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OPTIONAL CHARTFIELDS
OUTLINE
Introduction: Accounting Basics
Retrieving Departmental/Project account balances :
Part I-Using OMNI Reporting Tools from GL 2000. (Review)
A.
B.
C.
D.
LEDGER INQUIRY
USING QUERY VIEWER
USING REPORT SEARCH PAGE
1.
Departmental Summary Ledger
2.
Detail Reports
USING ORACLE (OBIEE) REPORTS
INTRODUCTION
General Ledger vs. Budgetary LedgersWhats the difference and why? Budgetary
Ledgers track anticipated expenses (encumbrances) plus actual expenses against a budget
(spending authority) to prevent over-spending. The fund source determines whether
spending is based on Budget (e.g., E&G & C&G) or Cash (e.g., Aux. & Quasi-Auxlike
Activities, Athletics). The General Ledger tracks actual expenses only (hence the Ledger
name Actuals) and is used to prepare the Universitys Financial Statements (annual
reports required by law which disclose how the University obtained and utilized its
financial resources during the preceding fiscal period i.e., financial year).
Accounting Basics (Attachment)
LEDGER INQUIRY
Queries have been set up to help departments review their financial activity on a day-to-
day basis. They may be used to review the departments purchases, travel activity,
journals, and also some definitions and crosswalks.
NAVIGATION TO QUERIES:
1. From the menu, find and click: Reporting Tools>Query>Query Viewer.
2. In the Search field (following begins with), enter FSU_DPT. Click on Search.
This will display department-based queries that will assist you
in managing requisitions, payments, travel, and other related processes.
4. You can then choose to run to HTML or Excel. If you run to Excel, you can save it
as an Excel file, and adjust as needed as with an Excel spreadsheet.
QUERY TRIAL BALANCE EQUIVILENT (Example I-B)
FSU_DPT_TRIAL_BALANCE gives users the ability to run a trial balance for
their departments at any time. Or you can use query:
FSU_DPT_LEDGER_SUM_W_CF to get account balance totals. The second
query includes prompts for project and account whereas the first query only
prompts by dept./fund. FSU_DPT_TRIAL_BALANCE requires only the dept.
and fund IDs with the period/fiscal year, and BU. If using
FSU_DPT_LEDGER_SUM_W_CF, you must input fiscal year, beginning and
ending periods--use 0 to 12 for To Date balances enter dept #, fund, project,
account as applicablethe wildcard (%) will bring back all values. However,
avoid using the wildcard too freely as there must be some specified criteria in
order to keep from timing out or even tying up the system while it searches the
entire database. For instance, specify a dept., fund and project, but use the
wildcard on the account chartfield to view all account balances. All prompts must
have something in themif no value applicable, fill in the prompt with %. For
example, you are running the query on a dept. without a projectproject prompt
must still have a wildcard in it. Query can be run in either HTML (good for
viewing data) or Excel format (good for printing or saving to file)
C. USING REPORT SEARCH PAGE
OMNI Report Search Page is used to deliver the departments month-end financial
Reports. This includes the Department Ledger Summary, as well as the detail reports,
such as the Revenue, Expense, and Outstanding Encumbrance reports.
1. Navigation: From the OMNI financial menu, find and click: Reporting
Tools>Report Search Page.
Enter the fiscal year and period you wish to view; for non C&G reports, enter your
department number. Leaving the fund code blank will bring up all ledger summary
reports for your department. For C&G reports, enter your six digit project number.
Leaving the dept and fund code blank will bring up all ledger summary reports for your
project. Click on SEARCH. A menu of available reports will appear. Those that end in
DLS are departmental ledger SUMMARY reports (balances only). This is a good
opportunity to make sure only valid dept/fund/project combinations appear. If you notice
an invalid combination, open the report to find out where (under what account) there is
any activityresearch the account through the detail reports (below ), through the
queries, or GL>Review Financial Information. Submit an Expenditure Transfer form to
General Accounting to move the transaction to the correct budget combination.
Month-end reports consist of detail reports and the departmental ledger summary.
To display reports, click on the green arrow icon on the left side of the report name. You
may have to hold down the Control key while clicking the icon.
1. Department Summary Ledger
The departmental ledger summaries (DLS) (monthly ledgers) are Excel-based, and can
be saved to your computer. The Department Ledger Summary will contain beginning,
current month, and ending balances for expenses, revenues, cash and accounts payable,
summarized by account.
2. Detail Reports
Following the DLS reports you will see the Detail reports .The revenue, expense, AP
(Liability), cash, and encumbrance detail reports will be listed. For each report, there is a
C&G version (by project) and a non-C&G version (by dept). The detail reports are
University-wide data in PDF format. To view your dept or project data, use the
find/search (binoculars icon) option and input your dept or project number in the search
field. The search will take you to the corresponding page(s) within the report. The detail
reports will display current month activity, sub-totaled by account, which will tie to the
amount shown on the Department Summary Ledger. If you want to print the
information, make sure you specify the actual page numbers, otherwise you may print the
information for the entire university which may be several thousand pages.
D. USING BUSINESS OBJECTS (ORACLE OBIEE) REPORTS
Procedure to be determined.
BU= FSU01;Ledger=Actuals
Fiscal Year; To period (returns Y-T-D data up to specified period)
Click refresh for chartfield selection .Check chartfields you want
included and specify order. Enter chartfield information.
Click RUN. On next screen, Use drop down box to choose Server PSNT-Click OK.
Go to Process Monitor (blue hyperlink at top of page.) Click on
REFRESH until Run Status shows Success and Distribution Status Shows
Posted. Then click Details hyper link.
Click on View Log/Trace hyperlink on next page. Click on Blue hyperlink
for file name ending in PDF. Such as GLS7003_1292317.PDF.
C.
Keep in mind that anyones CF1, 2, & 3 can be used by anyone else. What
would distinguish the transactions for reporting would be the
accompanying dept., fund, account and project associated with the
chartfield
B. Using the General Ledger for Optional Chartfield reports:
1. Ledger Inquiry:
Navigation: General Ledger>Review Financial Information>Ledgers
Same procedure as in Section A above, but select the optional CF(s) you
want to include and indicate how you want it displayed and subtotaled.
Example 3-B-1a shows costs for a selected chartfield 1 ADMIN, but
does not display the dept/fund numbers associated with the CF. Not
recommended.--Since it does not display the dept/fund number; it is
possible the totals include transactions from another dept which may have
utilized the same optional CF, intentionally or unintentionally. Sum by
dept will display the dept information associated with the use of the CF so
you will know if you are only viewing information for your dept. (See
Example 3-B-1b) Notice that the grand total for CF1 ADMIN is the
same for both, but more than one dept has used the CF. Including specific
dept/project data in the chartfield selection process will eliminate
unwanted data. Example 3-B
-1c shows costs associated with the same CF, but for the Biology and
Chemistry Depts. only (07%). NOTE the grand total has changed since
the transaction(s) associated with dept 189000 have not been included.
As always you can click on the Activity hyperlink next to any
period/account to view the journal activity for that period. By clicking on
the journal, you can view additional journal information. You can then
drill further into the journal lines for additional detail (i.e., drill to source
for Voucher/invoice detail in AP journals or Expense Report information
in EXA journals.
2. General Ledger Reports
a. Trial Balance:
Same procedure as basic reports above except add CF1, 2 and/or 3 for
your criteria as applicable. Rules mentioned above in Ledger Inquiry
apply to the reports as well. Including specific chartfield information will
help to eliminate unwanted data. Use chartfields/subtotals as necessary to
derive and present the information you require (can be as simple or
detailed as you need.) Example 3-B-2-a1 shows a good example of
information that can be obtained using CF1s in conjunction with CF2s
Theater Production Into the Woods(CF2) broken down into production
cost centers (CF1s) further detailed by account number. The user can
easily identify how much was spent/earned and on what. Example 3-B-2a2 provides a simpler version, i.e. CF1 cost centers, but no account data.
SCHEDULE OF ATTACHMENTS
1.
2.
3.
EXAMPLE 2-I-A-1: Account Balances using the basic Trial Balance Report
4.
EXAMPLE 2-I-A-2a: Trial Balance report for project with multiple depts.
5.
EXAMPLE 2-I-A-2b: Trial Balance for single account for range of depts.
6.
EXAMPLE 2-I-B:
7.
EXAMPLE 2-I-C1:
8.
EXAMPLE 2-I-C2:
9.
10.
EXAMPLES 3-B-1a,b,c:
11.
12.