Lesson 1 GL New staff member - Oracle General Ledger

(General Ledger (GL) InquiriesAvailable BalancesDocument SummaryProduct Owner / AuthorAntonet MllerEditor NameChimon BarendsDate2014/12/01Time08:00 AMTemplateVerbose)

Lesson 1: User Registration in KFS

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Lesson Objectives

On completion of this lesson youshould be able to:

Understand the definition and purpose of an Available Balances Inquiry

Run an Available Balances Inquiry

Understand and interpret the search results of the Available Balances Inquiry

Drilldown to an E-doc

Export search results to an Excel spreadsheet

Lesson Scenario

As an existing staff member of the NWU you are required to work through this lesson, make some notes if necessary and print out the documentation as a guideline.

This lesson will show you how to do an Available Balances Inquiry, understand and interpret the search results and be able to give correct information to those you report to.

The examples in this lesson display cumulative balances for an account by object code; comparing budget, actual and encumbrances to display the variance in that object.

Please note: The exact examples in this manual might not exist anymore on the database at the time you work through this lesson. This is only for demonstration purposes. It is recommended that you work through the E-doc manuals first and use your own E-doc examples in the Inquiry manuals.

Lesson Prerequisites

You need to be a NWU staff member that is registered on KFS as a user.

You need to understand that you have a responsibility towards the financial reporting of your department and the university to interpret, understand and report in a responsible manner on these Available Balances Inquiry results.

Available Balances Inquiry

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Table of Contents

1. Definition and purpose of an Available Balances Inquiry

2. Navigation

3. Process overview

4. Lookup Criteria

5. Running an Available Balance Inquiry

6. Understanding and interpretation of the search results

6.1. Additional information

6.2. Sorting the inquiry results

6.3. Debit / Credit view

7. Drilldown to an E-doc

8. Export search results to an Excel spreadsheet

General Error Correction (GEC)

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1. Definition and purpose of an Available Balances Inquiry

The Available Balances inquiry displays the cumulative balances for an account by object code; comparing budget, actual, and encumbrances to display the variance in that object.

Please note: The Available Balances Inquiry does not take the SOF rules into consideration. It only indicates the variance between Budget, Actuals and Encumbrances.

The drilldown pattern of this inquiry is as follows:

General Ledger Balance

GL Entry Lookup

E-Doc

2. Navigation

KFS navigation: Main Menu > Balance Inquiries > General Ledger > Available Balance

Figure 1

Figure 2

3. Process overview

Figure 3

4. Lookup Criteria

Figure 4

A number of lookup criteria are displayed

Figure 5

Fill in at least

Fiscal Year, Chart Code and Organization Code / Account Number

Either Organization Code or Account Number must be specified, but not both. You can run the inquiry either for your organization with all the accounts linked to it or for one specific account.

The lookup criteria default to

the current fiscal year

Consolidation

Pending entries not included

Use the lookup iconas necessary to select the criteria.

Select the desired Consolidation Option that is, what level of detail you would like the report to present. Consolidation produce a report aggregated at a high level while choosing Detail will result in very granular and detailed results.

Select the desired Pending Ledger Entry Approved Indicator option. The Pending General Ledger inquiry offers three alternatives:

The ability to exclude all pending entries by selecting No

only those pending entries that are fully approved by selecting Approved or

The ability to include all pending entries by selecting All.

Cancelled and disapproved pending entries are not pulled into the balance inquiry results.

Please note: Choosing to include all pending ledger entries in an inquiry can generate misleading results because saved documents may contain incomplete or unbalanced accounting entries. Choosing to view all pending ledger entries should be done with the understanding that unapproved entries may change drastically prior to actually posting or they may not post at all.

5. Running an Available Balances Inquiry

Figure 6

Complete the lookup criteria

The Available Balances Inquiry would usually be run for an Account.

By using this method you get all the transactions for that account per object, comparing Budget, Actuals and Encumbrances.

1.

Chart: Type P or P

2.

Account: Type 1A00005 or 1A00005

3.

Consolidation Option: Consolidation

4.

Include Pending Ledger Entry: No

5.

Click

Figure 7

It is also possible to run the inquiry for accounts of a specific Source of Funds by using the wildcard *.

By using this method you get all the transactions for all the accounts associated with that source of funds within a chart. You can enter the Chart and the Organization, or the Chart and the Account, but not the Organization and Account in one inquiry.

Please note: This may result in a large number of transactions.

1.

Chart: Type P or P

2.

Account: Type 1* for all source of funds 1 accounts.

3.

Consolidation Option: Consolidation

4.

Include Pending Ledger Entry: No

5.

Click

Figure 8

You can also run the inquiry by completing the Organization Code.

By using this method you get all the objects for all the Accounts in the Organization Code.

Please note: This may result in a large number of transactions.

1.

Chart: Type P or P

2.

Organization Code: Type 1701 or 1701

3.

Consolidation Option: Consolidation

4.

Include Pending Ledger Entry: No

5.

Click

Figure 9

You also could have run the inquiry by completing the Object Code.

When running the inquiry for an Object Code, also complete the specific Organization you request the information for or a specific Account number or by using the wildcard * for all of the Accounts within a specific chart.

By using this method you get all the Accounts within a Chart or Organization where this object code, for example Photocopying was used.

Please note: This may result in a large number of transactions.

1.

Chart: Type P or P

2.

Account Number: Type *

3.

Object Code: Type 2252 or 2252

4.

Consolidation Option: Consolidation

5.

Include Pending Ledger Entry: No

6.

Click

Figure 10

All the Balance Types are included in the Available Balances inquiry results. Specific Balance Types alone, for example Pre-encumbrances (PE) cannot be requested in this inquiry.

In the example a Pre-encumbrance of R700 is displayed in the Encumbrance column.

1.

Chart: Type I or I

2.

Account Number: Type 1G00002 or 1G00002

3.

Consolidation Option: Consolidation

4.

Include Pending Ledger Entry: No

5.

Click

Figure 11

The option also exists to include pending entries.

The Pending General Ledger inquiry offers two alternatives for including the pending ledger entries:

The ability to include all pending entries by selecting All or

Only those pending entries that are fully approved by selecting Approved.

Cancelled and disapproved pending entries are not pulled into the balance inquiry results.

Please note: Choosing to include all pending ledger entries in an inquiry can generate misleading results because saved documents may contain incomplete or unbalanced accounting entries. Choosing to view all pending ledger entries should be done with the understanding that unapproved entries may change drastically prior to actually posting or they may not post at all.

1.

Chart: Type I or I

2.

Account Number: Type *

3.

Consolidation Option: Consolidation

4.

Include Pending Ledger Entry: All

5.

Click

Figure 12

When choosing to exclude pending entries, the number of items retrieved would be less. In Figure 11 there was 11 items/transactions retrieved, while in Figure 12 there are only 5 when you exclude the pending entries.

1.

Chart: Type I or I

2.

Account Number: Type *

3.

Consolidation Option: Consolidation

4.

Include Pending Ledger Entry: No

5.

Click

Figure 13

The Consolidation Option allows you to select the level of detail you would like the report to present.

Consolidation produce a report aggregated at a high level while choosing Detail will result in very granular and detailed results.

When choosing Consolidation the Sub-Account and Sub-Object would indicate *All*

1.

Chart: Type P or P

2.

Account Number: Type