DEMO STORYBOARD

Oracle General Ledger

Budget Entry and Reporting

Detailed Business Process:

Business Process Activity:
Product: General Ledger
Applications Release: Fusion v1 G11DD, G11D01
Author: Linda Wong
Updated by: Max Mellbin
Last Updated: 4/4/2016 03:29:00 PM
File URL: http://adsweb.oracleads.com/
Document Version: 1.1
Status: APPROVED
 Table of Contents
Table of Contents.............................................................................................................................................. i
Budget Entry and Update................................................................................................................................. 1
Objective.......................................................................................................................................................... 1
Setup Data Required.......................................................................................................................................... 1
Transaction Data Required.................................................................................................................................. 1
Pre-Demo......................................................................................................................................................... 1
Demonstration Flow ADFdi Budget Entry and Update........................................................................................2
Budget vs. Actual Reporting............................................................................................................................ 4
Objective.......................................................................................................................................................... 4
Setup Data Required.......................................................................................................................................... 4
Transaction Data Required.................................................................................................................................. 4
Demonstration Flow Account Monitor..............................................................................................................4
Demonstration Flow Financial Report...............................................................................................................5
Demonstration Flow Smart View...................................................................................................................... 7
Demonstration Flow Account Inspector.............................................................................................................8

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Page i
Budget Entry and Update

Objective

To show how budget data is entered and updated in General Ledger.

Setup Data Required

o N/A

Transaction Data Required

o Need budget data for expense accounts to enable budget vs actual reporting. Need enough
budget data for a wide range of accounts, cost centers, and other segments to enable slicing and
dicing of budget data in Smart View and Account Inspector

Pre-Demo

1. Before starting this demonstration, from GSE Demo Docs site, download the zip file GSI Fusion
GL - Budget Entry Reporting_R11.zip. The zip file contains 3 files:
- the SmartView template (SmartViewTemplateFapXXXX_R11.xlsx) and
- the instructions (SmartViewTemplateInstructions_R11.docx) on how to use the SmartView
template file and
- the CreateBudgetsData_R11.xlsx file that contain budget data used to speed up data entry. You
will copy data from this sheet to the CreateBudget upload sheet when using ADFdi budget upload
option.
You may want to make sure the templates is working as expected by following the instructions
and preparing/saving your instance specific template before the demonstration. Please note that
you need to log into Fusion General Ledger application (casey.brown/<weekly password>) before
you open any SmartView template in Excel.
2. Optional: GSE has seeded two scenarios Budget- and Forecast-. If you need to add scenario
values to value set Accounting Scenario to show that users may define as many scenarios they
need, use this navigation - Navigator > Setup and Maintenance>Financials>Define Common
Applications Configuration for Financials>Define Enterprise Structures for Financials>Define
Financial Reporting Structures>Define Chart of Accounts. In Manage Chart of Accounts Value
Sets page, search for value set name: 'Accounting Scenario' and module General Ledger. Add
the budget scenario dimension members as values in the value sets (e.g. Original Budget,
Revised Budget, Forecast, etc) Launch 'Create Scenario Dimension Members ' program from
ESS (you have to be logged in as FIN_IMPL/<weekly password> to access this program) -
Navigator>Tools > Scheduled Processes to publish the scenario dimension members to the cube.
Verify you can see this published member in the Smart View. (<Your member>- will be listed
under Scenario dimension, and it will be placed after Actual, Allocations, Total For Allocations
having a minus sign in end to distinguished from seeded members such as Actuals, Allocation ) .
3. In previous Fusion Releases, the demo script included a demo flow for entering budget data
using Smart View. This has been removed for it is best practice to us ADFdi or FBDI
spreadsheets to upload budget data into General Ledger because these methods preserve the
budget data in the rare case where the General Ledger cube needs to be rebuilt.

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Demonstration Flow ADFdi Budget Entry and Update

1. Demonstrator logs into Fusion General Ledger application (casey.brown/<weekly password>).

On the Unified Home Page he opens the General Accounting icon and the General Accounting
Dashboard and selects data access set US Primary Ledger. He clicks on the Task icon on the
right, and under Planning and Budgeting he selects Create Budgets in Spreadsheet task. This
opens a new Create Budgets.xlsx template sheet in Excel. To speed up data entry he opens up
the CreateBudgetData_R11.xlsx file and copies the cell range E12 to N15 and past (Paste
special.. Values) into the new CreateBudgets.xlsx template. In the *Run Name cell he enter XX
Budget Upload (where XX is to be exchanged with your initials) to be able to identify his upload.
For the Budget Name cell he selects Budget (this is a seeded scenario by GSE). He clicks on
the Submit button and accept the default upload options in pop up window, and in confirmation
window.

2. Verify uploaded budget data in the Account Inspector. (Navigator>General Accounting>General

Accounting Dashboard>Inquiry and Reporting>Inquire and Analyze Balances)

3. In the Account Inspector, select the budget scenario and values for the other dimensions in the
POV to display budget amounts (see screen shot below what you need to select). Please note
that you need to move dimensions to the POV to be able to select dimension members. On the
same time-, in account inspector, there must exist at least one dimension in the row and one
dimension in the column, so if you want to change any of these single dimensions, you need to
add another dimension from the POV to the row or column to be able to move the dimension you
want to change selections for to the POV. Once you done the new selections for your dimension
in POV, you can move back the dimension to the account inspector row or column

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Account 101.10.64550.120.273.000 (the fourth line in uploaded CreateBudgets sheet) has budget
amount of 4,001.00 which reconciles to the amount in Account Inspector.

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Budget vs. Actual Reporting

Objective

To demonstrate budget vs. actual reporting in General Ledgers Account Monitor, Account Inspector,
Smart View, and Financial Reporting features.

Setup Data Required

o Define budget value in flexfield.

o Account group defined that shows budget vs. actual variances

o Financial Report defined that shows budget vs. actual variances

Transaction Data Required

o Need budget data for expense accounts to enable budget vs actual reporting. Need enough
budget data for a wide range of accounts, cost centers, and other segments to enable slicing and
dicing of budget data in Smart View and Account Inspector

Demonstration Flow Account Monitor

1. Demonstrator logs into the application (casey.brown /<weekly password>) and navigates to the General
Accounting Dashboard. (Navigator>General Accounting>General Accounting Dashboard) . Make sure that
Data Access Set US Primary Ledger is selected.

2. In the Account Monitor, select account group: Travel & Entertainment Exp. Bud. Vs. Act.. ((M)View >
Account Groups). Select period 08-15 and click on refresh icon.

3. Highlight how the system monitors the variances between budgeted and actual spending, and alerts the user
when thresholds are met. [FYI - Drilldown is not supported in Account Monitor for budgets because
budget amounts are not entered via journal entries.]

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Demonstration Flow Financial Report
1. Demonstrator logs into the application (casey.brown /<weekly password>) and navigates to the Financial
Reporting Center. (Navigator>Financial Reporting Center)

2. Search for the USA Income Statement (Actual vs. Budget) report. Click on the name of the report.

In the prompt window click (B) OK. In the User POV select AccountingPeriod 08-15 and click (B) OK.

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3. Highlight the following:

o the report displays the variances between budgeted and actual spending

o you can select different values in the POV to change the content of the report

o you can expand on parent values to view detail values and their balances.
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 o [FYI - Drilldown is not supported in financial reports for budgets because budget amounts are not
entered via journal entries.]

Demonstration Flow Smart View

1. Demonstrator logs into Fusion General Ledger application (casey.brown /<weekly password>). In Excel
where Smart View is installed, he opens up the SmartViewTemplateFapXXXX_R11.xlsx file on the
desktop. He clicks on the P&L Budget vs Actual tab. Under the Smart View menu, he clicks on the
Refresh button, and a window opens for him to connect Smart View to the demo environment by entering
the login: casey.brown /<weekly password>.

2. Highlight the following:

a. Pivot dimensions between the row and column dimensions in the spreadsheet and move
dimensions between the spreadsheet and the POV.

a. Select members for a dimension. Open the Member Selection window and highlight trees and
account hierarchies and select parent values which expand to child values.

b. Expand parent values to view child values for any dimension. Do this by double clicking or using
the Zoom In button. Also Zoom Out.

c. Highlight the Keep Only and Remove Only buttons.

d. Highlight options to suppress missing values and only show cells with data.

e. Highlight cell formatting options

f. [FYI - Drilldown is not supported in Account Inspector for budgets because budget amounts are
not entered via journal entries.]

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Demonstration Flow Account Inspector

1. Demonstrator logs into the application (casey.brown /<weekly password>) and navigates to the Account
Inspector. (Navigator>General Accounting>Period Close>Balance Inquiry>Inquire and Analyze Balances)

2. In the Account Inspector, select the budget scenario and values for the other dimensions in the POV to
display budget amounts. Please note that you need to move dimensions to the POV to be able to select
dimension members. On the same time-, in account inspector, there must exist at least one dimension in the
row and one dimension in the column, so if you want to change any of these single dimensions, you need to
add another dimension from the POV to the row or column to be able to move the dimension you want to
change selections for to the POV. Once you done the new selections for your dimension in POV, you can
move back the dimension to the account inspector row or column.

3. Highlight the following:

a. Pivot dimensions between the row and column dimensions in the pivot area and move dimensions
between the pivot area and the POV.

b. Select members for various dimensions.

c. Expand parent values to view child values for any dimension.

d. [FYI - Drilldown is not supported in Account Inspector for budgets because budget amounts are
not entered via journal entries.]

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