click on the Options… button to request that a notification is sent to a specific person,
    specify the number of copies to be printed, and/or change the printer to which the
    report will be sent.


NB: You are not able to set printer options at this stage for selected reports.
Please refer
       to the table on pages 44-46 for further details.


   Click on OK when all of the options have been set, which will take you back to the
    Submit Request window.




                                             33
   Click on the Submit button to display the Request window.




If the report is still Pending or Running, the Phase and Status fields will be highlighted in
green. This page will not automatically update itself whilst it is on your screen. Click on the
Refresh Data button to update it.

To view the output for the following reports:

    UCL Balances Report
    UCL Budget Transactions Report (view only)
    UCL List of Accounts
    UCL Transactions Report

   Click on the View Output button from the Requests window. This will launch a web
    browser window showing the outcome of the report.




                                              34
   To print the report, from the Requests window, under the Tools menu, select
    Reprint….




   Set the number of copies that are required.

   Specify the Printer by opening the List of Values to display the list of printers.


NB: You must register your printer for use with FIS before you are able to print
from the
        FIS application.
       Please contact the FIS Helpdesk (newfis@ucl.ac.uk) for further details.

   You are strongly advised to always view your report before printing to determine how
    many pages it has. By scrolling to the right when viewing the report in the web
    browser, you will find at the top right of each page is the page number and total
    number of pages, for example Page 1 of 1000.

   If an error occurs during the running of the report, click on the View Log… button from
    the Requests window. Again, this will launch a web browser to display details about
    the error.




                                             35
UCL Transactions Report and UCL Balances Report for
Excel Import

From the Navigator window, choose Reports > Request > Standard

From the pick list, select either UCL Transactions Report (for Excel Import) or UCL
Balances Report (for Excel Import).




Fill in the required parameters as if running an ordinary Transaction or Balances report
(refer to previous section).

The UCL Transactions Report (for Excel import) may be run across financial years, but the
UCL Balances Report (for Excel import) may only be run for one financial year at a time.

Both may be run for either single or multiple periods.

Select Submit Request.
Once the request has completed View Output.
Save the resultant document as a text file (.txt).

NB: To do this, select the File menu > Save As > type in preferred filename and
location. Change Save as type to Text File (.txt).

Open Microsoft Excel. From the File menu > Open > saved filename. The Text Import
Wizard box will appear:




                                             36
Change the file type from ‘Fixed Width’ to Delimited.

Scroll down to see on which line the data appears and place the corresponding number in
the Start import at row box. In this example it is number 2.

Click Next >




Tick the Other: check box
Enter the Pipe character in the box to the right hand side of Other.


Note: To find the Pipe character ‘|’, press shift and \ on your keyboard.

Click Finish. The data will now be imported into Excel.




                                             37
UCL Transactions, Balances and Combined Balances/
Transactions Reports and Departmental Summary Report
(pdf format)
These reports have been created to produce high-quality formatted output.

A pre-requisite for being able to view and print these reports is to have Adobe Acrobat
                             1
Reader installed on your PC . Adobe Acrobat Reader is free software that allows you to
read portable document files (.pdf). It can be downloaded from the Adobe website at the
following location:

http://www.adobe.com/

NB: The FIS team does not support Adobe Acrobat software. Any problems
experienced in downloading or using this software should be referred to your local
departmental IT representative and not the FIS Helpdesk.


Brief Description of the Reports
      UCL Transactions Report (pdf): List of transactions by analysis code within user-
       defined account code ranges for single or multiple periods and 4 concurrent code
       ranges.

      UCL Balances Report (pdf): List of balances by analysis code within account code.
       Balances given at account code level. The report can be run for single years only and
       for 4 concurrent ranges of accounts.

      UCL Balances and Transactions Report (pdf): List of Transactions by analysis
       code within Account code. Budget balances are displayed for each account code.
       This report can be run for single years only. It currently only works effectively with
       single account ranges. Users should review the report to screen carefully before
       sending to the printer as the report will potentially generate a very large number of
       pages.

      UCL Departmental Summary Report (pdf): List of account code balances without
       analysis code detail, sorted by source code.


Running the Reports
From the Navigator window, choose Reports > Request > Standard

Press Ctrl and L to call up a list of report available and choose the appropriate pdf report.




1
    Users of WTS do not have to install Adobe Acrobat as this is already available to them.


                                                        38
Fill in the required parameters. The parameter options are listed in the section “Brief
Description of the Reports” above. Full details on completing parameters are given earlier
in this document.

Once you have completed the parameters click on Submit Request.




From the Requests screen, once the report has status ‘Completed / Normal’ click on
View Output. This will open the report in your Browser window. The report can now be
printed by clicking the printer icon or by choosing File > Print from the menu.




                                           39
Budget Transactions Report
The information obtained for a range of accounts and years can also be obtained from the
UCL Budget Transactions Report.

Run this report in the usual way, i.e. Reports > Request > Standard

You should then follow these steps:

   Select the report as below. There are 2 options available to departments: View only
    (standard typeface) and Print only (presentation typeface).

   Select ‘View only’ if you wish to view the report on-screen or print it using a printer
    that does not support Postscript printing (if in doubt, please refer to your departmental
    I.T. support representative).

   Select ‘Print only’ if you require a print copy of the report and have access to a printer
    that supports Postscript.


NB:    As a general guide, only relatively new printers will be able to run the Print-
only
        version.


The ‘Print only’ version is distributed every month with the monthly Transaction &
Balances reports.




You will then be required to fill in the request parameters:




                                              40
The data options can include any range of periods from AUG9900 (August 1999) to the
current period. It is not advised to run reports crossing over two financial years. The
example above covers August 2001 to April 2002.
                        st
When you click in the ‘1 Flexfield From’ row, you will get a pop-up window asking for
your account code range selection. For example, to select account code CL60, you
should type the details as shown in the figure below.

If you want a range of accounts, type in the lowest account first and then the highest
account in the corresponding account parameter fields.

There are two analysis codes available for Budget transactions reports: ZZZ - for annual
budgets and ZZ1 - for transfers of account balances. If you require both types of budget
transactions, type in ZZ1 in the Low Analysis field and ZZZ in High.

When a range of accounts is required, all other parameter fields should be completed 0 to
Z:




You can input up to 4 separate ranges of codes. If you want only 1, keep pressing
[Cancel] after you have input the first range, until the screen clears.



                                             41
In the Order by field on the Parameters window, you can choose to sort the report by
either ‘Account’ or ‘Unit’.

   Click [OK] and you will reach the report initiation screen as below:




   Specify the printer and number of copies required within [Completion Options…] if
    you are running the ‘Print Only’ version, otherwise skip this step and press [Submit
    Request].

   If you have selected the ‘Print Only’ report it will automatically output to the specified
    printer.

   You can view the View Only report on screen by selecting the View My Requests
    option from the Help menu.




                                              42
Understanding UCL Balances Reports
Please note that the balances report incorporates all three types of balance.

The first three columns show budget balances. 'Budget b/fwd' shows the unspent budget
brought forward from the previous year. 'Budget For Year' shows the budget allocation for
the year and 'Amount Available' shows the total budget available.

The next three columns (columns 4 to 6) show actual balances. 'To Date b/fwd' shows the
net income/expenditure balance at the beginning of the period specified in the date
parameters. 'For Month' shows the net income/expenditure movement for the period(s)
specified in the date parameters. 'To Date c/fwd' shows the net income/expenditure
balance at the end of the period specified in the date parameters.
      th
The 7 column 'Outstanding Commitments to date' shows the encumbrance balance at
the end of the period specified in the date parameters.

'Balance Available' is the sum of the budget available minus net expenditure minus
outstanding commitments




                                            43
FIS General Ledger Reports Listing
Reports available in the General Ledger have been added and improved over a number of
months in response to user requests and comments. This section serves to summarise
the reports available.

It is hoped that these reports will enable staff to obtain information instantly as required on
the transactions and balances for their departments.


Reports Available




Refer to the following table for further details on each of the reports listed above.




                                              44
Report   Report         Brief Description    Format     Multiple-        Multiple      Export     Data last   Additional Information
Number   Name                                           Periods?         codes?        to Excel   updated
1        UCL            Actual               Text       Yes and          yes           Yes, but   Overnight
         Account        Transactions by                 across                         with       previous
         Analysis       analysis code. No               years                          report     day
         (132 Char)     opening or closing                                             heading
                        balances.                                                      s
2        UCL            Balances of by       Text       Yes and          yes           Yes but    Overnight
         Balances       Analysis code                   across                         with       previous
         report         within Account                  years                          report     day
                        code including                                                 heading
                        budget bfwd and                                                s
                        encumbrances
3        UCL            Balances of by       Text       Yes and          Yes           Yes        Overnight   Note: Horizontal and
         Balances       Analysis code                   across                                    previous    vertical totals need to be
         Report (for    within Account                  years                                     day         added in EXCEL
         Excel          code including
         Import)        budget bfwd and
                        encumbrances
4        UCL            Same format as       Text pdf   Yes, but         yes           No         Overnight   High quality output.
         Balances       UCL Balances         format     single year                               previous    Requires post-script
         Report (pdf)   Report (2)                      only                                      day         enabled printer.
                                             Open in                                                          Must have Adobe
                                             Adobe                                                            installed.
5        UCL            Transactions by      Text       Yes, but         Performanc    No.        Overnight   High quality output.
         balances       analysis within      Pdf        single year      e issues on   View or    previous    Requires post-script
         and            Account code with    format.    only             high volume   print      day         enabled printer.
         Transaction    a balance                                        accounts      only                   Must have Adobe
         s report       summary at each      Open in                                                          installed.
         (pdf)          account code         Adobe
                        including budget
                        b/f &




                                                                    45
                        commitments
Report   Report         Brief Description    Format     Multiple-        Multiple   Export      Data last   Additional Information
Number   Name                                           Periods?         codes?     to Excel    updated
6        UCL            Budget               Text for   yes              yes        No, print   Overnight   High-quality print
         Budget         Transactions by      post-                                              previous    formatting requires post-
         Transaction    account code         script                                             day         script enabled printer
         s Report       within unit code     print
         (print only)
7        UCL            Budget               Text:      yes              yes        No, view    Overnight   Print option low
         Budget         Transactions by      View or                                or print    previous    formatting but does not
         Transaction    account code         print                                  only        day         require post-script-
         s Report       within unit code                                                                    enabled printer
         (view only)
8        UCL            Summary of           Text       N/A but can      yes        No.         Overnight   High quality output.
         Department     actuals by           Pdf        run at any                  View or     previous    Requires post-script
         al Summary     account code         format.    cut-off                     print       day         enabled printer.
         Report (pdf)   within unit                     month                       only                    Must have Adobe
                        including budget     Read in                                                        installed
                        brought forward,     Adobe
                        excluding
                        commitments
9        UCL            Transactions by      Text       Yes              yes        Yes, but    Overnight   Has to be run separately
         General        analysis code                                               with        previous    for Actuals, Budgets and
         Ledger (132    within account                                              report      day         Encumbrances
         ch)            code.                                                       heading
                                                                                    s
10       List of        List of GL account   Text       N/A              N/A        Yes, but    Overnight
         Accounts       codes for your                                              with        previous
                        dept                                                        report      day
                                                                                    heading
                                                                                    s




                                                                    46
11       UCL             Actual               Text     Yes and          Yes           Yes but    Overnight
         Transaction     Transactions by               across                         with       previous
         s Report        analysis code. No             years                          report     day
                         opening or closing                                           heading
                         balances                                                     s
Report   Report          Brief Description    Format   Multiple-        Multiple      Export     Data last   Additional Information
Number   Name                                          Periods?         codes?        to Excel   updated
12       UCL             Actual               Text     Yes and          Yes           Yes        Overnight
         Transaction     Transactions by               across                                    previous
         s report (for   analysis code. No             years                                     day
         Excel           opening or closing
         Import)         balances.
13       UCL             Same as 11 and       Text     Yes and          Yes, but      No, view   Overnight   High quality output.
         Transaction     12                            across           may be        or print   previous    Requires post-script
         s Report                                      years            problems      only       day         enabled printer.
         (pdf)                                                          with very                            Must have Adobe
                                                                        large data.                          installed
14




                                                                   47
             Appendix I – Getting Help
             At any point during your work, it is possible to access Help pages related to the work
             you are doing. Click on the Help menu and select Window Help. Your web browser
             will open and display the Help pages which are related to the Window which was
             open. If this page does not answer the queries you have, try clicking on the
             Contents or Index links at the top of the screen.




Click on the
links to take
you to the
relevant page.




             If you wish to read all of the pages for a particular subject, use the Next and
             Previous links to navigate through the topic.

             If you are confused by any of the jargon used by Oracle, either on the Help pages or
             in the Oracle Financials application itself, try looking for the word in the Glossary.
             Note: this Glossary does not provide details of the differences between American
             and English Accountancy terms, and is not a fully comprehensive list.




                                                      48
Appendix II - The Toolbar




   Status Bar – provides information             Delete Record --delete the current
    about your actions and brief error             record from the database.
    messages
                                                  Clear Record --clear the current
   Navigate To... --open the Navigator            record from the window.
    window.
                                                  Folder Tools --open the Folder tool
   Zoom --invoke a custom-defined                 palette.
    Zoom.
                                                  Translations...      --open       the
   Save --save any pending changes in             Translations window.
    the current form.
                                                  Attachments...        --open     the
   Save and Proceed --save any pending            Attachments window to update or
    changes and prepare the form for the           view the current attachment or add a
    entry of the next record.                      new attachment.
                                              or
   Print... --print the current screen or in     No    Attachments     --open    the
    special cases, display a list of reports       Attachments window to create a new
    to print.                                      attachment.

   Clear Form --clear all pending                List of Values/Pick List... --show the
    changes in the current form. Clears all        list of values for the current field.
    child windows but does not close them.
                                                  Edit Field... --open the Editor window
   Switch Between Summary & Detail -              for the current field.
    -switch between the summary and
    detail view of the current record.            Window Help--open help for the
                                                   current window.
   Find... --open Query Find window to
    select records.                               Switch Responsibility... --display the
                                                   Responsibilities window – only
   New Record --create a new record.              displayed when the Navigator window
                                                   is active.




                                         49
Appendix III – Keyboard Shortcuts
To get a list of Keyboard Shortcuts while using Oracle Applications, click on the Help
menu and choose Keyboard Help…


   Block Menu        Ctrl & B                 Function 5                   Shift & Ctrl & F5

   Clear Block       F7                       Function 6                   Shift & Ctrl & F6

   Clear Field       F5                       Function 7                   Shift & Ctrl & F7

   Clear Form        F8                       Function 8                   Shift & Ctrl & F8

   Clear Record      F6                       Function 9                   Shift & Ctrl & F9

   Commit            Ctrl & S                 Insert Record                Ctrl & Down

   Copy              Ctrl & C                 List of Values (Pick List)   Ctrl & L

   Count Query       F12                      Next Block                   Shift               &
                                                                             PageDown

   Cut               Ctrl & X                 Next Field                   Tab

   Delete Record     Ctrl & Up                Next Primary Key             Shift & F7

   Display Error     Shift & Ctrl & E         Next record                  Down 

   Down              Down                    Next Set of Records          Shift & F8

   Duplicate Field   Shift & F5               Paste                        Ctrl & V

   Duplicate         Shift & F6               Previous Block               Shift & PageUp
    Record

   Edit              Ctrl & E                 Previous Field               Shift & Tab

   Enter Query       F11                      Previous Record              Up 

   Execute Query     Ctrl & F11               Print                        Ctrl & P

   Exit              F4                       Return                       Return

   Function 0        Shift & Ctrl & F10       Scroll Down                  PageDown

   Function 1        Shift & Ctrl & F1        Scroll Up                    PageUp

   Function 2        Shift & Ctrl & F2        Show             Keyboard    Ctrl & K
                                                Shortcuts

   Function 3        Shift & Ctrl & F3        Up                           Up 

   Function 4        Shift & Ctrl & F4        Update Record                Ctrl & U




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