Oracle ERP Project

End User Training Manual: General Ledger

Document Date: 6th November 2009

EQUITY BANK LIMITED

By

GL TEAM
 General Ledger End User Training Manual

CONTENTS

Contents ii

1 INTRODUCTION............................................................................................................... 4
1.1 Overview of ERP and General Ledger module......................................................4
1.2 Understanding the Application User Interface.....................................................5
1.2.1 Login to Oracle & Password..................................................................................5

1.2.2 What is a ‘Responsibility’?..................................................................................... 5

1.2.3 Selecting a Responsibility...................................................................................... 6

1.2.4 Understanding Windows....................................................................................... 9

1.2.5 The Toolbar.............................................................................................................. 10

1.2.6 The Navigator Window........................................................................................ 11

1.2.7 Changing passwords............................................................................................. 12

2 Journal Entry.................................................................................................................. 14
2.1 Entering New Journals (OMR)..................................................................................14
2.2 New Journals (Foreign Currency)............................................................................24
2.3 Create Recurring Journals.......................................................................................... 26
2.3.1 Skeleton...................................................................................................................... 27

2.3.2 Standard Recurring............................................................................................... 36

2.3.3 Formula Recurring Journals...............................................................................37

2.4 Mass Allocation............................................................................................................... 39

2.4.1 Steps............................................................................................................................ 39

2.4.2 Statistical Journals................................................................................................. 39

2.5 Copy Journals................................................................................................................... 45

2.6 Reverse Journals............................................................................................................. 52

Confidential Page ii 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

3 Journal Wizard (Upload through Excel)................................................................. 57

3.1 Uploading of Journals through Excel......................................................................57

4 Budget.............................................................................................................................. 61
4.1 Creation of budgets....................................................................................................... 61
4.2 Budget Transfer.............................................................................................................. 77

5 Inquiry............................................................................................................................. 84
5.1 Account Inquiry.............................................................................................................. 85
5.2 Budget/Funds Inquiry................................................................................................. 89
5.2.1 Budget Inquiry........................................................................................................ 89

5.2.2 Funds Inquiry.......................................................................................................... 91

5.3 Account Analysis & Drill Down.................................................................................92

6 Revaluation..................................................................................................................... 96
6.1 Overview of revaluation.............................................................................................. 96

7 Consolidation................................................................................................................. 99
7.1 Overview........................................................................................................................... 99

8 Reports.......................................................................................................................... 106
8.1 Predefined Reports..................................................................................................... 106
8.2 Financial Statement Generator Reports.............................................................109

Confidential Page iii 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

1 INTRODUCTION

1.1 OVERVIEW OF ERP AND GENERAL LEDGER MODULE

ERP stands for Enterprise Resources Planning.

It is a onetime installation of multiple modules (Supply Chain Management, Human Resources, General
Ledger, Accounts Payable, Fixed Assets etc,) to efficiently manage the organization resources.

Equity Group will benefit from implementation of ERP in the following ways:

 Fast and efficient delivery of results.

 Sharing of common data by different functions ensure that there is no data redundancy and
redundant data entry.

 Better tracking and forecasting.

The General Ledger module will enable us enter, maintain, and report on actual accounting
information for the enterprise efficiently. Among the functions it will handle include:

 Automatic reversal of journals

 Revaluations and translations

 Automatic posting of recurring entries

 Allocations of cost pools

 Budgeting

 Consolidations

 Reporting and online inquiries

Confidential Page 4 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

1.2 UNDERSTANDING THE APPLICATION USER INTERFACE

1.2.1 Login to Oracle & Password

1. Enter User Name

2. Enter Password

3. Click on Login

1.2.2 What is a ‘Responsibility’?

In Oracle ERP a responsibility is a level of authority in your organization, assigned to you by the
business. Your responsibility determines which functions, forms and data you can access as
appropriate to your role within Equity Bank.

Confidential Page 5 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Responsibilities

1.2.3 Selecting a Responsibility

1. In the left pane under Applications click on the required responsibility, for example, EB
General Ledger Super User
2. In the right pane click on the task you wish to perform, for example, Journals > Enter

Confidential Page 6 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

A separate Window opens up before the application starts

Note: DO NOT CLOSE THIS WINDOW Click on the refresh button.

Confidential Page 7 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Confidential Page 8 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

1.2.4 Understanding Windows

The Graphical User Interface (GUI) enables you to navigate throughout the application with
ease.
It is composed of a series of menus and icons:

Drop Down Menus

Icons
Toolbar

Fields

Windows

Buttons

Mandatory

Note: All fields appearing in YELLOW are mandatory. They should be entered so that the
application allows you to go the next step.

Confidential Page 9 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

1.2.5 The Toolbar

The toolbar is a collection of icon 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 contains the following functions:

ICON NAME DESCRIPTION

New Opens a new record in the active form.

Find Displays the Find window to retrieve records.

Show Navigator Displays the Navigator window.

Save Saves any pending changes in the active form.

Next Step Updates the Process workflow in the Navigator by advancing

to the next step in the process.

Responsibility Allows you to change your responsibility

Print Prints the current screen that the cursor is in. In some cases
it may print a report associated with the current data.

Close Form Closes all windows of the current form.

Cut Cuts the current selection to the clipboard.

Copy Copies current selection to the clipboard.

Paste Pastes from the clipboard into the current field, and replaces
any selection. This command is available only if you have cut
or copied text.

Confidential Page 10 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Clear Record Erases the current record from the window.

Delete Deletes the current record from the database.

Edit Field Displays the Editor window for the current field.

Attachments Allows you to add an attachment, such as a MS Word

document, to a record.

Attachments If one or more attachments already exist, the icon changes to

a paper clip on a piece of paper.

Window Help Displays help for the current window.

1.2.6 The Navigator Window

The Navigator window allows you to navigate to the required forms or windows within your
responsibility.

A cross beside a menu option, +, indicates that it contains sub-menus that can be expanded.

Confidential Page 11 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

The following symbols can be used to navigate within the Navigator window:

 – Expands a heading to display sub-menus

 – Collapses sub-levels to heading

 – Expands all levels for the selected heading

 – Expands all levels in the Navigation list

 – Collapses all levels in the Navigation list

1.2.7 Changing passwords

NAVIGATION: Edit  Preferences  Password

1. Enter Old Password

Confidential Page 12 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

2. Enter New Password

3. Re-enter new Password
4. Click on OK

Confidential Page 13 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

2 JOURNAL ENTRY

2.1 ENTERING NEW JOURNALS (OMR)

NAVIGATION: Journals  Enter

“Batch” is a set of journals. Related journals can be grouped into a batch to enable carrying out certain
tasks on the group like approvals. To create a new batch:

1. Click on Open

2. Click on New Batch or New Journal to enter the journal without batching.

Confidential Page 14 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

3. Enter “Batch” name

4. Enter the “Description”

5. Enter the Control Total (Optional)

Confidential Page 15 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

To enter the actual journal:

1. Click on Journals

2. Enter the Journal header information including:

a) “Journal” Name

b) “Journal Description”

c) “Category”

d) “Period’

e) “Effective Date’

f) Optionally, enter the “Control Total”

3. Click on “Lines” tab

4. Enter the Line information :

a) “Line” number

b) Select the Account

c) Enter the debit/credit amount

d) Enter the Line Description

Confidential Page 16 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

5. Click on “Other Information” tab

6. Optionally enter the “Reference” & “Reference Date”

Confidential Page 17 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

7. Save

Journal Entry Screen-“Other Information” tab

8. Check Funds by clicking on Check funds button

9. Reserve funds by clicking on Reserve Funds button

Confidential Page 18 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

10. Click on “Approve” to approve the journal entry

Confidential Page 19 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Confidential Page 20 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

11. Click on ‘OK’

Assumption: Preparer has sufficient approval limit for this journal

12. Click on ‘Post’

Confidential Page 21 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

13. Click on ‘OK’

Confidential Page 22 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

2.2 NEW JOURNALS (FOREIGN CURRENCY)

Assumption: Exchange rate types have been defined and rates entered (See App 1)

NAVIGATION: Journals  Enter

1) Follow the steps mentioned in 2.3 Steps 1 & 2

2) Select the “Currency”

3) Select the Rate as “Corporate” or “User”

4) For “User” type enter the “Rate”

5) Follow the steps in 2.3 for entering line and other information, checking/reserving funds, approval
and posting.

Confidential Page 23 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Journals Screen

Confidential Page 24 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

2.3 CREATE RECURRING JOURNALS

NAVIGATION: Journals  Define  Recurring

Recurring Journals are used for the repetitive entries like Monthly Accruals etc

There are three types of recurring Journals:

 Skeleton

 Standard

 Formulas

2.3.1 Skeleton
This means only the “Natural accounts” will be set, without any amounts. System will generate the
empty Journal entry without any amounts, which can be entered in the journal at a future date.

1) Enter the Batch Name

2) Choose “Recurring Batch Type” as ‘Single Ledger”

3) Choose the Ledger as “EBL_Primary Ledger”

4) Enter the Journal Entry Name

5) Select the Category as “Accrual”

6) Click on Lines

Confidential Page 25 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Journal Entry Lines screen

7) Enter the line number & select debit account

Confidential Page 26 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Journal Entry Lines screen

8) Press down arrow to enter another entry as needed

9) Enter the line number & select account

Confidential Page 27 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Journal Entry Lines screen

10) For the credit entry, enter line no as 99

Confidential Page 28 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

11) Save & Close

Confidential Page 29 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

To generate the journal

1) Click on “Generate”

Recurring Journals screen

Confidential Page 30 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Confidential Page 31 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

2) Select Period

3) Select Submit

Re-query the journal

NAVIGATION: Journals  Enter

1) Enter the Journal Name

2) Click on Find

Confidential Page 32 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

3) Click on Review Journal

4) Enter the amounts to be posted

5) Check funds, reserve and approve/post

6) To check status, close the journal entry screen and click on re-query button

Confidential Page 33 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Confidential Page 34 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

2.3.2 Standard Recurring

1) Follow Steps 1 to 6 as in Skeleton

2) Enter the debit and credit accounts and amounts

3) Generate and post as in skeleton journals.

Confidential Page 35 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

2.3.3 Formula Recurring Journals

1) Follow Steps 1 to 6 as in Skeleton

2) At the formula section of the screen (see below), enter formular steps. [Link] get 10% of the amount
spent on advertising expenses,

a) Enter the advertising expenses account no to get the amount. Select the balance type and
amount type as required

b) Enter the operator in this case multiplication and the percentage in the amount cell

3) Generate and post as in skeleton journals.

Confidential Page 36 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

2.4 MASS ALLOCATION

2.4.1 Steps
1. Create & Post a statistical (ratio of allocation) journal for the allocation of the expense
2. Post the expense journal
3. Define Mass Allocation Formula
4. Generate the Mass Allocation Journal
5. Post the Mass Allocation Journal

2.4.2 Statistical Journals

NAVIGATION: Journals  Enter

Statistical Journals are used for allocation of expenses across departments etc

1) Follow the steps mentioned in Section 2.2

2) Select the “Currency” as “Stat”

3) Choose the Category as ‘Rent allocation” or “Adjustment”

4) Select the Account for which expenses to be allocated say “Rent”

5) Enter the ratio, in which expenses are to be allocated

6) Save & Post

7) Note: No need to enter the credit.

Confidential Page 37 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Confidential Page 38 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Step 2: Post the expense journal (See Section 2.2)

(N) JournalsEnter

Confidential Page 39 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Step3: Define the Mass Allocation Formula

NAVIGATION: JournalsDefineAllocation

 Enter Batch Name

 Click on ‘Formulas’

Confidential Page 40 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Formulas screen

A = Select the “Source” account for the base amount for allocation

B = Select the ‘Source” or any other account, for statistical quantity with Currency type

As “Statistical” (Choose “L” for Type for Account) to get the numerator value.

C = Select the ‘Source” or any other account, for statistical quantity with Currency type

As “Statistical” (Choose “C” for Type for Account) to get the denominator value.

T = Select the ‘Target” or any other account, to which the allocated amount has to be

Posted (Choose “L” for Type)

O = Select the “Target” account (ie credit account) which is selected for type “A”

Step 4: Generate the Mass Allocation Journal

Confidential Page 41 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

NAVIGATION: Define  Allocation

1. Query the Batch
2. Click on Generate
3. Select the Balancing Segment Value
4. Select Period
5. Select Allocation Method as “Full”
6. Click on ‘Full’

Confidential Page 42 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Step5: Post the Mass Allocation Journal

NAVIGATION: Journal  Enter  Find

2.5

Confidential Page 43 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

2.6 COPY JOURNALS

NAVIGATION: Journals  Enter  Find

Confidential Page 44 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Enter Journals screen

1) Select the line to be copied

2) Click on “Auto Copy”

3) Enter New Batch Name

4) Click on OK

Confidential Page 45 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Enter Journals screen

5) Click on “Requery”

Confidential Page 46 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

6) Select the new batch entered above

7) Click on “Review Batch”/”Review Journal”

Enter Journals screen

8) Make the necessary changes

9) Save & Post

Confidential Page 47 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Confidential Page 48 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

2.7 REVERSE JOURNALS

NAVIGATION: Journals  Enter  Find

1) Select the “Posted” journal

2) Click on “Reverse Batch” for reversing all the journals in the batch (Or)

3) Click on “Reverse Journal” for reversing single journal in the batch

Enter Journals screen

Confidential Page 49 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

4) Select the Period in which the journal to be reversed

5) Ok

6) Re-query the Journal in the journal screen

Confidential Page 50 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Enter Journals screen

7) Click on Review Journal

Confidential Page 51 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

8) Approve and Post the journal

Confidential Page 52 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

3 JOURNAL WIZARD (UPLOAD THROUGH EXCEL)

3.1 UPLOADING OF JOURNALS THROUGH EXCEL

NAVIGATION: Journals  Launch Journal Wizard

1. Select Layout

2. Click on Create Document

3. Click on Open

Confidential Page 53 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

4. Select Ledger

5. Select Category

6. Select Source

7. Select Currency

8. Select Accounting Date

9. Select Code Combination

10. Enter Amount

Confidential Page 54 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

To upload the journals

NAVIGATION: Tool bar  Oracle  Upload

Click on upload

Confidential Page 55 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Confidential Page 56 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

4 BUDGET

4.1 CREATION OF BUDGETS

The steps involved in creating a budget include:

1. Define Budget – (Budget Name)

2. Define Budget Organization – (Budget Accounts)

3. Enter Budget amounts (Natural Accounts)

4. Create Budget Journals

5. Post Budget Journals

6. Start entering the transactions against the budget

Step 1: Define Budget – (Budget Name)

Navigation: Budgets  Define  Budget

1) Enter Budget Name

2) Enter Budget Description

3) Select the Ledger

4) Select the status as “Open”

5) Enable “Require Budget Journals”

6) Select the “First” Period of budget

7) Select the “Last” period of budget

8) Click on “Open Next Year” (i.e. corresponding to Budget Periods)

Confidential Page 57 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Step 2: Define Budget Organization – (Budget Accounts)

NAVIGATION: Budgets  Define  Organization

1. Enter “Organization” name

2. Enter the “Description”

3. Select the “Ledger”

4. Select display sequence as “1-2-3-4-5-6-7”

5. Click on “Ranges”

Confidential Page 58 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Budget Organization screen

1) Enter the Line number

2) Select the “Range” of Accounts for the budget

3) Enter the Currency

4) Click on “Budgetary Control”

Confidential Page 59 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Budget Organization screen

1) Select the “Funds Check Level” as “Absolute”

2) Select “Amount Type” as YTD

3) Select “Boundary” as “Period”

4) Select “Funding Budget”

5) Save

Confidential Page 60 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Budget Organization screen

1) Click on Range Assignment

Confidential Page 61 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Confidential Page 62 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

2) Enter the accounts for which budget is required.

3) Save

Step 3: Enter Budget amounts (Natural Accounts)

NAVIGATION: Budgets  Enter  Journals

1) Select the Budget

2) Select the “Budget Organization”

3) Select the Accounting Period From & To

4) Click on “Worksheet Mode” rows

5) Click on OK

6) Budget account will display with “Nil” value

Enter Budget Journals Screen

Confidential Page 63 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

7) Enter the budget values for each period (Or)

8) Click on Budget Rules to enter the budget amount

9) Click on ‘Apply’

10) Click on “Create Journals’

Confidential Page 64 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Step 4: Create Budget Journals

1) Enter the “Journal Batch” name

2) Select the “Category” as “Budget”

3) Click on ‘Check Funds”

4) Click on ‘Reserve Funds”

5) Click on “Done”

Confidential Page 65 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Step 5: Post Budget Journals

NAVIGATION: Journal  Enter

1. Select “Source” as “Budget – Journal”

2. Select Category as “Budget”

3. Select Posting as “Unposted”

Confidential Page 66 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Enter Journals screen

Confidential Page 67 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

4. Post all “Budget Journals”

Step 6: Start entering the transactions against the budget account

NAVIGATION: Journal  Enter  New Journal

1. Enter all the necessary details for creation of “Journal”

2. Enter the “Budget Account”

3. Enter the Amount

4. Save

5. Click on Check Funds

6. If “Funds Check” failed, renter the amount & “Check Funds” again
Confidential Page 68 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

7. Click on “Reserve Funds”

8. Click on Post

Confidential Page 69 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Enter Journals screen

Confidential Page 70 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

4.2 BUDGET TRANSFER

Confidential Page 71 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

NAVIGATION: Budgets  Enter  Transfer

1. Select the “Source” Budget

2. Enter the “Batch Name”

3. Enter the “From” Budget Organization

4. Enter the “Account”

5. Enter the “To” Organization

6. Enter the “Account”

7. Click on “Transfer Amounts”

Budget Transfer screen

8. Enter the Period

9. Enter the Amount

Confidential Page 72 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

10. Save and close

Budget Transfer screen

Confidential Page 73 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

11. Click on Check Funds

12. Click on Reserve Funds

13. Save

14. Close

Budget Transfer screen

Confidential Page 74 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Budget Transfer screen

Confidential Page 75 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Requery the budget journal to confirm the transfer

NAVIGATION: Journals  Enter

Confidential Page 76 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Query the unposted journal & post

Confidential Page 77 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Enter Journals screen

Confidential Page 78 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

5 INQUIRY

5.1 ACCOUNT INQUIRY

Enables inquiry of the Actual balance and comparisons between Actual and Budget

NAVIGATION: General Ledger  Inquiry  Account

The following parameter can be selected to view the account balances and comparison between Actual
and Budget

1. Accounting period from

2. Accounting period To

3. Click on account Line

4. Select the range of account to be inquired

5. Click on “Show Journal Details” to see the Period balances

Confidential Page 79 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Account Inquiry screen

Confidential Page 80 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

6. Click on detail balances to see the line entries.

Account Inquiry screen

Confidential Page 81 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

7. Click on journal details to see the line entries.

Confidential Page 82 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

8. Click on Show Full Journal

Confidential Page 83 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

5.2 BUDGET/FUNDS INQUIRY

5.2.1 Budget Inquiry

Displays the original budget balances that have been entered for summary accounts only.

NAVIGATION: Inquiry  Budget

1. Select Budget

2. Select Period

3. Select the Account

4. Click on Show Balance

Confidential Page 84 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

5.2.2 Funds Inquiry

Displays the available budget balances

NAVIGATION: Inquiry  Funds

1. Select Budget

2. Select Period

3. Select the Account

Confidential Page 85 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

5.3 ACCOUNT ANALYSIS & DRILL DOWN

NAVIGATION: InquiryAccount analysis and Drilldown

This feature facilitates the export of the account analysis reports for the selected account with the
option of the selecting required fields…..
1. Enter the search criteria and click on GO

Confidential Page 86 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

2. Enter the account

3. Click on Go

4. Click on Export for export to excel

5. Click on PTD to see the breakup of PTD

Account Analysis and Drilldown screen

Confidential Page 87 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Confidential Page 88 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

6 REVALUATION

6.1 OVERVIEW OF REVALUATION

Revaluation process, revalues all the foreign currency denominated balances to the exchange rate of the
specified date.

NAVIGATION: Currency  Revaluation

1. Enter the “Revaluation” process name
2. Enter the description
3. Select the Currency/All Currencies
4. Select the Currency Type as “Corporate”
5. Optionally, enter one Time rate for Single Currency
6. Enter the unrealized gain/loss account
7. Enter the account or range of accounts for which the revaluation has to be made
Click on Revalue

Confidential Page 89 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

1. Select the Period

2. Enter the effective date
3. Enter the rate date
4. Submit

Confidential Page 90 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Re-query the Journal

Navigation: Journals  Enter
Post the Journal

7 CONSOLIDATION
Confidential Page 91 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

7.1 OVERVIEW

Consolidation is the period-end process of combining the financial results of separate subsidiaries with
the parent company to form a single, combined statement of financial results.
NAVIGATION: ConsolidationWorkbench

By default system will consider the current ledger as the Parent ledger for consolidation
1. Click on Find

Consolidation workbench

Confidential Page 92 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Confidential Page 93 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

2. Click on Consolidation
Consolidation Definition screen

3. Enter Consolidation and Description

4. Enter Parent, Subsidiary, Method as Balances, Currency
5. Click on Mapping

Confidential Page 94 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Chart of Accounts mapping screen

6. Enter Mapping name and description

7. Chart of Accounts-Target and Source
8. Click on Segment Rules

Segment rules screen

Confidential Page 95 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

9. Assign Segment rules as shown above

Segment Rules window

Confidential Page 96 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

10. Click on Transfer button to transfer journal entries from subsidiaries to Consolidation Parent.
11. Click on Review Journal to review consolidation journals.
12. Click on Post to post the journals

Confidential Page 97 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

8 REPORTS

8.1 PREDEFINED REPORTS

Various pre-defined reports can be gotten from the application.

Account Analysis - Contra Account Use this report to print balances by account
segment and list the subledger document number
for transactions imported from subledgers. You
can print this report by date range, accounting
flexfield range, contra account, and amount range.

Account Analysis – (132 Char) This report prints the journal entry lines and
beginning and ending balances of the accounts you
request. For each journal entry line, the report
prints the source, category, batch name, journal
entry name, account, description,
entry/line/source item reference

information, and the debit or credit amount

Budget - Funds Available Analysis Use the Funds Available Analysis Report to
measure budgets against expenditures to
determine the balance of funds available for your
future expenditures.

Funds Available Analysis calculates the difference

between the amount you are authorized to spend
and the amount of your expenditures plus
commitments

depending upon account type.

Chart of Review all segment values for a specific account

segment. This listing includes information about
Accounts - Segment Values Listing each segment value, such as whether your
segment value is enabled, whether it is a parent,
and whether posting and budgeting are allowed.

Currency - Daily Conversion Rates This listing prints the rate type for each conversion
rate as well as the date on which you defined the
Listing
rate. General Ledger sorts the listing alphabetically
Confidential Page 98 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

by rate type. For each rate type, General Ledger

sorts the conversion rates in ascending order by
date

entered.

Journals by Document Number Report General Ledger prints the journals in ascending
order by document number. For each journal, the
report prints the creation date, batch name,
journal name, category, posting status, posted
date, currency, and journal amounts.

Journals - Day Book Review posted journal entries and journal details
chronologically by accounting date for a specified
range of dates, journal source, and journal
category.

Journals – Voucher Use this report to produce output for journal

vouchers:

Journals – Check Use the Journal Check Report to check the data
entry of manually entered journals prior to
posting. You can check, field by field, all data
entered into the system or data imported from
external sources

Journals - Extended Use this report to view data contained in each field
for your journals. You can check manually entered
data or data imported to General Ledger from
other sources.

Trial Balance – Detail Review your general ledger actual account

balances and activity in detail

Trial Balance – Translation Trial balance in the foreign currency (Translated)

Confidential Page 99 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

To request for any of the reports,

MENU: View  Request  Submit

1. Select the Report from the LOV

2. Click on OK

3. Enter the Report Parameters

4. Submit the Report

8.2 FINANCIAL STATEMENT GENERATOR REPORTS

Confidential Page 100 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Submission of Report
NAVIGATION: Reports  Request  Financial

 Select the Report Name, Period & Click on Submit

Confidential Page 101 26-Sep-2009

General Ledger End User Manual

 General Ledger End User Training Manual

Output of the report

NAVIGATION: ViewRequestFind

Confidential Page 102 26-Sep-2009

General Ledger End User Manual