Oracle 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

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Typographic Convention in Oracle Applications Navigation Path

(N) (M) Menu (T) Tab (B) Button

Navigator Bar
(H) Hyperlink (N) Sub Tab (I) Icon

(M) Menu Bar

(I) Icon

(T) Tab

(B) Button

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1. Introduction to Oracle General Ledger

Overview
Oracle General Ledger is a comprehensive financial management solution that
dramatically enhances financial controls, data collection, information access, and
financial reporting throughout the organization. Oracle General Ledger provides
tremendous flexibility for managing and streamlining the accounting processes
with an extremely versatile chart of accounts, accounting calendar and is the
central repository of accounting information, receiving transactions from both
Oracle and non-Oracle sub-ledgers.

UTPA Oracle General Ledger

There are numerous functions available within the Oracle General Ledger to
meet the business needs of different types of organizations. UTPA leverages
select functionalities of Oracle General Ledger to conduct the business
operations.

The main purposes of Oracle General Ledger (GL) module at UTPA is:
- to integrate and maintain all of the university’s financial information
including that of other Oracle modules
- to administer all university legal reporting to outside entities
- to inquire, report and distribute ad hoc reports on university’s financial
information
- to provide a complete audit trail

Note: Although all financial information will integrate to GL, project managers
will utilize the General Ledger to inquire on revenue activity only; project
expenditure detail will be made available via Oracle Projects & Grants

UTPA Accounting Calendar

The accounting calendar is based on a fiscal accounting year, beginning on
September 1st and ending on August 31st. It consists of twelve periods that
reflects the fiscal calendar. 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. For example
Aug 2005 = Aug – FY2005
Sep 2005 = Sep – FY2006

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Key Definitions:
Chart of Accounts - The account structure used to record transactions and
maintain account balances.

Key Flexfield (KFF) – the segments making up the account code structure that
can be customized e.g. in GL the Key Flexfield Name is “Accounting Flexfield”.

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.

UTPA Chart of Accounts (CoA)

CoA defines what segments each account for the organization consist of. The
CoA is made of accounting structure definition, Code combinations etc., The
objective of structuring UTPA’s CoA is to provide a simple, comprehensive,
understandable accounting structure that is flexible, easily maintained and
expandable.

UTPA has defined a six segment structure for the chart of accounts as shown
below. The legacy FRS had only two segments: Account and Object.

Example:
“Project Account” in Oracle - 10.G0015.25150.140ENGL00.53030.00010

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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. 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.

Federal Grant Revenue

FRS Account Object

544100 0950
Funding
Fund Organization Project Object NACUBO
Source
40 R1000 50600 41FAID041 42003 000000
Oracle
Current Federal Student Grant
Federal Pell
Restricted Sponsored Financial Contract Unassigned
Account
Fund Programs Services Federal

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).

Funding Source – a source or pool of money that funds a group of accounts.

Organization – departments within an institution; generally recognized in the

organizational structure.

Project (account in legacy) – used to capture costs of a particular project or

activity.

Object – used to categorize costs by natural class, assets, liabilities, fund

balance, revenues and expenses.

NACUBO – used to categorize elements of cost by instruction, research, etc. for

budgeting and reporting.

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Fund
This is the balancing segment that groups types of funds within each
organization. This segment facilitates financial reporting also. The construction of
this segment is defined to be in number format as 99.

Structure:
Segment Description
Value
10 Education & General
20 Designated
30 Auxiliary Enterprises
40 Restricted
50 Endowments
60 Loan
70 Plant
80 Agency

Funding Source
This segment defines the funding source that also distinguishes between
Federal, State and Local monies. 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 alpha-
numeric format as X9999.

Structure:
Segment Value Description
G9999 General
D9999 Designated
A9999 Auxiliary Enterprises
R9999 Current Restricted
L9999 Loan
T9999,Q9999,E9999 Endowment
P9999 Plant
Z9999 Agency

Examples:
G0005 Student Registration
D3000 TPEG
A5000 University Housing

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Organization

This segment is the department within UTPA recognized in the organizational

structure of the planning units. Each organization can be associated with multiple
funds, projects and objects to generate the account code for transactions. The
description of organization account code is the same as the HR organization to
which the employees belong. The construction of this segment is defined to be in
number format as 99999.

Structure:
Segment Value Description
10000 President
20000 Division of Academic Affairs
30000 Division of Business Affairs
40000 Division of External Affairs
50000 Division of Enrollment & Student Services
60000 Division of Information Technology

Examples:
24200 Nursing (NURS)
30200 Budget Office (BUDG)
50801 Dean of Students (SDEN)

Project
All university activities will be organized into projects. Each project can be
associated with only one fund, multiple organizations and objects associated with
it to generate the account code for transactions. This segment links the account
to Project Accounting module to accommodate multi-year accounts and budgets.
Oracle ensures that no functionality, budget or actuals, is lost by converting a
current organization to a project. The construction of this segment is defined to
be in alpha-numeric format as 999XXXX99.

Structure:
Segment Value Description
199XXXX99 Education & General
29XXXX999 Designated
399XXXX99 Auxiliary Enterprises
49XXXX999 Restricted
599XXXXXX Loan
79XXXX999 Plant
89XXXX999 Agency

Examples:
Oracle FRS
140ENGL00 114030

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21AXOF002 211595
41FAID041 544100

Object
This segment represents the transaction classification within the University for
accounting and reporting. Each type of object including the assets and liabilities
is to be associated with the chart of accounts, which means that all segments
within the account code structure is requires for each and every transaction. The
construction of this segment is defined to be in number format as 99999.

Structure:
Segment Value Description
10000 Assets
20000 Liabilities
30000 Fund Balance
40000 Revenue
50000 Expenses

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, research, etc. for
budgeting and reporting and facilitates the use of Oracle Public Sector
Budgeting. The construction of this segment is defined to be in number format as
999999. Values greater than 000000 will be used to classify expenditures and
value 000000 be used for all revenue entries.

Structure:
Segment Value Description
000000 Unassigned
000010 Instruction
000020 Research
000030 Public Service
000040 Academic Support
000050 Student Services
000060 Institutional Support
000070 Operation and Maintenance
000080 Scholarships & Fellowships
000090 Auxiliary Enterprises
000100 Depreciation & Amortization

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Examples:
000010, 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 - CCID). Rules are
defined system-wide and apply to all system users. Each cross-validation rule
specifies the ranges of values that are permissible to use together, and,
optionally, ranges that are not permissible to use together. Thus, for example, a
very simple rule might specify that only funding source values D1000 through
D9999 may be used with 20 (fund segment – Designated).
Oracle checks all the cross-validation rules to ensure that the combination is
valid, 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). If the combination fails to pass any rule, the error message
associated with that rule is presented. Whatever transaction was in process is
not allowed to continue until it has a valid digit combination.

This means, any inquiry on financial transactions should be based on a valid

combination of segment values. An invalid combination will not retrieve any data.
Use the “Oracle Cross-Walk for Account Numbers” website
[Link]/crosswalk to find the valid code combinations in Oracle that
correspond to the FRS segments.

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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. The document lists the FRS accounts and their translation to
the corresponding code combination in Oracle General Ledger and other Oracle
modules. 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.

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.

For more information and instructions of use, visit [Link]/crosswalk

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2. Journal Inquiry
Overview:

In this session, you will learn about Journal Inquiry. Journal inquiry is done to
review the information about actual, budget, or encumbrance journal entry
batches in your set of books.

Exercise:

1. Navigate to the Journal Inquiry window

(N) Inquiry > Journal

2. Enter search data in the appropriate field of Find window

3. Select (B) Find

4. Select (B) Review Journal

5. Go to (M) File and select the Close Form

Solution:

1. Navigate to the Journal Inquiry window

(N) Inquiry > Journal

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2. Enter the known information of the Journal, i.e., “%UTPA%” with the
wild Card “%” as suffix and prefix in the Journal Field.

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3. Select the Journal for the period “AUG – FY2005” for review and
select (B) Review Journal.

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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 Oracle
Account Object Field Low High
Fund 10 10
Funding Source G0005 G0005
Organization 00000 00000
011400 Project 000000000 000000000
1100 Object 11101 11101
NACUBO 000000 000000

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5. Go to (M) File and select Close Form

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3. Account Inquiry
Overview

In this session, you will learn about the Account Inquiry. Account Inquiry is used
to perform online inquiries for any summary or detail account in a set of books.
You can review actual, budget, and encumbrance balances in any currency and
include variance calculations between balance types.

Exercise:

1. Navigate to the Inquiry window

(N) Inquiry > Account

2. Click on (B) Show Balances

3. Click on (B) Summary Balances

4. Go to (M) File and select Close Form

Solution:

1. Navigate to the Inquiry window

(N) Inquiry > Account

2. Enter the Accounting Periods as JAN-FY2006 to ADJ-FY2012

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3. Enter the query parameters and select (B) OK.

FRS Oracle
Account Object Field Low High
Fund 20 20
Funding Source D1000 D1000
Organization 22100 22100
211641 Project 21ABLW000 21ABLW000
3406 Object 53020 53020
NACUBO 000040 000040

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5. Select the Account to be reviewed and select (B) Show Balances.

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4. Select the period for which Account Summary has to be reviewed and
select (B) Summary Balances

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5. Review summary balances of the selected account.

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6. Go to (M) File and select Close Form.

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4. Funds Inquiry
Overview:

In this session, you will learn about the Funds Inquiry. You can review the funds
available and compare encumbrances and expenditures with budgets. We can
review functional currency budget, actual and encumbrance balances, and funds
available for any detail or summary account.

Exercise:

1. Navigate to the Funds Available Inquiry window.

(N) Inquiry > Funds

2. Select the Budget Name, Period Name, Amount Type and Encumbrance
Type, from LOV (List of values).

3. Select the Accounts from LOV.

4. View Funds Availability details

Solution:

1. Navigate to the Funds Available Inquiry window.

(N) Inquiry > Funds

2. Enter the Funds Available Inquiry Parameters

Field Value
Budget Revised Budget
Amount Type Year To Date Extended
Period FEB – FY2006
Encumbrance Type ALL
Account Level ALL

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2.1. 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 Oracle
Account Object Field Low High
Fund 10 10
Funding Source G0010 G0010
Organization 30500 30500
119621 Project 19HRSV00 19HRSV00
0999 Object 44050 44050
NACUBO 000000 000000

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4. Review available Funds details of the selected Accounts.

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5. Go to (M) File and select Close Form.

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5. Account Inquiry Drill-Down

Overview:

In this task, you are shown how the Drill-Down is used to review the
journal entries that comprise your account balances. You can use the Drill-Down
to see the sub-ledger transactions that comprise the journals comprising your
account [Link] and sub-ledger transaction information can be viewed
as balanced accounting entries (i.e., debits equal to credits) or in the form of T–
accounts.

Exercise:

1. Navigate to the Inquiry Accounts Window

(N) Inquiry > Account.

2. Enter the query parameters and select (B) Show Journal Details

3. Select (B) OK

4. Select (B) Drilldown

5. Select (B) Show Transaction to review a selected transaction

6. Close the (I) Window

7. Select (B) Show Transaction Accounting to review the details of a selected

transaction

8. Go to (M) File and select Close Form

Solution:

1. Navigate to the Inquiry Accounts Window

(N) Inquiry > Account.

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2. Enter the query parameters and select (B) OK

FRS Oracle
Account Object Field Low High
Fund 30 30
Funding Source A3000 A3000
Organization 30831 30831
313014 Project 330ATFL01 330ATFL01
3291 Object 53005 53005
NACUBO 000090 000090

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3. Select the account to be reviewed and select (B) Show Journal Details

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4. Select Journal to be reviewed and select (B) Drilldown

5. Select transaction to be reviewed and select (B) Show Transaction

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6. Review the transaction

7. Close the (I) Window

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8. Select the transaction to be reviewed and select (B) Show Transaction

Accounting

9. Review the details of Transaction Accounting

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10. Go to (M) File and select Close Form

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6. View Balances (Accounts)

Overview

In this session, you will learn how to review the balances of a particular
account. You can review the summary balances for the specified range of
periods and currency by performing an account inquiry.

Exercise:

1. Navigate to the Inquiry window

(N) Inquiry > Account

2. (B) Show Balances

3. (B) Journal Details

4. (B) Show Full Journals

5. (B) Details Balances

6. (M) File Close Form

Solution:

1. Navigate to the Inquiry window

(N) Inquiry > Account

2. Enter the query parameters in the Selection Criteria Block

Field Value
From Date AUG – FY2006
To Date ADJ – FY2007
Currency USD

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3. Click in the Accounts region to open the Accounting Flexfield

4. Enter the query parameters of the Account and select (B) OK

FRS Oracle
Account Object Field Low High
Fund 20 20
Funding Source D1000 D1000
Organization 22100 22100
211641 Project 21ABLW000 21ABLW000
3406 Object 53020 53020
NACUBO 000040 000040

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5. Select the Account to be reviewed and select (B) Show Balances.

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6. Review Account Balances of the selected account.

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7. Go to (M) File and select Close Form.

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7. View Balances (Budget)

Overview:

In this session, you will learn how to review balances (budget). We can review
the summary balances for the specified range of periods by performing a budget
inquiry on a detailed budget.

Exercise:

Navigation Steps:

6. Navigate to the Inquiry window

(N) Inquiry > Budget

2. (B) Show Balances

3. (B) Detail Accounts

4. (B) Budget Journals

5. (M) File Close Form

Solution:

1. Navigate to the Inquiry window

(N) Inquiry > Budget

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7. Enter the query parameters in the Selection Criteria block

Field Value
Budget Revised Budget
Inquiry Type Drill Down this budget
Currency USD
From Date SEP-FY2005
To Date ADJ -FY2007

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3. Click in the region of the Summary Accounts to open the Accounting flexfield

4. Enter the query parameters in the Summary Accounts block and Select (B) OK

FRS Oracle
Account Object Field Low High
Fund 20 20
Funding Source D1000 D1000
Organization 20150 20150
211400 Project 21DLTE000 21DLTE000
3000 Object 53000 53000
NACUBO 000040 000040

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5. Select the Account to be reviewed and select (B) Show Balances

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6. Select the period to be reviewed and select (B) Detail Accounts

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7. Review period wise detailed Budget Balances of the accounts.

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8. Go to (M) File and select Close Form.

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8. UTPA Funds Available Report

Overview:

UTPA Funds Available Report is used to find out the Budget amounts,
Encumbrance amounts, Expenditures, Funds Available, Full year Budget and the
Percentage of Full year Budget left.

Exercise:

1. Navigate to Financial Reports window.

(N) Reports > Request > Financial

2. Select the Report Name ‘UTPA Funds Available’.

3. Select on (B) Submit and view the report.

4. Go to (M) File and select Close Form

Solution:

1. Navigate to the Financial Reports window

(N) Reports > Request > Financial.

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2. Enter the Report Name: ‘UTPA Funds Available’ in the Report field and
select (B) Submit

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3. Select (M) View > Requests

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4. Select (B) Find to view list of requests

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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.

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6. Review the Report and Close the Report window

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7. Go to (M) File and select Close Form.

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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

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INTRO TO CLASS Self (& Assistant(s) if any)

Agenda

PLACE AGENDA ON • UTPA General Ledger Overview

WHITE BOARD, FLIP
1. UTPA Oracle General Ledger
CHART, OR USE
POWERPOINT 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 The Student Guide is written to be a reference tool

GUIDE that will refresh your memory when you’re working
ORGANIZATION 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.

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EXPLAIN – OVERVIEW OVERVIEW OF COURSE SUBJECT

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 Introduction to General Ledger

Write on the White Explain

board
• 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

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INQUIRY

Journal Inquiry Journal Inquiry

Explain Batch, Review Journal, Source, Period,

Currency (Usually USD), Status and Control Total

- Select “UTPA Journal USD” in the field Journal

- Click (B) Find
- Select the Journal for the period “AUG –
FY2005” for review
- Select (B) Review Journal.
- Review the Journal
- To see T-Accounts, Select (B) T Accounts (if
required)
- Close the form

DO LAB Have them Do Lab

Journal Name: “Sales Invoices USD”

Account Inquiry/ Account Inquiry/Balances / Drilldown

Balances /Drilldown

NAVIGATE > The most important feature to emphasize in

Account Inquiry is the DRILL DOWN Capability
Inquiry >
Account
Talk about the Account Inquiry and when would
they do an account inquiry.
Use Period Feb- FY2006
DRILL DOWN CAPABILITY
to JUL- FY2006

For example: When they are looking for the Sub

ledger information or if they want to see the PTD
and YTD balances. The subledgers can be viewed
through this feature are Payables, Receivables and
Assets.
Query on the Chart of Accounts and show them
Oracle General Ledger

how to view the subledger information.

Fund -40
Funding Source- R1000
Organization- 00000
Project- 000000000
Object- 11305
NACUBO- 000000

Account Drilldown:
- Click on (B) Journal Details
- Query for “Sales Invoices USD” in
Journal Entry Column
- Click on (B) Drilldown
- Click on (B) Show Transaction

DO LAB After the Topic the students have a Lab to do

Try this Account :
40.R2000.21251.42BIOL000.57001.000020
Accounting Periods as JAN-FY2006 to ADJ-
FY2012

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Funds Inquiry Fund Inquiry

USE FEB -FY 2006 as the PERIOD
Navigate > Inquiry > The most important feature of the Fund Inquiry is
Funds to View all the following:
• Funds Available
• Budgeted and Encumbered values
• Actual.

Talk about when they would want to do a funds

inquiry: To view the Funds Available and
encumbrance information

Field Value
Budget Revised Budget
Amount Type Year To Date Extended
Period FEB – FY2006
Encumbrance Type ALL
Account Level ALL

Use the followings accounts

Fund- 10
Funding Source – G0010
Organization-30500
Project-190HRSV00
Object- 44050
NACUBO- 000000

Show them the bottom half of the form where they

can see the money encumbered at the Requisitions
and the Purchase order level.

DO LAB Have them do labs

Parameters as above
40.R1000.50400.41GEAR000.42002.000000

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REPORTS

UTPA Funds Available UTPA Funds Available

Navigate > Reports > Request > - Enter Report Name “UTPA Funds
Financial Available”
- Enter period APR-FY2006
- Enter Currency – USD
- Segment Override, if required
40.R2000.21251.42BIOL000.57001.000
020 or 42BIOL000 for the project
- Select (B) Submit. Note the request ID
- (M) View > Requests
- Find the Request ID
- Select (B) Refresh
- Once completed normal, Select (B)
View Output to view funds available.

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Appendix B – Q&A
1. What is Oracle General Ledger (GL)?
The General Ledger organizes information by
account. The chart of accounts acts as the table of
contents for GL. It is a complete solution to journal
entry, budgeting, allocations, consolidation, and
financial reporting needs.

2. What are the advantages of using Oracle

General Ledger?
Integrate and maintain all financial information,
administer inquire, report, distribute ad hoc reports,
provide a complete audit trail, in-time use of
application.

3. Is the application fields/ values case sensitive?

Login is not case sensitive, account segments are
case sensitive.

4. Is the login secured?

Yes. Oracle has tightly enabled security features
using username, password and responsibility based
restrictions.

5. Who creates roles and responsibility? Is it our

supervisor?
No. It will be created by the Oracle system
administrator upon confirmation by the supervisor.

6. Where can we print the reports?

The printers configured in Oracle can be selected to
print; required printers can be added for access
purposes by the system administrator.

7. How to login to Oracle e-Business Suite?

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Open Internet Explorer (or Netscape) > Type URL >

Type Username/ Password > Select Login

8. I am getting page not displayed error, what

should I do?
Please check if you have access to Oracle e-
Business Suite. Make sure your computer is
connected to your organization’s network.

9. The system is displaying a blank page/ page not

found?
Your computer might not have JInitiator, which is a
pre-requisite to run Oracle e-Business Suite. Talk to
your system administrator for help.

10. What is JInitiator?

The E-Business Suite Release 11i has two
interfaces: a web-based model for modules like Self
Service HR (SSHR), iProcurement, and an Oracle
Forms-based model for our professional services
modules like Financials.
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, and the E-
Business Suite Forms-based modules are certified
to run with Oracle's JInitiator.

11. Why, 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. The permissions are categorized
based on your job-responsibility.

12. Does Oracle support Federal Grants?

Yes. Oracle does support federal grants using
Oracle Projects & Grants

13. What does Account Inquiry do?

Account Inquiry helps us to inquire actual, budget
and encumbrance account balances for summary
and detail accounts.

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14. What is meant by PTD and YTD?

PTD refers to Period-to-date; YTD refers to Year-to-
date

15. I have multiple rows returned for my query

(search), how to select one?
Move cursor to the field you wish to view, select the
specific row, it will get highlighted to confirm
selection.

16. What is Chart of Accounts?

A Chart of Accounts (COA) defines what segments
each account for the organization consists of. 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 a Value Set?

Value Sets act as validations for the values entered
by users. When the users enter the values in any of
the fields (on any form), if there is a value set
attached to this field, the values entered by user are
validated against the value set.

18. What does List of Values (LOV) mean?

LOV is a field that populates data that requires to be
selected by the user. User cannot enter data using
this field.

19. Does Oracle support Encumbrances?

Yes. Follow Encumbrance Inquiry procedures.

20. How to perform Account Inquiry?

Navigate to Inquiry > Account

21. Does Oracle have Accounting Calendar?

Yes.

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22. What is the difference between field and a flex

field?
A field is a position on a form that one uses to enter,
view, update, or delete information. A field prompt
describes each field by telling what kind of
information appears in the field, or alternatively, what
kind of information should be entered in the field.
A flexfield is an Oracle Applications field made up of
segments. Each segment has an assigned name
and a set of valid values. Oracle Applications uses
flexfields to capture information about your
organization. There are two types of flexfields: key
flexfields and descriptive flexfields.

23. What is a Key Flex Field?

It defines the account structure.

24. What is descriptive Flex Field?

Field that is used to define additional information not
provided by Oracle

25. How many segments are there in Accounting Key

Flex Fields?
6 segments are made available in Accounting Key
Flex Field. It includes, Fund, Funding Source, Org,
Project, Object, NACUBO (National Association of
College and University Business Offices.

26. How to perform Journal Inquiry?

Navigate to Inquiry > Journal

27. 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. If I am not sure of the entire field value, how can I

query?
One can query Oracle e-Business suite “query
fields” using wild card character and a partial value.
This retrieves the entire list requested.

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29. Does Oracle handle multiple accounts?

Yes. Oracle handles multiple accounts through
voucher entry.

30. Can we export report values to Excel?

It can be done for some reports.

31. Can we review available funds for a specific

account?
Yes. It can be accomplished using Funds Inquiry.

32. Can we view sub-ledger transactions

Yes. It can be accomplished using balance
accounting entries.

33. Can we view sub-ledger transactions

Yes. It can be accomplished using balance
accounting entries.

34. How to view budget balances?

Navigate to Inquiry > Budget

35. How to view General Ledger Report?

Navigate to the Financial Reports window Reports >
Request > Financial, enter the Report Name in the
Report field and select Submit

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