Oracle 24/7 End User Training General Ledger

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

Page 2 of 69

Oracle General Ledger Typographic Convention in Oracle Applications Navigation Path (N) Navigator (M) Menu Bar (H) Hyperlink (T) Tab (B) Button

(N) Sub Tab (I) Icon

(M) Menu Bar (I) Icon

(T) Tab

(B) Button

Page 3 of 69

receiving transactions from both Oracle and non-Oracle sub-ledgers.to administer all university legal reporting to outside entities . and financial reporting throughout the organization. project expenditure detail will be made available via Oracle Projects & Grants UTPA Accounting Calendar The accounting calendar is based on a fiscal accounting year. UTPA Oracle General Ledger There are numerous functions available within the Oracle General Ledger to meet the business needs of different types of organizations.Oracle General Ledger 1. project managers will utilize the General Ledger to inquire on revenue activity only. The months within that calendar year will be within that fiscal year and months not in that calendar year will be in the subsequent fiscal year.to inquire. accounting calendar and is the central repository of accounting information. UTPA leverages select functionalities of Oracle General Ledger to conduct the business operations. information access.to provide a complete audit trail Note: Although all financial information will integrate to GL. For example Aug 2005 = Aug – FY2005 Sep 2005 = Sep – FY2006 Page 4 of 69 . The main purposes of Oracle General Ledger (GL) module at UTPA is: . data collection. It consists of twelve periods that reflects the fiscal calendar. beginning on September 1st and ending on August 31st. Oracle General Ledger provides tremendous flexibility for managing and streamlining the accounting processes with an extremely versatile chart of accounts. report and distribute ad hoc reports on university’s financial information . Introduction to Oracle General Ledger Overview Oracle General Ledger is a comprehensive financial management solution that dramatically enhances financial controls.to integrate and maintain all of the university’s financial information including that of other Oracle modules .

140ENGL00.00010 Page 5 of 69 .25150. UTPA has defined a six segment structure for the chart of accounts as shown below.g.. UTPA Chart of Accounts (CoA) CoA defines what segments each account for the organization consist of. Descriptive Flexfield(DFF) – the field to enter additional information for which Oracle has not provided a field Segment – the individual fields within an account number string Cross Validation – Rules that govern what combination of segment values are valid. understandable accounting structure that is flexible. Code combinations etc. in GL the Key Flexfield Name is “Accounting Flexfield”. The legacy FRS had only two segments: Account and Object. comprehensive.53030. The CoA is made of accounting structure definition.G0015.Oracle General Ledger Key Definitions: Chart of Accounts . Example: “Project Account” in Oracle . easily maintained and expandable. Key Flexfield (KFF) – the segments making up the account code structure that can be customized e.10.The account structure used to record transactions and maintain account balances. The objective of structuring UTPA’s CoA is to provide a simple.

Oracle General Ledger Correlation of FRS to Oracle The following table illustrates the correlation of a ‘Grant Account’ in the legacy FRS system to the same ‘Grant Account’ in Oracle General Ledger. revenues and expenses. liabilities. etc. Organization – departments within an institution. research. Project (account in legacy) – used to capture costs of a particular project or activity. Object – used to categorize costs by natural class. assets. for budgeting and reporting. Federal Grant Revenue FRS Funding Source Account Object 544100 Fund Organization Project 0950 Object NACUBO Oracle 40 Current Restricted Fund R1000 Federal Sponsored Programs 50600 Student Financial Services 41FAID041 Federal Pell Account 42003 Grant Contract Federal 000000 Unassigned Refer also “Accounts in the new e-Business Suite” (Link of ppt to training Web portal) UTPA Accounting Key Flexfield Segments The following are the segments defined in the UTPA Chart of Accounts: Fund – the segment in the Key Flexfield on which interfund transactions are automatically generated to keep the set of books “in balance” (Debits = Credits). NACUBO – used to categorize elements of cost by instruction. fund balance. generally recognized in the organizational structure. Page 6 of 69 . It is obvious that the ‘Account and Object’ segments of FRS are mapped to the ‘Project and Object’ segments respectively in the Oracle General Ledger. Funding Source – a source or pool of money that funds a group of accounts.

This segment facilitates financial reporting also. Each funding source can be associated with multiple organizations. projects and objects to generate the correct account code for transactions. The construction of this segment is defined to be in alphanumeric format as X9999. Structure: Segment Value G9999 D9999 A9999 R9999 L9999 T9999. State and Local monies.Q9999. Structure: Segment Value 10 20 30 40 50 60 70 80 Description Education & General Designated Auxiliary Enterprises Restricted Endowments Loan Plant Agency Funding Source This segment defines the funding source that also distinguishes between Federal. The construction of this segment is defined to be in number format as 99.E9999 P9999 Z9999 Examples: G0005 Student Registration D3000 TPEG A5000 University Housing Description General Designated Auxiliary Enterprises Current Restricted Loan Endowment Plant Agency Page 7 of 69 .Oracle General Ledger Fund This is the balancing segment that groups types of funds within each organization.

Oracle General Ledger Organization This segment is the department within UTPA recognized in the organizational structure of the planning units. The construction of this segment is defined to be in number format as 99999. projects and objects to generate the account code for transactions. Structure: Segment Value 10000 20000 30000 40000 50000 60000 Examples: 24200 Nursing (NURS) 30200 Budget Office (BUDG) 50801 Dean of Students (SDEN) Project All university activities will be organized into projects. multiple organizations and objects associated with it to generate the account code for transactions. Structure: Segment Value 199XXXX99 29XXXX999 399XXXX99 49XXXX999 599XXXXXX 79XXXX999 89XXXX999 Examples: Oracle 140ENGL00 Page 8 of 69 FRS 114030 Description Education & General Designated Auxiliary Enterprises Restricted Loan Plant Agency Description President Division of Academic Affairs Division of Business Affairs Division of External Affairs Division of Enrollment & Student Services Division of Information Technology . This segment links the account to Project Accounting module to accommodate multi-year accounts and budgets. Oracle ensures that no functionality. The description of organization account code is the same as the HR organization to which the employees belong. budget or actuals. Each project can be associated with only one fund. The construction of this segment is defined to be in alpha-numeric format as 999XXXX99. is lost by converting a current organization to a project. Each organization can be associated with multiple funds.

Values greater than 000000 will be used to classify expenditures and value 000000 be used for all revenue entries. for budgeting and reporting and facilitates the use of Oracle Public Sector Budgeting. Each type of object including the assets and liabilities is to be associated with the chart of accounts. Structure: Segment Value 000000 000010 000020 000030 000040 000050 000060 000070 000080 000090 000100 Description Unassigned Instruction Research Public Service Academic Support Student Services Institutional Support Operation and Maintenance Scholarships & Fellowships Auxiliary Enterprises Depreciation & Amortization Page 9 of 69 Description Assets Liabilities Fund Balance Revenue Expenses . research. The construction of this segment is defined to be in number format as 99999. which means that all segments within the account code structure is requires for each and every transaction.Oracle General Ledger 21AXOF002 41FAID041 211595 544100 Object This segment represents the transaction classification within the University for accounting and reporting. Structure: Segment Value 10000 20000 30000 40000 50000 Examples: 12501 Capital Asset Purchases 42002 Federal Sponsored Programs 51001 Salaries 53005 Materials and Supplies 57001 Travel NACUBO The segment categorizes elements of cost by instruction. etc. The construction of this segment is defined to be in number format as 999999.

Thus. Rules are defined system-wide and apply to all system users. a very simple rule might specify that only funding source values D1000 through D9999 may be used with 20 (fund segment – Designated).CCID).panam. Each cross-validation rule specifies the ranges of values that are permissible to use together. An invalid combination will not retrieve any data. 000030. 00090 Cross-validation UTPA uses cross-validation rules within the Oracle General Ledger to prevent the creation of invalid GL accounts (Code Combination Id . ranges that are not permissible to use together. Use the “Oracle Cross-Walk for Account Numbers” website www.Oracle General Ledger Examples: 000010. whenever any component of the Oracle applications attempts to create a new value/account (a combination of segment values that has not previously been used). Whatever transaction was in process is not allowed to continue until it has a valid digit combination. any inquiry on financial transactions should be based on a valid combination of segment values. Oracle checks all the cross-validation rules to ensure that the combination is valid. the error message associated with that rule is presented. optionally.edu/crosswalk to find the valid code combinations in Oracle that correspond to the FRS segments. for example. and. If the combination fails to pass any rule. This means. Page 10 of 69 .

For more information and instructions of use. Example: Oracle value for “Project” 100PRES00. 21CMPT000 FRS Acct: 813470 obj: 6679 514520 3685 Any value of Oracle KFF segment or FRS segment can also be used in the search request.Oracle General Ledger Oracle Cross-Walk Overview The financials team has put together a “Legacy to Oracle cross-walk for Account Numbers” document on the web to assist with the mapping from Legacy to Oracle structure.panam.edu/crosswalk Page 11 of 69 . The document lists the FRS accounts and their translation to the corresponding code combination in Oracle General Ledger and other Oracle modules. visit www. The valid Oracle code combination can be obtained from the website by using either the value of KFF segment “Project” in the code combination or the FRS account segments as the search criteria.

you will learn about Journal Inquiry. Navigate to the Journal Inquiry window (N) Inquiry > Journal Page 12 of 69 . Select (B) Review Journal 5. Exercise: 1. Navigate to the Journal Inquiry window (N) Inquiry > Journal 2. Select (B) Find 4. Go to (M) File and select the Close Form Solution: 1.Oracle General Ledger 2. Journal inquiry is done to review the information about actual. budget. Journal Inquiry Overview: In this session. or encumbrance journal entry batches in your set of books. Enter search data in the appropriate field of Find window 3.

Oracle General Ledger Page 13 of 69 .

Enter the known information of the Journal.Oracle General Ledger 2. Page 14 of 69 . “%UTPA%” with the wild Card “%” as suffix and prefix in the Journal Field. i.e..

Oracle General Ledger 3. Select the Journal for the period “AUG – FY2005” for review and select (B) Review Journal. Page 15 of 69 .

Oracle General Ledger 4. Review details of the Journal for the period “AUG – FY2005” An example of the FRS mapping to a specified account in the journal is given below: FRS Account Object Field Fund Funding Source Organization Project Object NACUBO Oracle Low 10 G0005 00000 000000000 11101 000000 High 10 G0005 00000 000000000 11101 000000 011400 1100 Page 16 of 69 .

Go to (M) File and select Close Form Page 17 of 69 .Oracle General Ledger 5.

you will learn about the Account Inquiry. Go to (M) File and select Close Form Solution: 1. You can review actual. budget.Oracle General Ledger 3. Navigate to the Inquiry window (N) Inquiry > Account 2. and encumbrance balances in any currency and include variance calculations between balance types. Click on (B) Summary Balances 4. Navigate to the Inquiry window (N) Inquiry > Account 2. Account Inquiry Overview In this session. Enter the Accounting Periods as JAN-FY2006 to ADJ-FY2012 Page 18 of 69 . Account Inquiry is used to perform online inquiries for any summary or detail account in a set of books. Exercise: 1. Click on (B) Show Balances 3.

Oracle General Ledger 3. Enter the query parameters and select (B) OK. FRS Account Object Field Fund Funding Source Organization Project Object NACUBO Oracle Low 20 D1000 22100 21ABLW000 53020 000040 High 20 D1000 22100 21ABLW000 53020 000040 211641 3406 Page 19 of 69 .

Page 20 of 69 .Oracle General Ledger 5. Select the Account to be reviewed and select (B) Show Balances.

Oracle General Ledger 4. Select the period for which Account Summary has to be reviewed and select (B) Summary Balances Page 21 of 69 .

Oracle General Ledger 5. Page 22 of 69 . Review summary balances of the selected account.

Page 23 of 69 .Oracle General Ledger 6. Go to (M) File and select Close Form.

View Funds Availability details Solution: 1.Oracle General Ledger 4. from LOV (List of values). 4. actual and encumbrance balances. Select the Budget Name. We can review functional currency budget. (N) Inquiry > Funds 2. Navigate to the Funds Available Inquiry window. you will learn about the Funds Inquiry. and funds available for any detail or summary account. Select the Accounts from LOV. 3. Amount Type and Encumbrance Type. Period Name. Exercise: 1. Enter the Funds Available Inquiry Parameters Field Budget Amount Type Period Encumbrance Type Account Level Value Revised Budget Year To Date Extended FEB – FY2006 ALL ALL Page 24 of 69 . You can review the funds available and compare encumbrances and expenditures with budgets. (N) Inquiry > Funds 2. Funds Inquiry Overview: In this session. Navigate to the Funds Available Inquiry window.

1. Click in the Accounts field in the Summary Block to open the Accounting flexfield. 3. Enter the query parameters in the fields and select (B) OK FRS Account Object Field Fund Funding Source Organization Project Object NACUBO 119621 0999 Oracle Low 10 G0010 30500 19HRSV00 44050 000000 High 10 G0010 30500 19HRSV00 44050 000000 Page 25 of 69 .Oracle General Ledger 2.

Review available Funds details of the selected Accounts. Page 26 of 69 .Oracle General Ledger 4.

Oracle General Ledger 5. Page 27 of 69 . Go to (M) File and select Close Form.

Oracle General Ledger Page 28 of 69 .

Page 29 of 69 . You can use the Drill-Down to see the sub-ledger transactions that comprise the journals comprising your account balances.e. Close the (I) Window 7.Journal and sub-ledger transaction information can be viewed as balanced accounting entries (i. Select (B) Show Transaction to review a selected transaction 6. Account Inquiry Drill-Down Overview: In this task. Select (B) Show Transaction Accounting to review the details of a selected transaction 8. Go to (M) File and select Close Form Solution: 1. debits equal to credits) or in the form of T– accounts. Enter the query parameters and select (B) Show Journal Details 3. you are shown how the Drill-Down is used to review the journal entries that comprise your account balances. Navigate to the Inquiry Accounts Window (N) Inquiry > Account. Select (B) OK 4. Select (B) Drilldown 5. Navigate to the Inquiry Accounts Window (N) Inquiry > Account. 2.Oracle General Ledger 5. Exercise: 1..

Oracle General Ledger 2. Enter the query parameters and select (B) OK FRS Account Object Field Fund Funding Source Organization Project Object NACUBO Oracle Low 30 A3000 30831 330ATFL01 53005 000090 High 30 A3000 30831 330ATFL01 53005 000090 313014 3291 Page 30 of 69 .

Oracle General Ledger 3. Select the account to be reviewed and select (B) Show Journal Details Page 31 of 69 .

Oracle General Ledger 4. Select transaction to be reviewed and select (B) Show Transaction Page 32 of 69 . Select Journal to be reviewed and select (B) Drilldown 5.

Close the (I) Window Page 33 of 69 . Review the transaction 7.Oracle General Ledger 6.

Oracle General Ledger Page 34 of 69 .

Oracle General Ledger 8. Review the details of Transaction Accounting Page 35 of 69 . Select the transaction to be reviewed and select (B) Show Transaction Accounting 9.

Go to (M) File and select Close Form Page 36 of 69 .Oracle General Ledger 10.

Oracle General Ledger 6. (B) Show Balances 3. (B) Journal Details 4. (M) File Close Form Solution: 1. Navigate to the Inquiry window (N) Inquiry > Account 2. (B) Details Balances 6. Navigate to the Inquiry window (N) Inquiry > Account 2. You can review the summary balances for the specified range of periods and currency by performing an account inquiry. Exercise: 1. Enter the query parameters in the Selection Criteria Block Field From Date To Date Currency Value AUG – FY2006 ADJ – FY2007 USD Page 37 of 69 . you will learn how to review the balances of a particular account. (B) Show Full Journals 5. View Balances (Accounts) Overview In this session.

Oracle General Ledger Page 38 of 69 .

Click in the Accounts region to open the Accounting Flexfield 4.Oracle General Ledger 3. Enter the query parameters of the Account and select (B) OK FRS Account Object Oracle Low 20 D1000 22100 21ABLW000 53020 000040 Field Fund Funding Source Organization Project Object NACUBO High 20 D1000 22100 21ABLW000 53020 000040 211641 3406 Page 39 of 69 .

Oracle General Ledger 5. Select the Account to be reviewed and select (B) Show Balances. Page 40 of 69 .

Oracle General Ledger 6. Page 41 of 69 . Review Account Balances of the selected account.

Page 42 of 69 .Oracle General Ledger 7. Go to (M) File and select Close Form.

(B) Detail Accounts 4. We can review the summary balances for the specified range of periods by performing a budget inquiry on a detailed budget.Oracle General Ledger 7. Navigate to the Inquiry window (N) Inquiry > Budget Page 43 of 69 . View Balances (Budget) Overview: In this session. (B) Budget Journals 5. (B) Show Balances 3. you will learn how to review balances (budget). Exercise: Navigation Steps: 6. (M) File Close Form Solution: 1. Navigate to the Inquiry window (N) Inquiry > Budget 2.

Enter the query parameters in the Selection Criteria block Value Revised Budget Drill Down this budget USD SEP-FY2005 ADJ -FY2007 Field Budget Inquiry Type Currency From Date To Date Page 44 of 69 .Oracle General Ledger 7.

Click in the region of the Summary Accounts to open the Accounting flexfield 4.Oracle General Ledger 3. Enter the query parameters in the Summary Accounts block and Select (B) OK FRS Account Object Oracle Low 20 D1000 20150 21DLTE000 53000 000040 211400 3000 Field Fund Funding Source Organization Project Object NACUBO High 20 D1000 20150 21DLTE000 53000 000040 Page 45 of 69 .

Select the Account to be reviewed and select (B) Show Balances Page 46 of 69 .Oracle General Ledger 5.

Oracle General Ledger 6. Select the period to be reviewed and select (B) Detail Accounts Page 47 of 69 .

Oracle General Ledger 7. Review period wise detailed Budget Balances of the accounts. Page 48 of 69 .

Go to (M) File and select Close Form.Oracle General Ledger 8. Page 49 of 69 .

Select on (B) Submit and view the report. Select the Report Name ‘UTPA Funds Available’. Exercise: 1. (N) Reports > Request > Financial 2. Encumbrance amounts. Full year Budget and the Percentage of Full year Budget left. Expenditures. Funds Available. Go to (M) File and select Close Form Solution: 1. Navigate to Financial Reports window. 3. Navigate to the Financial Reports window (N) Reports > Request > Financial. Page 50 of 69 . UTPA Funds Available Report Overview: UTPA Funds Available Report is used to find out the Budget amounts. 4.Oracle General Ledger 8.

Enter the Report Name: ‘UTPA Funds Available’ in the Report field and select (B) Submit Page 51 of 69 .Oracle General Ledger 2.

Oracle General Ledger 3. Select (M) View > Requests Page 52 of 69 .

Oracle General Ledger 4. Select (B) Find to view list of requests Page 53 of 69 .

Page 54 of 69 .Oracle General Ledger 5. Select the request ’UTPA Funds Available’ and select (B) View Output. Note: The Phase of the Report should be “Completed” and the Status “Normal” before viewing the output of the report.

Oracle General Ledger 6. Review the Report and Close the Report window Page 55 of 69 .

Go to (M) File and select Close Form. Page 56 of 69 .Oracle General Ledger 7.

Oracle General Ledger Page 57 of 69 .

Oracle General Ledger

Appendix A – Leader’s Guide
Course Description Summary This training course is designed to explain and demonstrate the functions required by a user in Oracle General Ledger. Recommended Prerequisites for Participants • Windows NT • Oracle Navigation 11i • Working Knowledge on GL in the Legacy System Length • 2 Hrs Materials/Preparation for Instructor • Review this Leader Guide. • Ensure copy of Student Guide for each participant. Supplies/Equipment • In-Focus Machine or other LCD • Flipchart, Markers, White board, White board makers

Page 58 of 69

Oracle General Ledger

INTRO TO CLASS

Self (& Assistant(s) if any) Agenda

PLACE AGENDA ON WHITE BOARD, FLIP CHART, OR USE POWERPOINT

UTPA General Ledger Overview 1. UTPA Oracle General Ledger 2. UTPA Accounting Calendar 3. UTPA Chart of Accounts (CoA) 4. Correlation of FRS to Oracle 5. UTPA Accounting Key Flexfield Segments 6. Cross-validation 7. Oracle Cross-Walk Overview

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

UTPA General Ledger Reports 1. Journal Inquiry

EXPLAIN – STUDENT GUIDE ORGANIZATION

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

Page 59 of 69

Oracle General Ledger

EXPLAIN – OVERVIEW OF COURSE SUBJECT

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

HOUSEKEEPING

Breaks Restrooms Coffee & Vending Cell phones

LOGINS

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

Introduction Write on the White board

Introduction to General Ledger Explain • • • • • • • • Oracle General Ledger overview UTPA Accounting Calendar & Fiscal Year Key Definitions UTPA Chart of Accounts (CoA) Correlation of FRS to Oracle UTPA Accounting Key Flexfield Segments Cross-validation Oracle Cross-Walk Overview

Page 60 of 69

Review the Journal .INQUIRY Journal Inquiry Journal Inquiry Explain Batch.Select “UTPA Journal USD” in the field Journal . Select (B) T Accounts (if required) . Review Journal.Select the Journal for the period “AUG – FY2005” for review . DRILL DOWN CAPABILITY For example: When they are looking for the Sub ledger information or if they want to see the PTD and YTD balances. Status and Control Total . The subledgers can be viewed through this feature are Payables. .Click (B) Find . Source. Period. Receivables and Assets. Query on the Chart of Accounts and show them .FY2006 to JUL.To see T-Accounts.Select (B) Review Journal.FY2006 Account Inquiry/Balances / Drilldown The most important feature to emphasize in Account Inquiry is the DRILL DOWN Capability Talk about the Account Inquiry and when would they do an account inquiry.Close the form DO LAB Have them Do Lab Journal Name: “Sales Invoices USD” Account Inquiry/ Balances /Drilldown NAVIGATE > Inquiry > Account Use Period Feb. Currency (Usually USD).

Query for “Sales Invoices USD” in Journal Entry Column .11305 NACUBO.Click on (B) Journal Details .Click on (B) Show Transaction DO LAB After the Topic the students have a Lab to do Try this Account : 40.21251.Click on (B) Drilldown .000000000 Object. Fund -40 Funding Source.Oracle General Ledger how to view the subledger information.57001.000020 Accounting Periods as JAN-FY2006 to ADJFY2012 Page 62 of 69 .42BIOL000.000000 Account Drilldown: .R1000 Organization.00000 Project.R2000.

000000 Show them the bottom half of the form where they can see the money encumbered at the Requisitions and the Purchase order level.42002. Talk about when they would want to do a funds inquiry: To view the Funds Available and encumbrance information Field Budget Amount Type Period Encumbrance Type Account Level Value Revised Budget Year To Date Extended FEB – FY2006 ALL ALL Use the followings accounts Fund.50400.44050 NACUBO.41GEAR000. DO LAB Have them do labs Parameters as above 40.Oracle General Ledger Funds Inquiry Navigate > Inquiry > Funds Fund Inquiry USE FEB -FY 2006 as the PERIOD The most important feature of the Fund Inquiry is to View all the following: • Funds Available • Budgeted and Encumbered values • Actual.10 Funding Source – G0010 Organization-30500 Project-190HRSV00 Object.R1000.000000 Page 63 of 69 .

Select (B) Submit.Once completed normal.21251.Enter Currency – USD .(M) View > Requests .Segment Override.Find the Request ID .Enter period APR-FY2006 .R2000. Page 64 of 69 .Enter Report Name “UTPA Funds Available” . if required 40. Select (B) View Output to view funds available. Note the request ID .Oracle General Ledger REPORTS UTPA Funds Available Navigate > Reports > Request > Financial UTPA Funds Available .Select (B) Refresh .42BIOL000.57001.000 020 or 42BIOL000 for the project .

2. The chart of accounts acts as the table of contents for GL. 6. distribute ad hoc reports. It is a complete solution to journal entry. provide a complete audit trail. report. Oracle has tightly enabled security features using username. What are the advantages of using Oracle General Ledger? Integrate and maintain all financial information. budgeting. 7. required printers can be added for access purposes by the system administrator. allocations. Is the login secured? Yes. account segments are case sensitive. Who creates roles and responsibility? Is it our supervisor? No. consolidation. 4. What is Oracle General Ledger (GL)? The General Ledger organizes information by account. Is the application fields/ values case sensitive? Login is not case sensitive. It will be created by the Oracle system administrator upon confirmation by the supervisor. password and responsibility based restrictions. Where can we print the reports? The printers configured in Oracle can be selected to print. administer inquire.Oracle General Ledger Appendix B – Q&A 1. 3. 5. and financial reporting needs. in-time use of application. How to login to Oracle e-Business Suite? Page 65 of 69 .

Oracle General Ledger Open Internet Explorer (or Netscape) > Type URL > Type Username/ Password > Select Login 8. 9. The permissions are categorized based on your job-responsibility. Page 66 of 69 . Talk to your system administrator for help. I am getting page not displayed error. I am not able to see some of the features my colleague can view? Oracle E-Business Suite is tailored for every individual’s use. which is a pre-requisite to run Oracle e-Business Suite. and the EBusiness Suite Forms-based modules are certified to run with Oracle's JInitiator. Does Oracle support Federal Grants? Yes. and an Oracle Forms-based model for our professional services modules like Financials. 11. Oracle does support federal grants using Oracle Projects & Grants 13. 10. Oracle Forms are Java-based and require a Java Virtual Machine (JVM) to run. Oracle JInitiator is Oracle's licensed version of Sun's JVM. iProcurement. what should I do? Please check if you have access to Oracle eBusiness Suite. What does Account Inquiry do? Account Inquiry helps us to inquire actual. budget and encumbrance account balances for summary and detail accounts. Make sure your computer is connected to your organization’s network. What is JInitiator? The E-Business Suite Release 11i has two interfaces: a web-based model for modules like Self Service HR (SSHR). 12. Why. The system is displaying a blank page/ page not found? Your computer might not have JInitiator.

Does Oracle support Encumbrances? Yes.Oracle General Ledger 14. Does Oracle have Accounting Calendar? Yes. 18. What is a Value Set? Value Sets act as validations for the values entered by users. it will get highlighted to confirm selection. 20. What is Chart of Accounts? A Chart of Accounts (COA) defines what segments each account for the organization consists of. When the users enter the values in any of the fields (on any form). YTD refers to Year-todate 15. 16. The COA consists of things like defining the accounting structure (the accounting structure is a framework or model that you will use to maintain your accounts). Account code combinations etc 17. What is meant by PTD and YTD? PTD refers to Period-to-date. the values entered by user are validated against the value set. Follow Encumbrance Inquiry procedures. how to select one? Move cursor to the field you wish to view. User cannot enter data using this field. if there is a value set attached to this field. select the specific row. What does List of Values (LOV) mean? LOV is a field that populates data that requires to be selected by the user. I have multiple rows returned for my query (search). Page 67 of 69 . How to perform Account Inquiry? Navigate to Inquiry > Account 21. 19.

Oracle Applications uses flexfields to capture information about your organization. There are two types of flexfields: key flexfields and descriptive flexfields. Object. What is a “wild card” character? A wild card “%” is a character that is used to retrieve information pertaining to a field in Oracle 28. view. Org. A flexfield is an Oracle Applications field made up of segments. Each segment has an assigned name and a set of valid values. It includes. What is the difference between field and a flex field? A field is a position on a form that one uses to enter. NACUBO (National Association of College and University Business Offices. update. What is descriptive Flex Field? Field that is used to define additional information not provided by Oracle 25. 23. How many segments are there in Accounting Key Flex Fields? 6 segments are made available in Accounting Key Flex Field. what kind of information should be entered in the field. Fund. A field prompt describes each field by telling what kind of information appears in the field.Oracle General Ledger 22. 26. Funding Source. Project. This retrieves the entire list requested. or alternatively. 24. What is a Key Flex Field? It defines the account structure. how can I query? One can query Oracle e-Business suite “query fields” using wild card character and a partial value. How to perform Journal Inquiry? Navigate to Inquiry > Journal 27. Page 68 of 69 . If I am not sure of the entire field value. or delete information.

32. It can be accomplished using Funds Inquiry. Can we view sub-ledger transactions Yes. It can be accomplished using balance accounting entries. Can we export report values to Excel? It can be done for some reports. 30. Can we review available funds for a specific account? Yes.Oracle General Ledger 29. Can we view sub-ledger transactions Yes. Does Oracle handle multiple accounts? Yes. How to view budget balances? Navigate to Inquiry > Budget 35. It can be accomplished using balance accounting entries. enter the Report Name in the Report field and select Submit Page 69 of 69 . How to view General Ledger Report? Navigate to the Financial Reports window Reports > Request > Financial. Oracle handles multiple accounts through voucher entry. 33. 31. 34.