general ledger - review of financial information · general ledger - review of financial...
TRANSCRIPT
General Ledger - Review of Financial Information
Report Month Totals Year to Date Totals
Actuals vs. Budget
Transaction Detail on Report
Drill to Transaction
Detail
Range of Chartfields
Download to Excel
Ledger Inquiry
Chartf ield information not
displayed
Choice of all or single chartf ield
Budget Overview
No total by
department/program/project
Ledger Activity E-mail or
Report Manager
Budget Status
Revenue and expenses reported
separately
E-mail or
Report Manager
Trial Balance E-mail or
Report Manager
General Ledger - Review of Financial Information
Steps to run reports Online reports (Ledger Inquiry, Budget Overview)
1. Add an Inquiry Name2. Complete report criteria3. Click Search button4. Report is viewed online
Static reports (Ledger Activity, Budget Status, Trial Balance) 1. Add a Run Control ID2. Complete report criteria3. Click Run button4. Specify distribution on Process Scheduler
5. Go to Report Manager – Administration tab6. After report is posted, click on report name to view
Type Format Distribution Pick up throughWeb PDF Default Report ManagerWeb CSV Default Report ManagerE-mail CSV Enter e-mail address E-mailE-mail PDF Enter e-mail address E-mail
Personalizing columns for multi-currency transactions
Ledger InquiryNavigation: Main Menu > Finance > General Ledger > Review Financial Information > Ledger
The default screen for transaction activity in Ledger Inquiry displays balances by currency on the left (CAD, USD), and in base currency (converted to CAD) on the right. To switch the order of the columns so that converted amounts appear at the left:
1. Click the Personalize link2. Highlight the base currency columns3. Use the up arrow to move the base currency order up.
The personalized column order is saved with the inquiry name.
1
2
3
Returns this report:7. 1 line per month8. Total activity for the month in
all Accounts9. Cumulative YTD activity in
all Accounts by perioda.Last line equivalent to FAS
account balance)10. Download these summary
lines to Excel11. See next slide for Detail
report
This set-up:1. Multiple periods starting May2. YTD balance requested, no
transaction details3. Account left blank will return all
accounts including appropriations and other balance sheet accounts
4. 1 Fund, Department, and Program = 1 FAS account
5. “Sum By” to display Department on screen
6. Always check Only in Base Currency
1
2
3
45
7
8 9
9a
10
9a
11
Example #1 – Total Program by month with cumulative totals
Ledger InquiryNavigation: Main Menu > Finance > General Ledger > Review Financial Information > Ledger
6
Example #1 – Total Program by month with cumulative totals
Detail by account:Result of clicking on Detail for Period 1 on previous slide -similar to lines by account on AM0901. Month of May2. All accounts are displayed3. Total of all transactions
posted to account4. Download lines to Excel5. Clicking on Activity will give
a detailed list of transactions posted to the individual account that can be downloaded to Excel
1 2 3
4
Ledger InquiryNavigation: Main Menu > Finance > General Ledger > Review Financial Information > Ledger
Example #2 – Total by Account within Program by month with cumulative totals
Returns this report:Same as Example #1 except6. 1 line per month for each Account7. Total activity for the month in
individual Accounts8. Most recent period for each Account
shows cumulative balance in that Account.a.Note that report total 8a still shows
cumulative YTD balance in all accounts (equivalent to FAS account balance)
This set-up:Same as Example #1 except5. Account will display on the
report because “Sum By” is checked. “Value Required” will ensure no records with a blank in the Account field will be reported.
1
2
3
4
5
6
9
8a
Ledger InquiryNavigation: Main Menu > Finance > General Ledger > Review Financial Information > Ledger
7 8
Returns this report:Same as Example #2 except6. Breakdown provided by
Program7. Total activity for the month
in Accounts within Program 8. Most recent period for each
Account shows cumulative balance in that Account within Programa.Cumulative YTD balance for
Department (equivalent to FAS roll-up report)
This set-up:Same as Example #2 except4.Program is now left blank to return all values5.Program and Account will both display because “Sum By” is checked
a.Note that “Sum By” was checked for Program before Account, so the sort for Program is first and Account second
1
2
3
4
5
6
7 8
9
8a
5
5a
5a
Example #3 – Total by Department by month with cumulative totals
Ledger InquiryNavigation: Main Menu > Finance > General Ledger > Review Financial Information > Ledger
Returns this report:Detailed transactions in the Department are returned, but Program and Account are not displayed. Note that the order of columns in base currency and transactions currency has been switched.
This set-up:Same as Example #3 except2. Transaction Details has
been checked
1
2
3
4
5
5
5a
5a
Example #4 – Transactions by Department (also see Ledger Activity report)
Ledger InquiryNavigation: Main Menu > Finance > General Ledger > Review Financial Information > Ledger
Returns this report:6. Cumulative revenue &
expense for Department7. Summary line for each
Account and Period8. Click on expense amount
to drill to detail for each Account and Period
9. Balance of budget for each Account and Period
10. Download lines to Excel
This set-up:1. Change to Ledger Inquiry
Set from default2. DEPT_REP for programs*3. Both revenue and
expenses selected –balance sheet excluded
4. Multiple accounting periods selected (not budget periods)
5. One Department selected -% in Account returns all
*Other options:CAP_REP – CapitalRFHSC_REP – FHS ResearchRFMAC_REP – Other Research
1 2
3 4
5
6
7 8 9
10
4
Budget OverviewNavigation: Main Menu > Finance > Commitment Control > Review Budget Activities > Budget OverviewTotal by Department
Returns this report:6. Opening balance for
period requested (May=0)7. Account and Program
displayed on each line8. All journal lines displayed
because Show Journal Detail checked
9. Total for department for each period shown – end of report shows cumulative balance
This set-up:1. Actual transactions
requested2. All transactions from May
to September3. Journal lines detail
requested4. All Accounts and Programs
within a Department (equivalent to FAS roll-up, including appropriations)
5. Detail checked so Account and Program will show on each line
1
2
3
4
5
6
7
8
9
Example #1 – Department transactions and balance for all Programs – pdf format
Ledger ActivityNavigation: Main Menu > Finance > General Ledger > General Reports > Ledger Activity
Returns this report:Run as a CSV file and opened in Excel (bottom of report shown).10. Note that multiple
programs are shown within the department because of the selections:• All program values• No summary
This set-up:Same report as above…
1
2
3
4
5
7
8
910
9
Ledger ActivityNavigation: Main Menu > Finance > General Ledger > General Reports > Ledger ActivityExample #1 – Department transactions and balance for all Programs – Excel format
Returns this report:6. Opening balance for
period requested (May=0)7. Account and Program
displayed once in each section
8. Total activity for each Account within each Program shown for May to September
9. Cumulative balance shown for each Account within each Program
This set-up:Same as Example #1 except3. Journal lines detail not
requested5. Summarize checked so
opening balance, total activity, and closing balance will be shown for in total for all periods for each Account and Program
1
2
3
4
5
6789
Ledger ActivityNavigation: Main Menu > Finance > General Ledger > General Reports > Ledger ActivityExample #2 – Department activity and balance by account for all Programs
Returns this report:(Bottom of report shown)6. 1 line per Account7. Grouping by Program 8. Available budget by Account, Program and
Department
This set-up:1. DETAIL for Programs2. Re-order to view Account
within Program3. View all chartfields on report4. Sub-total by Program within
Department5. All Accounts and Programs
requested within one Department (equivalent to FAS roll-up)
1
2
3 4
5
6
7
8
Budget StatusNavigation: Main Menu > Finance > Commitment Control > Budget Reports > Budget StatusExample #1 – Department current balance by Program and Account
Returns this report:6. 1 line per Budget Period for each Account7. Grouping by Account and Program 8. Available budget by Account, Program and
Department for each Budget Period and in total
This set-up:Same as Example #2 except1. Sub-total by Account2. Include Budget Period1
2
3 4
5
6
7
8
Budget StatusNavigation: Main Menu > Finance > Commitment Control > Budget Reports > Budget StatusExample #2 – Department totals by Budget Period by Program and Account
Returns this report:Run as a CSV file and opened in Excel format7. Debit and credit balances
as of September8. Totals for Account and
Program with names displayed
9. Sub-total for each Program
10. Total for Department
This set-up:1. Actual transactions
requested2. Balance as of September3. Re-order to view Account
within Program4. All Accounts and Programs
within a Department (equivalent to FAS roll-up, including appropriations)
5. Description checked so Account and Program name will show
6. Subtotal by Program
12
35
78
9
Trial BalanceNavigation: Main Menu > Finance > General Ledger > General Reports > Trial Balance
46
10
Balances for Department by Program and Account