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USER TRAINING MANUAL Sang Lin Tackle Sdn Bhd Oracle General Ledger

Author Creation Date Last Updated Version :1.0 :Sudhakara Reddy :June 24, 2012 :June 24,2012

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SLT Anthony Lee

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William Lee

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Date 24-June-2012

Author Sudhakara Reddy

Version 1.0

Change Reference No Previous Document

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Name Anthony Lee

Role SLT Project Manager

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Content
1 2 DOCUMENT CONTROL .................................................................................................................................. 2 GENERIC ORACLE APPLICATION USAGE ........................................................................................................ 4 2.1 2.2 2.3 2.4 2.5 2.6 3 3.1 3.2 4 5 6 7 TO LOG ON......................................................................................................................................................4 TO SWITCH YOUR RESPONSIBILITY ..................................................................................................................5 TO CHANGE PASSWORD ..................................................................................................................................5 TO SIGN ON AS A DIFFERENT USER..................................................................................................................5 NAVIGATION TO FORMS .................................................................................................................................6 TOOL BARS ......................................................................................................................................................7 OPENING PERIODS ........................................................................................................................................11 CLOSE PERIOD...............................................................................................................................................13

OPENING AND CLOSING ACCOUNTING PERIODS ...................................................................... 8

DEFINE NEW ACCOUNT COA VALUES ........................................................................................... 14 DEFINING CURRENCIES ..................................................................................................................... 17 DEFINING CONVERSION RATE TYPES ........................................................................................... 20 ENTERING JOURNALS ........................................................................................................................ 23 7.1 7.2 7.3 ENTER FUNCTIONAL CURRENCY JOURNALS(MANUAL) .............................................................................23 FOREIGN CURRENCY JOURNALS...................................................................................................................28 REVERSE JOURNAL ENTRIES .........................................................................................................................30

8 9 10

JOURNAL APPROVAL .......................................................................................................................... 32 RUN GL REPORTS ................................................................................................................................. 36 GENERAL LEDGER REPORTS ............................................................................................................ 41 10.1 10.2 10.3 10.4 10.5 10.6 10.7 10.8 10.9 10.10 10.11 10.12 AVERAGE BALANCE TRIAL BALANCE REPORT .......................................................................................41 CHART OF ACCOUNTS LISTING ...............................................................................................................42 DAILY CONVERSION RATES LISTING .......................................................................................................43 CREATE JOURNAL ENTRIES EXECUTION REPORT ....................................................................................43 DETAIL TRIAL BALANCE REPORT ............................................................................................................44 GENERAL LEDGER REPORT ......................................................................................................................45 JOURNAL ENTRY REPORT.........................................................................................................................46 JOURNALS - VOUCHER REPORT ...............................................................................................................47 POSTED JOURNALS .........................................................................................................................................49 UNPOSTED JOURNALS ..............................................................................................................................50 ERROR JOURNALS .....................................................................................................................................51 TRANSLATION TRIAL BALANCE REPORT ................................................................................................52 OPEN ISSUES .............................................................................................................................................54 CLOSED ISSUES .........................................................................................................................................54

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OPEN/CLOSED ISSUES ........................................................................................................................ 54 11.1 11.2

Generic Oracle Application Usage

2.1 To Log on
Use Internet Explorer to connect to ERP system using the http://oappserv.sanglintackle.local:8002/ and open the following screen: URL

User Name Password

Enter the user name and password and click on Connect button to log into Oracle Applications and select the appropriate responsibility.

Click On Enter

Click On Responsibility

Click on Enter... If Java is installed, it automatically open the following form.

This is oracle General Ledger User menu.

2.2 To switch your responsibility


Click in the Navigate window or choose Navigator from the Window menu to make the Navigate window active.

Choose Switch Responsibility from the File menu.

2.3 To change password


Click in the Navigate window or choose Navigator from the Window menu to make the Navigate window active. Choose Change Password... from the Edit, Preferences menu, to display the Password Update window. Enter your old password in the Old Password field. Enter your new password in the New Password field. Enter your new password again in the Re-enter New Password field. Choose OK.

2.4 To sign on as a different user


Click in the Navigate window or choose Navigator from the Window menu to make the Navigate window active. Choose Log on as a Different User from the File menu, to display the Oracle Applications sign-on window. 5

Enter the username and password for your other sign-on and choose Connect.

2.5 Navigation to Forms


The forms that you can navigate to are displayed in a navigation list on the left-hand side of the Navigate window. The navigation list is organized much like the hierarchy of a file system, where you can expand items that begin with a plus sign (+) to further sub-levels until you find your form of interest. Sub-levels appear indented below the items from which they are expanded. Items that are expanded are preceded by a minus sign (-). You can expand no further when an item displays neither a plus or minus sign 1) Choose one of the following methods to expand an expandable item to its next sublevel Double-click on the item. Select the item and choose File - Open. Select the item and choose the Tools - Expand button. 2) Choose one of the following methods to collapse an expanded item Double-click on the item. Select the item and choose the Collapse button. 3) To expand or collapse several items at once, choose one of the following buttons Expand All Children--expand all the sub-levels of the currently selected item Expand All--expand all the sub-levels of all expandable items in the navigation list Collapse All--collapses all currently expanded items in the navigation list 4) To open a form from the navigation list Select your form of interest. Choose Open. Alternatively you can double click on the Form Name (i.e. Menu) to Open 5) To open a form using an LOV window

Use the keyboard shortcut (usually Ctrl L) to open the LOV (List of Values) window. Select the form from the list and choose OK or first reduce the list by entering a partial form title.

2.6 Tool Bars


The toolbar is a collection of iconic buttons, where each button performs a specific action when you choose it. Each toolbar button replicates a commonly used menu item. Depending on the context of the current field or window, a toolbar button can be enabled or disabled. You can display help for an enabled toolbar button by holding your mouse over the button. The toolbar buttons which are commonly used are as follows

Opening and Closing Accounting Periods

Open and close accounting periods to control journal entry and journal posting, as well as compute period- and year-end actual and budget account balances for reporting. Accounting periods can have one of the following statuses: Open: Journal entry and posting allowed. Closed: Journal entry and posting not allowed until accounting period is reopened. Reporting and inquiry allowed.

Permanently Closed: Journal entry and posting not allowed. You cannot change this period status. Reporting and inquiry allowed. Never Opened: Journal entry and posting are not allowed. General Ledger assigns this status to any period preceding the first period ever opened in your calendar, or to any period that has been defined, but is not yet future-enterable. You cannot change this period status. Future-Entry: Journal entry is allowed, but posting is not. Your period is not yet open, but falls within the range of future-enterable periods you designated in the Set of Books window. You cannot change this period status without using the concurrent process to open the period. You can open new accounting periods, close accounting periods, reopen closed accounting periods, and open an encumbrance year (if you are using encumbrance accounting). Note: When you define a new set of books, choose carefully the first accounting period you want to open. Once you open your first accounting period, General Ledger does not allow you to open prior accounting periods. Additionally, you cannot translate account balances for the first period ever opened. Therefore, we recommend that you open at least one period prior to the first accounting period in which you wish to enter transactions. Additional Information: If you use Multiple Reporting Currencies, you must open/close accounting periods in your primary set of books and in each of your reporting sets of books. Prerequisite Define your set of books. To open a new accounting period: 1. Navigate to the Open and Close Periods window. 2. General Ledger displays the Latest Open accounting period. Note that while a period may be the most recently opened accounting period, this period may have a current status of closed. 3. Choose Open Next Period. General Ledger calculates the ending account balances for the current period, and launches a concurrent process to open the next period. The current period remains Open. Suggestion: Although you can have several open accounting periods, to maximize the efficiency of the General Ledger posting process, as well as to minimize the possibility of user error, limit the number of accounting periods that are open at one time. If you open the first period of a new fiscal year, General Ledger automatically updates the Retained Earnings account. 4. Save your work. 9

To close an accounting period: 1. Navigate to the Open and Close Periods window. General Ledger displays all accounting periods defined for your calendar with the period type of your set of books. 2. Select the open period that you want to close. 3. Enter a new status for the period.
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Enter Closed to prevent entering or posting journals to that period. You can reopen a closed period at any time. Enter Permanently Closed to prevent entering or posting journals to that period. You cannot reopen a permanently closed period.

4. Save your work. To reopen an accounting period: 1. Navigate to the Open and Close Periods window. General Ledger displays all accounting periods defined for your calendar with the period type of your set of books. 2. Select the period that you want to reopen. You can reopen any closed period that is not permanently closed. 3. Change the status to Open. 4. Save your work.

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3.1 Opening Periods


Navigation: Setup: Open/Close

click on Open/Close tab, it will get the following window.

Click on find, it will shows the open periods and future period. 11

Click on open period, it will ask target period to open..choose the target period from the list. and click on open button. it will give the request with number. For check the status of the request. N:(From Tool Bar) View-> Requests

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Click on find Button..

Check the status.. Normal , it is completed without having any errors or warnings.

3.2 Close Period


Navigation: Setup: Open/Close After that click on find button, is as shows below.

It will open the following Window.

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Above status LOV contains all the statuses, we need to select the closed one. Description of these statuses explained in earlier pages.

Define New Account COA Values

To define segment values: 1. Navigate to the Segment Values window. 2. Query the value set to which your values (will) belong. You can locate values either by their value set or by the flexfield segment or concurrent program parameter that uses their value set for validation. 3. Enter a segment value that is valid for your application. A valid value can be a word, phrase, abbreviation, or numeric code. Users can enter this value in a flexfield segment or a report parameter that uses this value set. Users also see this value whenever they select a value in a flexfield segment that uses this value set. Any value you define must conform to the criteria you defined for your value set. For example, if your value set can only accept values one character long with no alphabetic or special characters allowed, you can only enter the values 0 through 9 in this field. If you enter a value that contains the segment separator character defined for the flexfield that uses this value set, application windows display the character in your value as a ^ in your concatenated value fields to differentiate it from the 14

segment separator. This change is for concatenated display purposes only and does not affect your value. Since individual values can be referenced from many places in your applications, you cannot delete valid values that have already been defined, nor can you change those values. You can, however, change the description of a valid value in the Description field after you query up the value. You cannot define values that would violate any flexfield security rules that are enabled for your responsibility. 4. Check the Enabled check box to make your value effective. 5. If you want to have the value effective for a limited time, you can enter a start date and/or an end date for it. The value is valid for the time including the From and To dates. You cannot delete values from this window because they are referenced elsewhere in the system, but you can disable them at any time. You should not disable or have effective dates for a segment value that you use as a segment default or a default dependent value. 6. If you are defining values whose value set will be used with the Accounting Flexfield, define hierarchy and qualifiers information 7. Save your changes. N: Setup->Financials->flexfield->key->Values click on value set..it will shown as follows..

Please provide the value set Name : SL_Account 15

click on find.. it will open the following window..

If you want to add new account to the existing list, click on Plus button from tool bar.

enter the relevant account for the COAs , in above we are adding 9998 account for testing purpose only. for the accounts, it will ask the account type, as shown above in the figure. choose the appropriate account type for each and every account you want to add further states. click on ok, ok, for all windows. 16

next save the value after that close the form, it will pop up message for compilation, is as follows..

click on ok, .. Account is successfully added to the chart of account.

Defining Currencies

Use the Currencies window to define non-ISO (International Standards Organization) currencies, and to enable/disable currencies. Oracle Applications has predefined all currencies specified in ISO standard #4217. To use a currency other than U.S. Dollars (USD), you must enable the currency. U.S. Dollars (USD) is the only currency that is enabled initially. To define a new currency: 1. Navigate to the Currencies window. 2. Enter a unique Code to represent your currency. Note: You cannot change a currency code after you enable the currency, even if you later disable that currency. 3. Enter the Name and Description of the currency.

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4. (Optional) Select the name of the Issuing Territory. Oracle Applications has predefined the names of countries (per ISO Standard #3166) that issue standard currencies. 5. Enter the Symbol for your currency. Note: Some Oracle Applications use currency symbols when displaying amounts. Others, like General Ledger, do not. 6. Enter the Precision of the currency to designate the number of digits to the right of the decimal point used in regular currency transactions. 7. Enter the Extended Precision to designate the number of digits to the right of the decimal point used in calculations for this currency. The extended precision must be greater than or equal to the standard precision. Note: Some Oracle Applications use the extended precision. Others, like General Ledger, do not. 8. Enter the Minimum Accountable Unit to designate the smallest denomination used in this currency. Note that this might not correspond to the precision. 9. If you are defining the national currency of an EMU member state, define your Currency Derivation options. 10. (Optional) Enter Effective Dates for your currency. You can only enter transactions denominated in this currency for dates within the range. If you don't enter a start date, the currency is valid immediately. If you don't enter an end date, the currency is valid indefinitely. 11. Enable your currency. 12. Save your work. To enable or disable a currency: 1. Navigate to the Currencies window. 2. Query the Code or Name of the currency that you want to enable or disable. 3. Mark the Enabled check box to indicate that the currency can be used to enter transactions and record balances. Clear the check box to indicate that the currency cannot be used. 4. Save your work.

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Navigation: Setup->Currencies->Define

Click on Define then the following window will appear, we can define new currencies over there.

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for all standard currencies available in Oracle, just we need to enable only as shown in above screen shot.

Defining Conversion Rate Types

Use conversion rate types to automatically assign a rate when you convert foreign currency journal amounts to functional currency equivalents. You enter daily conversion rates for specific combinations of foreign currency, date, and conversion rate type. When you enter a foreign currency journal, General Ledger automatically displays the predefined exchange rate based on the currency, rate type (unless you are using the User rate type), and conversion date you enter. When you have a User rate type, you enter the rate directly when you enter a foreign currency journal. Additional Information: If you want to enter different daily rates for the same combination of from-currency, to-currency, and conversion date, you must define separate conversion rate types. General Ledger provides the following predefined daily conversion rate types: Spot: An exchange rate which you enter to perform conversion based on the rate on a specific date. It applies to the immediate delivery of a currency. Corporate: An exchange rate you define to standardize rates for your company. This rate is generally a standard market rate determined by senior financial management for use throughout the organization.

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User: An exchange rate you specify when you enter a foreign currency journal entry. EMU Fixed: An exchange rate General Ledger provides automatically when you enter journals (after the EMU effective starting date) using a foreign currency that has a fixed relationship with the Euro. You can use these predefined rate types to enter exchange rates, or you can define additional conversion rate types. After defining a conversion rate type, enter daily rates using that rate type. To define a new conversion rate type: 1. Navigate to the Conversion Rate Types window. 2. Enter a Name and Description for the new conversion rate type. 3. Save your work.

when we are using foreign currencies, then currency conversions are needed. first define the currency type, is as follows.. N: Setup->Currencies->rate->Type

Define Rate Types is as follows..

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here we defined two currency types, Sanglin_Morning and Sanglin_Evening. For this types , we need to define the rates. N: Setup->Currencies->rate->Daily

Define rates for the currency types..after that save and close window.

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Entering Journals

Use this window to enter journals manually in General Ledger. You can enter several types of journal entries, including foreign currency journals, statistical journals, and intercompany journals. Before posting, you can review and update any journal entries you entered manually, imported from feeder systems, or generated automatically. You can also review and update budget journal entries. You can use this window to find journals and journal batches. You can view detailed information about a journal batch and examine your journal entries in detail and in TAccount or Summary Activity view. If your journals and journal batches allow, you can take additional actions from this window.

7.1 Enter Functional Currency Journals(Manual)


N: Journal->enter

Click on New Journal , it will direct to the following window.

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1. Navigate to the Enter Journals window. 2. Enter or query the batch for which you are entering journals. To enter a journal without entering batch information, choose New Journal and proceed to Step 4. To enter journals for a new batch, choose New Batch and enter the batch information. To add journals to an existing batch, query the batch and choose Review Batch. Note: The Status region on the Batch window will display the current statuses for Posting, Funds reservation, and journal Approval. 3. Choose Journals. 4. Enter a unique Journal name for the entry. If you do not enter a journal name, General Ledger automatically assigns a name using the following format: Source Journal ID Date. If you did not enter a batch name before entering journals, General Ledger uses the name of the first journal in the batch to create a default batch name. 5. Enter the Period for the journal entry. If you entered a period at the batch level, you must use the same period for each journal entry in the batch. If you did not enter a period at the batch level, choose any Open or Future Enterable period for your journal entry. Note that you can only post journals in Open periods.

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Note: If you enter a period prior to the current accounting period and the user profile option Journals: Enable Prior Period Notification is set to Yes, General Ledger will display a message indicating that you are entering a prior period journal. You must confirm that this is what you want to do. Additional Information: Balance Type is a display-only field. It displays Actual when you are entering actual journals and Budget when you are entering budget journals. 6. Accept or change the default Effective Date for the journal entry. 7. Enter a Category to describe the purpose of your journal entry, such as accrual, payments or receipts. All lines in a journal entry share the same journal category. General Ledger defaults the journal category if you defined the profile option Journals:Default Category. 8. If you use manual numbering, enter a unique Document number. This field is only available if the Sequential Numbering profile option is set to Always Used or Partially Used. If you set your profile options to always use or partially use sequential numbering, and use a defined Automatic document numbering sequence, General Ledger enters a document number automatically when you save your work. Attention: If sequential numbering is always or partially used, you cannot change the journal category or document number after you save your journal entry. 9. If you use automatic tax on journal entries, enter Required in the Tax field to indicate that you want to enter additional tax information. Otherwise, enter Not Required. This field only appears if you have automatic tax enabled for your set of books. 10. Enter an optional Description for the journal entry. General Ledger uses this as the default description for each journal entry line. You can change the journal entry description as necessary. 11. Enter a Control Total if you want to verify the total debits for the journal lines against the journal control total. 12. Accept the default Currency (the functional currency for your set of books), or change the journal currency to enter a foreign currency or statistical journal. 13. (Optional) If you have average balance processing enabled and your set of books is a consolidation set of books, select Standard or Average as the Journal Type. In a consolidation set of books, you can create journal entries that affect either standard or average balances. The balances are not linked. In a non-consolidation set of books, you can only create journal entries that directly affect standard balances. Average balances are calculated automatically from your standard balances.

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14. Choose More Details to enter optional reference information about the journal entry. Enter a Reference description to further identify the journal entry on general ledger and journal entry reports. Enter a reversal Date, Period, and Method. You can then generate a reversing journal entry to that effective date and period. You can also reverse a journal entry without assigning a reversal period. Reversal Method can be either: Switch Dr/Cr: General Ledger creates your reversing journal by switching the debit and credit amounts of the original journal entry. This method is often used when reversing accruals. Change Sign: General Ledger creates your reversing journal by changing the sign of your original journal amounts from positive to negative. This reversal method is often used when reversing journals to correct data entry mistakes. Close the More Details window when you are finished. 15. Return to the Journals window and enter the journal lines. 16. Save your work. While entering the manual journal, need to enter the all required information. all colored fields are mandatory, need to enter. Need to specify the period, specify the category, and currency of the journal. After that need to enter Journal lines, is as follows.

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1. Enter a Line number for each journal line to control the sequence in which the journal entry lines appear online and in reports. After you enter the first journal entry line number, General Ledger automatically increments the numbers for the following lines. You can change the line numbers as necessary. 2. Enter an Account for the journal line. 3. Enter the Debit or Credit amount for the designated account. Note: If needed, you can enter debits and credits as negative amounts. 4. If you enabled the General Ledger descriptive flexfields, enter additional descriptive information about the journal line. Use Journals - Journal Entry Line to enter any additional information related to your journal lines. Use Journals - Captured Information to enter additional information about journal lines with certain natural account segment values. Use Value-Added Tax to incorporate tax information into your accounting transactions. You cannot change the definition of this descriptive flexfield in General Ledger. 5. Save your work.

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After enter the values save the Journal, click on approve button, it will forwarded to superior for approval of journal, it shows the message is as follows.

7.2 Foreign Currency Journals


To enter a foreign currency journal: 1. Navigate to the Enter Journals window. 2. Enter optional batch information. 3. Enter your journal information, specifying the foreign Currency you want to use for your journal entry. 4. Enter the journal currency conversion information. The conversion Date must be within the accounting period you defined for the journal entry. The conversion date is the posting date for the journal entry, and the default is the Effective Date shown in the More Details window. The conversion Type can be the Spot, Corporate, or User type, or any conversion type you defined. You must enter a conversion Rate if you enter User as the conversion type. If you specify a conversion type other than User, General Ledger automatically enters the daily conversion rate based on the rates you entered in the Daily Rates window. 5. Enter your journal lines, using debit and credit amounts in the foreign currency. General Ledger automatically converts the entry amounts into your functional currency based on the designated conversion rate. Screen shot is as follows. 28

We need to provide the foreign currency and rate type.

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after enter the foreign currency journal, Oracle automatically convert that foreign currency to functional currency based on the provided rate to the journal. After that it will go to approval.

7.3 Reverse Journal Entries


Use reversing journal entries to reverse accruals, estimates, errors or temporary adjustments and reclassifications. Assign a reversal period and, if average balances is enabled, a reversal effective date to a journal entry if you want to generate a reversing entry from the Enter Journals window, or later from the Reverse Journals form. You can enter a reversal period and effective date at any time, even after the journal is posted. However, you cannot reverse batches and journals that you have already reversed. You can also reverse a journal or batch from the Enter Journals window, even if you have not assigned a reversal period and effective date. Multiple Reporting Currencies If you use Multiple Reporting Currencies and reverse a journal entry in your primary set of books, General Ledger will also reverse the corresponding entry in your reporting sets of books. The reporting currency journal is reversed using the same conversion rate that was used to create the original journal entry. To assign a reversal period and effective date to a journal entry: 1. Navigate to the Enter Journals window. 2. Query the batch and journal within the batch for which you want to assign a reversal period. Note that the reversal effective date is only necessary when you have average balances enabled for your set of books. 3. Choose Review Journal. 4. Choose More Details. 5. Enter the Period for the reversing entry. If average balances is enabled, you must also enter the effective Date. 6. Select a reversal Method: Switch Dr/Cr: General Ledger creates your reversing journal by switching the debit and credit amounts of the original journal entry. This method is often used when reversing accruals. Change Sign: General Ledger creates your reversing journal by changing the sign of your original journal amounts from positive to negative. This reversal method is often used when reversing journals to correct data entry mistakes.

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Once you enter the effective date, reversing period, and reversal method, the journal entry is marked for reversal and will appear in the Reverse Journals window. 7. Generate the reversing entry from the Enter Journals window, or from the Reverse Journals window.

just click on reversal, it will automatically reverse the journal. it will generate request for reversal of journal, is as follows.

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Journal Approval

The GL Journal Approval Process obtains the necessary management approvals for manual journal batches. The process validates the journal batch, determines if approval is required, submits the batch to approvers (if required), then notifies appropriate individuals of the approval results. The process has a result type of GL Journal Approval Process Result that gives one of four results: Approval Not Required: The journal batch does not need approval. Approved: The journal batch was approved by all necessary approvers. In some cases, this may be the preparer. Rejected: The journal batch was rejected by an approver. Validation Failed: The journal batch failed the validation process and was never submitted to the approver. The process consists of 5 unique activities, some of which are reused, to comprise the 9 activity nodes that appear in the workflow diagram:

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Manager login for oracle instance for approval of Journals:


URL: http://oappserv.sanglintackle.local:8002/ User ID: JING Password :Welcome

click on Login, after that click in Sanglin General Ledger Super User Responsibility. it will open the following window is as follows.

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Click on Enter journal tab, it will open journals window, after that need to close forms until get the main menu( it is already seen at GL User Level). Main Menu is as follows.

Click on Other, Notifications, it will open web form, is as follows.

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Click on GO button, it will display all notifications for this particular user.

Click on any one of these journals, it leads to approval page, where manager can take decision, either approve or reject. that window is as follows.

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Click on approval, journal get approved and it is ready for post.

Run GL Reports

Navigation: View->Request. it is shown in below screen shot.

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click on Request tab, it will open the oracle form, is as follows.

click on Submit a New Request button, it will open other form, asking for single request or multiple requests, click on single request.

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Click on OK button, it will take the new form where we need to give the request name, is as follows.

The above list box, shows the list of reports which we are using for sanglin tackle. selected the chart of account detail listing, click on OK. it will ask the list of parameters is as follows.

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After passing all parameters to the request, we need to submit the request, is as follows.. After submission, it will give the Request Id, after that we need to check the status of this request. click on no, it will take to other form is as follows.

Click on find button, it will show the status of request, is as follows.

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Once it is completed , the status shows as Normal, without having any color. after that click on View Output button, it will gives the report , is as follows.

This is the report of chart of account detail listing, similarly we can see all the reports in oracle.

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10 General Ledger Reports 10.1 Average Balance Trial Balance Report


Review your General Ledger standard and average account balances. You can print functional, foreign-entered, or translated average balances. This report provides a listing of standard and average balances for selected accounts based on an as-of date you specify. In addition, the report displays period, quarter, and year average-to-date balances. You can also request additional information on this report by specifying balancing segments and account ranges. Parameters When you request this report, General Ledger prompts you to enter the following: Currency: Choose the functional currency for your set of books or STAT. Currency Type: Choose Entered to have your report print average balances that were entered in the chosen currency. Choose Translated to print average balances that were translated to the chosen currency. Reporting Date: Enter the calendar date for which you want to see average balances. For example, if you want to review average balances as of January 31, 1996, you enter 31-JAN-96 as the Reporting Date. Account From/To: Enter the range of accounts you want to include in your report. Selected Headings Refer to the selected heading descriptions below for additional information. Ending Balance: the standard ending balance for an account. Period Average-to-Date: the average of the end-of-day balances for a related range of days within a period. Quarter Average-to-Date: the average of the end-of-day balances for a related range of days within a quarter. Year Average-to-Date: the average of the end-of-day balances for a related range of days within a year.

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Note: If you are reporting on translated average balances, an asterisk will appear next to any translated balance that is out of date. This can occur if a rate changes or new transactions are posted after your balances are translated. You should retranslate your balances, then run the report again.

10.2 Chart of Accounts Listing


Review the chart of accounts for your current set of books, including detail and summary accounts. General Ledger first prints your enabled detail accounts, then your disabled detail accounts, and finally your summary accounts. Each of these three groups begins on a new page. Within each of the three groups, your accounts are sorted by their account segment values. Parameters When you request this listing, General Ledger prompts you to enter the following: From/To Balancing Value: Enter a range of balancing segment values. This listing prints only accounts with balancing segment values that fall within this range, and starts a new page for each balancing segment value. From/To Account Value: Enter a range of account segment values. This listing prints only accounts with account segment values that fall within this range. Attention: The values that you supply for the ranges do not have to be valid segment values. For example, you can specify balancing segment values 00 to ZZ and account segment values 5000 to 5999 even if those specific values are not defined. Selected Headings Refer to the selected heading descriptions below for additional information. Account: description of the account segment value for each Accounting Flexfield. Account Type: one of the following account types for each detail account: Asset, Liability, Owner's Equity, Revenue or Expense. The account type is determined by the account segment of the Accounting Flexfield. Summary Account: Yes if your account represents a summary account or No if it represents a detail account. Enabled: Yes if your account is enabled or No if it is not enabled. 42

Start/End Date: start and end date, if any, for your account.

10.3 Daily Conversion Rates Listing


Review the conversion rates you have defined for any foreign currency in your set of books. You can request this listing for any accounting period. This listing prints the rate type for each conversion rate as well as the date on which you defined the rate. General Ledger sorts the listing alphabetically by rate type. For each rate type, General Ledger sorts the conversion rates in ascending order by date entered. Parameters When you request this listing, General Ledger prompts you to enter the following: Period: Choose any accounting period in your calendar. Currency: Choose any foreign currency you have defined or enabled. Selected Headings Refer to the selected heading descriptions below for additional information. Rate Type: one of the following rate types for each conversion rate in your listing: Corporate, Spot, User, or a unique rate type you defined. Date: date for which you defined your conversion rate. <Foreign Currency> to <Functional Currency>: daily conversion rates from the foreign currency you specified to the functional currency for your set of books. <Functional Currency> to <Foreign Currency>:daily conversion rates from the functional currency for your set of books to the foreign currency you specified.

10.4 Create Journal Entries Execution Report


Review the journal batches created from transactions that pass funds reservation from Oracle Purchasing and Oracle Payables when you run the Create Journals program. General Ledger also runs the Create Journals program when you enter budget journals or transfer budget amounts using budgetary control. For each created batch, the report prints the source, balance type, batch name, accounting period, and total debits and credits. 43

General Ledger automatically creates this report when the Create Journals program completes successfully.

10.5 Detail Trial Balance Report


Review your general ledger actual account balances and activity in detail. You can run this report for balances and activity entered in your functional currency or STAT, or translated to a foreign currency. The report prints a line for each of your accounts and lists them in ascending order by account segment value. For each account, the report prints the account segment value, account segment value description, beginning balance, period activity, and ending balance for the period you specify. General Ledger reports debits as positive amounts and credits as negative amounts. Parameters When you request this report, General Ledger prompts you to enter the following: Pagebreak Segment: Choose any account segment other than your account segment. General Ledger prints a separate page for each value of the segment you choose. Pagebreak Segment Low/High: Enter the range of Pagebreak Segment values for your report. Currency: Choose your functional currency, a foreign currency or STAT. If you choose a foreign currency, this report shows your account balances translated to that currency. Period: Choose any open accounting period in your calendar. Amount Type: Choose PTD (period-to-date), YTD (year-to-date), or PJTD (project-todate). Selected Headings Refer to the selected heading descriptions below for additional information. Account: account segment value for each account. Description: description of your account segment value. Accounting Flexfield: a line for each account.

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10.6 General Ledger Report


Review journal information to trace each transaction back to its original source. General Ledger prints a separate page for each balancing segment value. For each journal line, the report prints the account affected, the concatenated description, the journal line amount, and the beginning and ending account balance. Additionally, for each journal line, the report prints journal details including source, category, journal name, and effective date. The report lists accounts in ascending order by account segment value, and it prints a "CR" next to credit amounts. Note: If you use the Enter Budget Amounts form to update budget balances, General Ledger does not generate journal entries to reflect your changes. This will cause the General Ledger Report to flag discrepancies between a budget balance and the budget journals for that period. Parameters When you request this report, General Ledger prompts you to enter the following: Type: Choose Line Item to generate a report showing REFERENCE_1 from the GL_JE_LINES table. Choose Source Item to generate a report showing REFERENCE_4 from the GL_JE_LINES table. These references appear only if you used Journal Import. Choose Document Number to generate a report showing the sequence number of the journal containing your journal line. A sequence number will only appear in your report if you are using sequential numbering and you have assigned a number to the journal containing your journal line. Currency: Choose either the functional currency for your set of books or STAT. Balance Type: Choose Actual, Budget or Encumbrance balances. Budget or Encumbrance Name: If you chose the Budget balance type, you must select a budget name. If you chose the Encumbrance balance type, you must select an encumbrance type. Finally, if you chose the Actual balance type, General Ledger automatically enters N/A. Starting/Ending Period: Choose the range of accounting periods for your report. Flexfield From/To: Choose the range of accounts for your report.

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10.7 Journal Entry Report


Review journal activity for a given period or range of periods, balancing segment value, currency, and range of account segment values. The report prints the accounting date, category, journal name, reference, journal batch name, entered debit or credit amounts, net balance, and account total for each journal. In addition, a total is provided for each balancing segment included in your report and a grand total is provided for all the activity included in your report. Parameters When you request this report, General Ledger prompts you to enter the following: Currency: Enter the functional currency for your set of books, a foreign currency, or STAT. If you enter a foreign currency, General Ledger prints only journals entered in that currency. <Balancing Segment>: (optional) Enter the balancing segment value for which you want to report. Or, leave this field blank if you want to report on all balancing segment values. Start/End Account: Enter the range of account segment values for your report. Start/End Period: Enter the range of accounting periods for your report. Selected Headings Refer to the selected heading descriptions below for additional information. Debit: debit amount of the journal entry. Credit: credit amount of the journal entry. Begin Total: beginning balance for each account segment value for each period in the range you specified. Period Movements: debit and credit activity for each account segment value. End Total: ending debit and credit amounts for each account segment value for each period in the range you specified. Account Total: total debit and credit amounts for each account segment value.

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<Balancing Segment> Total: total debit and credit amounts for each balancing segment value included in your report. Grand Total: total of the accounted debit and credit amounts for your report. Balance: net of debit and credit amounts corresponding with each period movement, end total, account total, <balancing segment> total, and grand total.

10.8 Journals - Voucher Report


Use this report to print journal vouchers:
o o o o

From a specified journal batch For all posted, unposted, or "error" journals With a specified journal source, journal category, and document sequence That fall within a specified range of starting and ending dates and document numbers.

For each matching detail journal, General Ledger prints a voucher that includes header information such as batch name, period, journal entry name, document number, journal source, description, journal category, currency, accounting date, subledger document name, rate type, posting date, subledger document number, and exchange rate. For each detail journal line, General Ledger prints the line number, account, account description, entered debit or credit amount, and description. At the end of the voucher, General Ledger prints the total entered debit and credit amounts. A new page is started for each journal voucher. Prerequisites You must use document sequences in your Oracle subledger applications. You must use the Detail method when importing journal entries from your subledgers to General Ledger. Parameters When you request this report, General Ledger prompts you to enter the following:

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Posting Status: the posting status on which you want to report. You can enter Posted, Unposted, or Error. Start/End Posting/Account Date: the starting and ending posting or accounting dates for which you want to print journals and journal details. If you select Posted as your posting status, these entries are the starting and ending posting dates. If you select Unposted or Error as your posting status, these entries are the starting and ending accounting dates. Sequence Name: the sequence name on which you want to report. Start/End Sequence Number: the starting and ending document number to include in your report. Note: These two parameters must be automatic document numbers assigned by General Ledger. Manually assigned document numbers will not work for this report. Batch Name: the batch name on which you want to report. Source: the journal source on which you want to report. Category: the journal category on which you want to report. Caution: General Ledger does not check your report parameters for conflicts. For example, you will get no errors if the batch name you specify does not include the sequence numbers you specify. Your report will run, but may produce no results. You should carefully review your report output to ensure that it meets your expectations. Selected Headings Refer to the selected heading descriptions below for additional information. Period: the accounting period in which the journal was entered. Document Number: the document number for the journal. Currency: the currency used to enter the original journal amounts. Account Date: the accounting date of the journal. Posted Date: the date the journal was posted. Exchange Rate: the rate used to convert the entered journal amount into your set of book's functional currency. 48

Accounting Flexfield: the General Ledger account and description for the detail journal line. Entered Debit: the detail journal line debit amount as entered in the original currency. Entered Credit: the detail journal line credit amount as entered in the original currency.

10.9 Posted Journals


Review your posted journal batches and the journals associated with each posted journal batch. This information allows you to trace your transactions back to the original source. The report prints the line number, account, transaction date, description, line/source item, the debit or credit amount, and the statistical amount for each journal line. Totals are provided for all journal lines within a journal, and all journals within a journal batch. In addition, totals are provided for your journal source, and a grand total is provided for all of the debit and credit amounts included in your report. 10.9.1.1 Parameters When you request this report, General Ledger prompts you to enter the following: Type: Choose Line Item to generate a report showing REFERENCE_1 from the GL_JE_LINES table. Choose Source Item to generate a report showing REFERENCE_4 from the GL_JE_LINES table. These references appear only if you used Journal Import and included a journal voucher number, an invoice date and number, or some other source document information that helps you to identify the origin of this journal. Posting Status: Choose the Posted status. Currency: Choose the functional currency for your set of books or STAT. Period: (optional) Choose any accounting period in your calendar. If you leave this field blank, the report will include posted journal batches for all accounting periods. Start/End Date: (optional) Enter the posting date range for your report. If you skip these fields, the report will include journal batches posted on any date. Source: (optional) Choose the journal entry source for your report. If you leave this field blank, the report will include posted journal batches from all sources. Batch Name: (optional) Choose any posted journal batch. If you leave this field blank, the report will include all posted journal batches which comply with the other parameters. 49

10.9.1.2 Selected Headings Refer to the selected heading descriptions below for additional information. Batch Effective Date: For manual journals to prior periods, the last day of the period you specified in your batch. For manual journals to future periods, the first day of the period you specified in your batch. For manual journals to the current period or for journals created by feeder systems, the date on which the batch was created. Balance: Actual, Budget, or Encumbrance to indicate the type of batch. General Ledger first prints your Actual batches, then your Budget batches, and finally your Encumbrance batches. Line/Source Item: If you chose the Line Item type, prints REFERENCE_1 from the GL_JE_LINES table. If you chose the Source Item type, REFERENCE_4 from the GL_JE_LINES table. Units: statistical amount, if any, associated with your journal line.

10.10 Unposted Journals


Review your unposted journal batches and their associated journals. This information allows you to trace your transactions back to the original source. The report prints the line number, account, transaction date, description, line/source item, the debit or credit amount, and the statistical amount for each journal line. Totals are provided for all journal lines within a journal, and all journals within a journal batch. In addition, totals are provided for your journal source, and a grand total is provided for all of the debit and credit amounts included in your report. 10.10.1.1 Parameters When you request this report, General Ledger prompts you to enter the following: Type: Choose Line Item to generate a report showing REFERENCE_1 from the GL_JE_LINES table. Choose Source Item to generate a report showing REFERENCE_4 from the GL_JE_LINES table. These references appear only if you used Journal Import and included a journal voucher number, an invoice date and number, or some other source document information that helps you to identify the origin of this journal. Posting Status: Choose the Unposted status. Currency: Choose the functional currency for your set of books or STAT. Period: (optional) Choose any accounting period in your calendar. If you leave this field blank, the report will include unposted journal batches for all accounting periods. 50

Start/End Date: (optional) Enter the batch effective date range for your report. If you leave the start and end date blank, the report will include unposted journal batches from any date. Source: (optional) Choose the journal entry source for your report. If you leave this field blank, the report will include unposted journal batches from all sources. Batch Name: (optional) Choose any unposted journal batch. If you leave this field blank, the report will include all unposted journal batches which comply with the other parameters. 10.10.1.2 Selected Headings Refer to the selected heading descriptions below for additional information. Batch Effective Date: For manual journals to prior periods, the last day of the period you specified in your batch. For manual journals to future periods, the first day of the period you specified in your batch. For manual journals to the current period or for journals created by feeder systems, the date on which the batch was created. Balance: Actual, Budget, or Encumbrance to indicate the type of batch. General Ledger first prints your Actual batches, then your Budget batches, and finally your Encumbrance batches. Line/Source Item: If you chose the Line Item type, REFERENCE_1 from the GL_JE_LINES table. If you chose the Source Item type, REFERENCE_4 from the GL_JE_LINES table. Units: statistical amount, if any, associated with each journal line.

10.11 Error Journals


Review your error journal batches and their associated journals. This information allows you to trace your transactions back to the original source. Journal batches become error journals if posting fails; they do not lose their error status until they are posted successfully. The report prints the line number, account, transaction date, description, line/source item, the debit or credit amount, and the statistical amount for each journal line. Totals are provided for all journal lines within a journal, and all journals within a journal entry batch. In addition, totals are provided for your journal source, and a grand total is provided for all of the debit and credit amounts included in your report. 10.11.1.1 Parameters When you request this report, General Ledger prompts you to enter the following: 51

Type: Choose Line Item to generate a report showing REFERENCE_1 from the GL_JE_LINES table. Choose Source Item to generate a report showing REFERENCE_4 from the GL_JE_LINES table. These references appear only if you used Journal Import and included a journal voucher number, an invoice date and number, or some other source document information that helps you to identify the origin of this journal. Posting Status: Choose the Error status. Currency: Choose the functional currency for your set of books or STAT. Period: (optional) Choose any accounting period in your calendar. If you leave this field blank, the report will include error journal batches for all accounting periods. Start/End Date: (optional) Enter the batch effective date range for your report. If you leave the start and end date blank, the report will include error journal batches from any date. Source: (optional) Choose the journal source for your report. If you leave this field blank, the report will include error journal batches from all sources. Batch Name: (optional) Choose any error journal batch. If you leave this field blank, the report will include all error journal batches which comply with the other parameters. 10.11.1.2 Selected Headings Refer to the selected heading descriptions below for additional information. Batch Effective Date: For manual journals to prior periods, the last day of the period you specified in your batch. For manual journals to future periods, the first day of the period you specified in your batch. For manual journals to the current period or for journals created by feeder systems, the date on which the batch was created. Balance: Actual, Budget, or Encumbrance to indicate the type of batch. General Ledger first prints your Actual batches, then your Budget batches, and finally your Encumbrance batches. Line/Source Item: If you chose the Line Item type, REFERENCE_1 from the GL_JE_LINES table. If you chose the Source Item type, REFERENCE_4 from the GL_JE_LINES table. Units: statistical amount, if any, associated with your journal line.

10.12 Translation Trial Balance Report


Review your account balances and period activity after running translation. 52

General Ledger prints a separate page, including totals, for each balancing segment value, listing accounts in ascending order by account segment value. For each translated account, the report prints the description of the account segment value, account type, beginning balance, debits and credits, rate adjustment, and ending balance. Parameters When you request this report, General Ledger prompts you to enter the following: From/To Balancing Segment: Enter the range of balancing segment values for your report. Currency: Choose any currency other than your functional currency or STAT. General Ledger prints account balances translated to the foreign currency you specify. You must run foreign currency translation before you can report on translated account balances. Period: Choose any open accounting period for which you ran translation. Selected Headings Refer to the selected heading descriptions below for additional information. Account: description of your account segment value. Accounting Flexfield: line for each account. Account Type: one of the following account types for each account: A: Asset L: Liability O: Owner's Equity R: Revenue E: Expense

The account type is determined by the account segment of the account. Rate Adjustment: adjustment resulting from period rate differences between the reporting period and the previous period. *: General Ledger marks each line with an asterisk if the account balance requires retranslating as a result of posting activity or rate change. 53

11 OPEN/CLOSED ISSUES 11.1 Open Issues


ID Issue Issue Description Responsibility Target Date Impact Date

11.2 Closed Issues


ID Issue Resolution Responsibility Target Date Impact Date

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