ivas gl functional training manual

Functional GL Training Revised 6/28/06

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Application: General Ledger

Topic: Setup Chart of Accounts

Objectives: 1. To Setup the Chart of Accounts

Prerequisites: 1. The General Ledger Application is installed.

2. The segment values for Retained Earnings and Translation Adjustment are defined.


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Overview Before explaining how the Chart of Accounts is setup, we will first provide a discussion of the main principles in the structure of a chart of accounts in Oracle General Ledger.

Accounting Flexfield Structure Structure and Segments In the Oracle Applications system, the account structure used to classify revenues, expenses, assets, liabilities and owners equity across different business entities is called the Accounting Flexfield. The accounting flexfield can have multiple segments of multiple lengths and is usually represented as strings of numbers separated by a segment separator such as a ‘-’. The accounting flexfield is usually less than or equal to twenty-five (25) characters long due to the fixed length of the accounting flexfield field displayed throughout the Oracle Applications forms. A simple accounting flexfield structure might appear as: XX-YYY-ZZZZZ where the digits XX represent companies, YYY represent cost centers and ZZZZZ represent accounts All accounting flexfields have a balancing segment and a “true” or “natural” account segment. The balancing segment is typically the company segment. For each value of the balancing segment, the transaction amounts for that segment need to balance. The “natural” account segment is used to classify each transaction amount or balance as an asset, liability, owners equity, revenue or expense. Additionally, if Fixed Assets uses cost centers for asset tracking, a cost center segment needs to be defined. In addition to company, cost center and account, other common segment types include:

• product line • sales channel • project • geographical entity

A product line segment, which includes services and service lines as well as products, allows for a quick summation of product or service revenue and expense amounts and isolates the account segment from product or service line changes. A sales channel segment is usually utilized by consumer products manufacturers who sell material amounts of goods via direct, distributor and retail channels. A project segment would support basic project reporting for management decision-making purposes.


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A geographical entity is usually used by firms competing in geographically niched markets. For instance, cellular phone companies might use MSA, metropolitan statistical areas, to track revenues against a regions’ potential cellular subscribers (POPs). Regardless of how many or which segments are chosen, each segment should represent a single dimension. For instance, we should not have accounts such as Western Region Service Revenue which incorporates a geographical dimension (“Western”), a product line dimension (“Service”) and an account dimension (“Revenue”). Creation of such multiple-dimension values increases the maintenance costs and does not fully utilize the system’s capabilities. Dependent Segments Dependent segments are an accounting flexfield in which available values depend on values entered in a previous segment called Independent segment. For example, sub-account 1000 could mean Bank of America when combined with account 1100, Cash and could mean Building #1 when combined with account 1710, Land and Buildings. While Oracle’s documentation indicates that it can accommodate segment dependencies, implementing dependent segments comes at a high cost.

• FSG cannot be used to report on dependent segments. FSG cannot perform the logic needed to sort dependencies.

• Meaningful MassAllocations cannot be conducted across a dependent segment. • Meaningful consolidations cannot be conducted across a dependent segment. • Validation is slower. The added logic needed to determine the correct dependent value will

slow flexfield entry and journal posting. • Despite the costs inherent in setting up a dependent segment, dependent segments can make

sense when you want a segment whose values have different meanings when you combine them with different values of another segment. Dependent segments are automatically summarized and they isolate changes to the account. The concept of Dependent segment is similar to the concept of having products, except the values are differentiated by the account. However, usually independent segments can be manipulated via cross-validation rules and parent-child relationships to achieve the same effect. For instance, companies with sub-accounts usually consolidate the account and sub-account, using parent-child relationships to properly classify balances.

Segment Values Value Sets


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Segment values can be set to a pre-defined list by specifying an independent or table validated value set for the segment. Such value sets can be shared between different sets of books and different Oracle applications. Values Segment values can be numeric or alphanumeric. Values should be numeric when possible since alphanumeric values prevent effective usage of the Financial Statement Generator (FSG) and other reporting tools. To facilitate reporting, values should be grouped by ranges. For instance, all checking accounts might begin with 100 with two digits after 100 used to distinguish between multiple accounts. For instance, 10002 might be a corporate checking account at Bank of America and 10003 might be a corporate checking account at Wells Fargo. System-wide default values can be assigned to each account segment although the system frequently defaults to the value last entered. When entering segment values for the account segment, specify an account type of asset, liability, owner’s equity, Revenue or Expense. Segment Value Hierarchies Segment values can be placed within a grandparent-parent-child hierarchy. Children can have multiple parents, and parents can have multiple children. Parent and grandparent accounts should not be postable or budgeted for. Segment values can be set up and maintained for multiple organizations and hierarchies. Rollup Groups Rollup groups are used to support faster inquiry and reporting on specific sets of values at the expense of multiplying the amount of data posted. Rollup Groups are descriptive labels used to “tag” an accounting segment’s values. The set of tagged values or rollup group is then incorporated into a summary template where the set of values can be inquired and reported on. For instance, if the following cost centers and parameters were entered: Value Cost Center

Parent? Rollup Group

Children in Range

2000 Operations Yes OPS 2001-2999 2100 Manufacturing Yes MFG 2101-2199 2200 Maintenance Yes 2201-2299 2300 Distribution Yes MFG 2301-2399

The rollup group OPS would include all values associated with cost center 2000, which includes all children with values from 2001 through 2999. The rollup group MFG would include all values associated with cost center 2100 and cost center 2300, which includes all children with values from 2101 through 2199 and from 2301 through 2399.


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Summary Accounts Summary Accounts are accounts whose balances reflect the sum of other account balances. Summary Accounts can be used for quick reporting, online inquiry, formulas and allocations. Rollup groups are used by specifying them as parts of summary templates. A summary template has a descriptor for each accounting flexfield segment. The descriptor can either be T, D or the name of a rollup group. T indicates the total of all values for the segment should be reported. D indicates that the segment should be reported in detail, value by value. A rollup group name indicates that the total for all values associated with the group should be reported. When a transaction is entered that involves one of the children of a summary template’s rollup group, the transaction is posted both to the child as well as the rollup group. For instance, a debit of $2000 to accounts payable for cost center 2101 would result in postings of $2000 to accounts payable for cost center OPS and MFG as well. Summary Accounts and Rollup Groups vs. Parent-Child Hierarchies Only Summary Accounts and Rollup Groups provide functionality, but at a cost. The relative merits and drawbacks of Summary Accounts and Rollup Groups versus using only Parent-Child Hierarchies are outlined below. Summary Accounts and

Rollup Groups Parent-Child Hierarchies

Posting Speed Slower Faster Posted/Stored Data Multiple records One record Allows use of Summary Inquiry form

Yes No

Report Speed Faster Slower, needs to check parent-child hierarchy to construct summations

Usually, some limited use of summary accounts makes sense for frequently inquired upon cost center or account groups. However, the duplicative effect that rollup groups can have on disk space requirements discourages extensive usage of summary accounts to accommodate user needs. For extensive account grouping and summations, data query tools such as Business Objects or Data Browser may be more cost effective. Cross-Validation Rules Cross-validation rules are used to prevent invalid segment value combinations from being created. For instance, when an account segment value specifies revenue or an expense, a cross-validation rule might require that a cost center be specified. These rules will need to be defined during set-up. Another option would be to have only one cost center as valid for certain accounts such as some balance sheet accounts. Cross-validation rules are especially important to define if dynamic insertion is permitted. For an account combination not previously entered successfully into the system, the cross-validation rules will verify that the combination is acceptable or prompt a message for the user to


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change a segment value. Cross-validation rules do not verify previously entered or pre-defined combinations.

Set of Books In Oracle General Ledger, a Set of Books is a fundamental structure associated with one accounting calendar, one chart of accounts, and one currency. When a user selects a Responsibility after logging on to Oracle Applications, the system automatically associates that user with a specific Set of Books. Example of an Accounting Flexfield As an example, following may be the accounting flexfield structure based on the expected requirements of a small to medium-sized software or light manufacturing company.

Segment Name Size Comment Company 2 Balancing segment within a legal reporting entity. Department 3 Cost Center segment defining divisions of financial responsibility. Account 5 Natural Account segment defining account types. Product 4 Used to identify product lines. Project 4 Used to identify capital or indirect project costs when Oracle

Project Accounting is not implemented.. Intercompany 2 Used to identify trading company for intercompany transactions.


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Following is a brief explanation of how the chart of accounts may be setup in for the example company configuration.

LAB Exercise: Define Accounting Flexfield Value sets and values Navigate to: Setup>Financials>Flexfields>Validation>Sets

Define the Value Set for each segment to determine the format and value validation. As a “Best

Practice” all value sets should be defined with:

• Security Enabled checked: to enable segment-level security to be used to control user access to specific segment values at the Responsibility level.

• Enable Longlist unchecked: so that the display window appears for all segments without the user having to enter query criteria.

• Numbers Only unchecked: to enable alpha characters to be used if required, although the use of alpha characters in not recommended.

• Uppercase Only checked: to force standardization on uppercase characters if alpha values are used.

• Right-justify and Zero-fill Numbers unchecked: so that when the user types in the first number(s) of a segment value, the system works to bring up a list of values starting with that string, instead of filling zeros.

• Validation Type set to Independent so that only pre-defined values can be used. Normally dependent value sets are not used, and are not recommended.

Define Following value sets:

Define Company Segment Value Set with Maximum Size of 2:

Define Department Segment Value Set with Maximum Size of 3:


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Define Account Segment Value Set with Maximum Size of 5:

Define Product Segment Value Set with Maximum Size of 4:

Define Project Segment Value Set with Maximum Size of 4:

Define Intercompany Segment Value Set with Maximum Size of 2:


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Setup Item: Define Segment Default Values

Define values that will be assigned as Default Values for segments in the Accounting Flexfield. For

example we assign ‘0’ (one zero) as the default for the Product, Project and Intercompany segments.

These are the only segment default values assigned. We do not normally assign a default Company

default value, unless the client has only one Company code; it is preferable to control the company

default through Security Rules.

Navigate to: Setup>Financials>Flexfields>Key>Values


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Lab Setup Item: Define Accounting Flexfield Structure

Navigate to: Setup>Financials>Flexfields>Key>Segments

Find the Accounting Flexfield for Oracle General Ledger

Enter a suitable Title and Description

Change the Segment Separator to Dash (-)

Check boxes for:

Enabled

Cross-Validate Segment

Allow Dynamic Inserts

Select Segment button

Define Company Segment:


Select Open button

For all Segments:

Description: Enter description, can just be same as Name.

Indexed: Check box

When you get this Caution message, just select OK.

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Select Flexfield Qualifiers button

Enable Balancing Segment qualifier

Return to Segments Summary screen.

Define Department Segment:

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Select Open button

Select Segment Qualifiers button

Enable the Cost Center Segment qualifier

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Define the Account Segment:

Select Open button

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Enable Natural Account Segment qualifier

Define Product Segment:

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Select Open button

Default Type: Constant

Default Value: 0

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Define Project Segment:

Select Open button


Default Value: 0

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Define the Intercompany Segment:

Select Open button


Default Value: 0

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Enable Natural Account Segment qualifier

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Return to Key Flexfield Segments screen

Check the Freeze Flexfield Definition box

Answer OK to Caution message

Select Compile button

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Lab Item: Load Account Segment Values

In this exercise you can define account segment values manually.

To Define Values Manually:

Navigate to: Setup>Financials>Flexfields>Key>Values

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Find by Value Set and define the values

Examples below are for the Account segment values.

Note the importance of setting the correct Account Type

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Lab Setup Item: Define Cross-Validation Rules

Define Cross-Validation Rules

Navigate to: Setup>Financial>Flexfields>Key>Rules

Use cross-validation rules to control the combinations of segment values that can be created by users.

Cross-validation rules are particularly important when the Accounting Flexfield is defined to allow

Dynamic Insertion of account combinations. Define cross-validation rules based on the Client’s

requirements before users have access to the Production database, because the rules can only control

the creation of new account combinations.

As an example, Practice defining these cross-validation rules:

Name Description

DEPT-01 Department not allowed with Balance Sheet accounts except for Fixed Assets


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DEPT-02 Department required for Fixed Assets balance sheet accounts and all Income

Statement accounts

PRODUCT-01 Product code not allowed with Balance Sheet accounts

PROJECT-02 Project code not allowed with Balance Sheet accounts except for Fixed Assets

CIP accounts

ACCOUNT-01 Account 00000 not allowed

The screens which follow show the setup of these cross-validation rules.


Rule DEPT-01:

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Rule DEPT-02:

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Rule PRODUCT-01:

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Rule PROJECT-01:

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Rule ACCOUNT-01:

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This concludes the Chart of Accounts setup. You are now ready to proceed with steps to setup the

Set(s) of Books.

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Topic: Define Set of Books

Objectives: 1. To Setup the Set of Books

Prerequisites: 1. The Accounting Flexfield Structure is defined.

Overview

This document explains how the set of books was setup in a new configuration. If you are setting up a new install from scratch, use this document as a guide, but modify as required to suit client requirements.

Setup Item: Define Period Types

Define Calendar Period Types

Navigate to: Setup>Financial>Types

Oracle General Ledger comes seeded with three calendar period types: Month, Quarter and Year.

Usually these period types will be sufficient, even where a fiscal accounting calendar is required (such

as April-to-March) instead of the standard January-to-December calendar. The Year Type for Month

should still be Calendar regardless of the calendar type.


The only change that may be required is if the Client requires 13 or 14-periods per year with a 13th and

possibly a 14th Adjusting Period.

If the client wants to generate year-end journals, they will need to create an adjusting period as the last

day of the fiscal year, and the first day of the new fiscal year.

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Setup Item: Define Accounting Calendar

Define Accounting Calendar

Navigate to: Setup>Financial>Calendar>Accounting

For example, if the Calendar has that s to be defined is from JAN-2007 to DEC-2007 (December,

2007), the periods defined for each year are:

• 12 Month Periods named JAN-XX to DEC-XX • 4 Quarter Periods named Q1-XX to Q4-XX • 1 Year Period named YR-XX, where ‘XX’ is the 2-digit year.

When defining the accounting calendar for a new year always include JAN of the following year. This

ensures that DEC of that year can be closed without error. To close the last period of a year, the first

period of the next year must exist and be set to Future Entry before expense and revenue account

balances can be written off to retained earnings.

When you exit the Accounting Calendar window, full calendar validation is launched. You can choose

to validate all calendars or the current calendar. This validation process launches the Calendar


Validation Report which helps identify calendar errors that might interfere with the proper operation of

the General Ledger.

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The screens below illustrate the correct definition of all periods for the calendar year 2000 (including

JAN-01).

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Setup Item: Define Set of Books

Define Set of Books

Navigate to: Setup>Financial>Books>Define

The screens below illustrate the Set of Books setup.

Explanation of Journaling Options:

• Balance Intercompany Journals: Allows users to post out-of-balance intercompany journal entries, and automatically balance intercompany journals against an intercompany account that is defined.

• Joural Approval: When Journal Approval is enabled and a journal entry’s journal source requires

approval, the journal must be approved by the appropriate level of management before any further action can be taken.

• Journal Entry Tax: Allows users to manually enter taxable journal entries in General Ledger.

When this feature is enabled, the system will automatically calculate associated tax amounts and generate tax journal lines.

• Suspense: Allows users to post out-of-balance journal entires, and automatically balance those journal entries by posting the offset against a suspense account. If this option is enabled, a suspense account must be entered for the set of books.

• Rounding Differences: Allows users to track penny differences in currency conversions. If this opiton is enabled, a rounding differences account must be entered for the set of books.


On Most configurations, Average Balances, Budgetary Control, and MRC (Multiple Reporting

Currencies) functionality is not enabled. In this case, the MRC Set of Books Type is set to Not

Applicable.

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Setup Item: Assign Set of Books to GL Responsibility

Assign Set of Books to GL Responsibility

Before a Set of Books can be used, it must be assigned to a General Ledger responsibility.

In System Administrator Responsibility:

Navigate to: Profile>System

The Find System Profile Value window appears.

Display zone

Site: Uncheck box

Responsibility: Check box

Select required General Ledger responsibility

Profile: Enter GL%

Select Find button

Assign the Set of Books Name and Save


The screens below show the Set of Books assignment:

This concludes the setup of a Set of Books.

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Topic: Open and Close Period

Objectives: 1. To open an accounting period to enter and post journals

2. To close an accounting period after finishing month-end processing

Prerequisites: 1. First period has already been opened. Refer to class discussion on opening the First GL Period.


Open a Period Navigate to: Setup>Open/Close

Click on Open Next Period button to open AUG-00.

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Click on Yes.

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Click OK.

The next period is opened.

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Close a Period Navigate to: Setup>Open/Close

Select the period to close (DEC-95). Click on the poplist in the status field or Ctrl+L.

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Select Closed.

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The selected period is closed. Save your work. Note: Unlike opening a period, you must save to commit closing a period.

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Process: Create Manual Journals

Objectives: 1. To enter manual journal

Prerequisites: 1. Prepared journal voucher


Journal Batch Information Navigate to: Journals>Enter Click on New Batch or New Journal button. A journal entry must belong to a batch for posting. You can either manually create a batch, and then add one or more journals to it, or just create journals and let the system automatically create a batch for each journal. Journal Batch Information

All journal entries in a batch share the same period.

Batch: Enter the batch name to identify the batch in reports. The recommended naming convention is User_Initials-Date (MMDDYY)-Daily _Sequence_No. (Ex: JS-072500-01).

Period: Enter the accounting period to which the journal entries will be posted. It defaults to the current opening period.

Description: Optionally, enter a description for the batch. Control Total: Optionally, enter the control amount of the batch.

After entering the batch level information, click on Journals button to add journals to the batch. Note: If you choose to bypass batch creation and create the journal, the system will automatically create a batch with the naming convention of Journal Name – Date – Time (Eg.: TEST- CREATE MANUAL JOURNAL 25-JUL-00 16:44:27).

Journal Header Information of 138


All lines in a journal share the same currency and category.

Journal: Enter a unique journal name for identification purposes if you have bypass batch creation. It is recommended that you use the batch naming convention for journals: User_Initials-Date -Daily _Sequence_No. (Ex: JS-072500-01)

Period: Select the period for the journal entries. If a batch was created, it defaults to the period entered at the batch level.

Effective Date: Accept or change the Default. Category: Select a category for the journals. Balance Type: When you are entering actual journals through this window, Actual will

default since encumbrance is not enabled, and budget journals are entered in another window.

Description: Enter a description for the journal. This description will default to each journal line description.

Control: Optionally, enter the control total to verify the total debits for the journal lines against the journal control total.

Currency: Select the currency. The default will be the functional currency for the Set of Books. (Note: You must enter STAT in this field to enter statistical journals.)

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Journal Line Information

Line: Enter the line number. If you enter 1 as the first number, the system will increment each new line by 1. If you enter 10, each new line will increment by 10. Line increments of 10 are good practice, as this enables you to insert new lines later in the required order.

Account: Enter the Account for the journal line. You can use the account field poplist or Ctrl+L to open the Accounting Flexfield window, or type the full account manually.

Debit/Credit: Enter the debit or credit amount for the designated account. (Note: Total debits must equal total credits.) Description: Optionally, change the description that defaults from the journal header. Save your work.

If Journal Approval is not enabled, the journal batch is now available for posting. If Journal Approval is enabled, you must now submit the journal batch for approval.

To approve the batch, click on More Actions button.

If Journal Approval is enabled, in the More Actions window, click on Approve Batch button. If the batch was not saved, a message will appear that this action will automatically save the batch, and a number of records were created. Click on Yes.

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A Note window will pop up to indicate that the journal batch has been forwarded to an approver. Click OK. Approve Manual Journal If Journal Approval is enabled, then the journals need to be approved by the approver in the approval hierarchy. For an explanation of this process refer to the document GL Approve Journals Training. Post Manual Journal There is more than one way to post manual journals. You can go directly to the Post window. Navigate to: Journals>Post

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Find the journal batch.

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Check the box to the left of the batch to select it for posting. In this window, multiple journal batches can be selected for posting. If Journal Approval is enabled, and the batch was not approved, it would have a Post Status of Unpostable rather than postable. To post the batch(es) selected for posting, click on the Post button. A Note window will display the concurrent request ID. Click OK. Another way to post a journal is through the form Journals Enter. Navigate to: Journals>Enter In the Find Journals form, enter a search parameter such as part of the batch name.

Click on the Find button.

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You can click on the Review Journal or Review Batch to review the journal before posting. To post the batch, click on More Actions button.

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Then click on the Post button. Optionally, journal batches can be posted periodically though the AutoPost window.


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Process: Post Journals

Objectives: 1. Post approved journal.

Prerequisites: 1. Journal is prepared and approved.

Overview There are several ways to post journal batches: use the Post Journals window to select and post several journal batches; use the More Actions window to post a journal batch directly, use the Autopost program to periodically post journal batches.


Post Journals Window Go directly to the Post window. Navigate to: Journals>Post

Find the journal batch or batches.

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Click on the box to the left of the batch to select it for posting. Note: You can select multiple batches for posting at the same time. If Journal Approval is enabled, and the batch was not approved, it would have a Post Status of Unpostable rather than postable. To post the batch(es) selected for posting, Click on the Post button. A Note window will display the concurrent request ID. Click OK.

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More Actions Form. Another way to post a journal is through the More Actions form. Navigate to: Journals>Enter In the Find Journals form, enter a search parameter such as part of the batch name.

Click on the Find button.

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You can click on the Review Journal or Review Batch button to review the journal before posting. To post the batch, click on More Actions button.

Then click on the Post button.

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Posting Journal Batches Automatically (Autopost) Journal batches that meet specific criteria can be automatically posted once an AutoPost criteria set is defined. Multiple criteria sets can be defined that include a range of journal effective dates and multiple AutoPost priorities. AutoPost priorities include combinations of journal source, journal category balance type, and period. Define an AutoPost Criteria Set Navigate to: Setup>Journal>AutoPost

Criteria Set: Name of the AutoPost criteria set. Description: Description of the AutoPost criteria set. Enabled Check Box: The default is to enable the criteria set. Uncheck the box to disable criteria set. Posting Submission Options: Select option Submit All Priorities in Order to submit the batches for all of the AutoPost priorities in the same AutoPost run. The priorities are processed in order, based on the priority number. Use the Submit Only Priorities with Batches in Order option when there is a need to

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balance the load on the concurrent manager. Journal Effective Dates: From: Starting effective date of the range, entered as the number of days before AutoPost submission date. Number from 0 to 1000. To: Ending effective date of the range, entered as the number of days after AutoPost submission date. Number form 0 to 999. Priority Number: The priority number must be a value form 1 to 99, where 1 is the highest priority and 99 is the lowest. Batches with higher priorities are posted first. Priority Criteria: Besides a priority Number, each priority includes a Journal Source,

Journal Category, Balance Type, and Period. Run the AutoPost Program Once an AutoPost criteria set is defined, run the AutoPost program to select and post any journal batches that meet the criteria defined by the criteria set. Navigate to: Setup>Journal>AutoPost Query the AutoPost criteria set for which you want to run the AutoPost program.

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Click on the Submit AutoPost button.

A Note will display the Automatic Posting concurrent request ID. Review the AutoPost Execution Report after the program completes successfully. Schedule the AutoPost Program The AutoPost program can also be scheduled to run at specific times and submission intervals. Navigate to: Setup>Journal>AutoPost Query the AutoPost criteria set for which you want to run the AutoPost program.

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Click on the Schedule AutoPost button. The Submit Request window will appear.

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To schedule options on the Submit Request window, click on the Schedule button.

Select the Run option.

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As Soon as Possible: Submits request as soon as possible. Once: Submits request once at the time and date specified. When Once is chosen, a special time field appears that lets you

specify the time of day to submit the request. Use the calendar by selecting the List of Values icon in the field to select a date and time to submit the request.

Periodically: Submits request repeatedly at the interval specified. When Periodically is chosen, several new fields appear that let you specify the interval of minutes, hours, days or months that you want to wait before resubmitting a request. The interval can be specified from the requested start time of the request or from the completion time of the request. Advanced: This option is reserved for future releases. Click OK to exit the Schedule form. Then Click on the Submit button in the Submit Request window. Review the AutoPost Execution Report after the program completes successfully.


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Process: Reverse Posted Journals

Objectives: 1. To create reversal journals

Prerequisites: 1. Journal is entered and posted.

Overview In summary, the steps to create Reversal journals are:

• Query the journal to be reversed. • Reverse the journal • Review and approve the reversal journal. • Post the reversal journal.


Query the Journal to be reversed. Navigate to: Journals>Enter

Find the journal.

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Click on Review Journal button.

Reversal Options:

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• More Details allows you to define a reversal accounting period and reverse the journal. • More Actions allows you to reverse journals with or without a predefined reversal period.

Click on More Details button. In the Reverse zone of the More Details window:

Period: Select the accounting period for the reversing entry. Method: Select the appropriate Method. Switch Dr/Cr will debit an original credit

entry and credit a debit entry. If you select Change Signs, this will reverse a debit by changing the sign to a negative debit and a credit entry by changing the sign to positive credit. Recommendation: Use the Switch Dr/Cr method when reversing accruals and the Change Signs when reversing journals to correct a mistake.

Click on Reverse Journal button to actually reverse the journals. Click on Yes in the decision window to commit the journal reversal. Note: If you do not click on the Reverse Journal button at this time the journal is marked for reversal, and will have to be reversed at another time. Alternatively, click on More Actions button.

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In the More Actions window, click on Reverse Journal button.

Select the reversal period. Click on OK and a Note window will display the concurrent request ID.

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Note: After the journal has been reversed, the status field is changed to Reversed.

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Review, Approve and Post Reversal Journal Navigate to: Journals>Enter

Find the reversal journal. Note: Oracle GL names the reversing journal as Reversing“Original Journal Entry Name”-Date-Time (Ex: Reverse “Test - Create Manual Journal” 01 AUG-00 12:12:24). Therefore, find the reversing journal by typing Reverse% in the Journal field and the Period as a searching criterion.

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Click on Review Journal button.

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Note: Although you can modify the reversal journal, it is recommended that you do not do so, as this would mean that the original accrual is not fully reversed. If the reversal has been marked for the wrong period, then you can change the accounting period of the reversal journal by clicking on More Actions button. In the More Actions window, click on Change Period button and enter the new period. If Journal Approval is not enabled, the journal is now available for posting. If Journal Approval is enabled, you must now submit the journal for approval.

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If the journal requires approval before it can be posted, click on More Actions button to submit the journal for approval.

In the More Actions window, click on Approve Batch button. A Note window will pop up to indicate that the journal batch has been forwarded to an approver. Click OK. Post the Reversal Journal Otherwise in the More Actions widow, you can click on Post, to post the journal.

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Mark Journal for Reversal At times you will want to mark a journal for reversal at the time of journal entry, and then generate the reversal at another time. For example, it is recommended practice to mark accrual journals for reversal at the time of journal entry, and then generate the reversal journal after the current period is closed. Enter a Journal. Navigate to: Journals>Enter

After the journal lines are entered, click on the More Details button to flag the journal for reversal.

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In the More Details window:

Reference: Enter the reversal descriptive reference. Clearing Company: May be used for intercompany processing, but not relevant for this transaction. Period: Select the accounting period for the reversing entry. Method: Select the appropriate Method. Switch Dr/Cr will debit an original credit

entry and credit a debit entry. If you select Change Signs, this will reverse a debit by changing the sign to a negative debit and a credit entry by changing the sign to positive credit. Recommendation: Use the Switch Dr/Cr method when reversing accruals and the Change Signs when reversing journals to correct a mistake.

To mark the journal for reversal at a later point in time, click on the save icon or on the menu bar click File>Save. Then close the More Details form. Do not click on the button Reverse Journal. If Journal Approval is not enabled, the original journal is now available for posting. If journal Approval is enabled, you must now submit the journal for approval. Click on the More Actions button to either approve the original journal or post it.

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If the journal requires approval, the Approve Batch button will appear for you to Click on. Otherwise in the More Actions window, you can click on Post, to post the original journal.

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Use Journal Reversal Criteria to Mark Journals for Approval To routinely generate and post certain types of journal reversals as part of month end closing and opening procedures, you can save time and reduce entry errors by using Journal Reversal Criteria to mark a category of journals for reversal. Define journal reversal criteria for journal categories. “Journal reversal criteria” lets you specify the reversal method, period and date. Navigate to: Setup>Journal>AutoReverse

Query an existing journal category. In the Journal Reversal Criteria window:

Category: An existing journal category. You can query and modify existing categories but you can not create new journal categories in this window.

Reversal Method: Switch DR/CR reverses journals by changing the sign of the originating journals. Change sign reverses journals by changing the sign of the originating journals. Reversal Period The options are No Default, Same Period, Next Period, and Next Non-

Adjusting Period. AutoReverse Mark the AutoReverse checkbox to enable AutoReverse for this

category. The default is disabled. AutoPost Mark the AutoPost checkbox to enable AutoPost for this category. The default is disabled.

Note: It may be a good idea to define new journal categories to mark for reversal. Enter and post Actual journals with a journal category that has reversal criteria defined and enabled for Auto Reverse.

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Navigate to: Journals>Enter

Once the journal is entered and if necessary approved, post the journal.

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Generate Reversal Two ways to mark journals for reversal are through the More Details form and through use of Journal Reversal Criteria sets. To reverse the posted journals that are marked for reversal, navigate to the Reverse Journals window to launch the Automatic Reversal program. Navigate to: Journals>Generate>Reversal

Find the journal(s) to be reversed. Enter the search criteria in the Find Journals form, then click on the Find button.

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In the Reverse Journals window: Checkbox: Check this box to select the journal for reversal. Reversible: The reversible status of the journal. For a journal to be reversible it has to meet certain prerequisites such as the reversal period must be open. Journal: The name of the journal. Description: The description of the journal. Period Entered: The accounting period of the original journal entry.

Period Reversing: The accounting period specified as the reversing period based on the Journal Reversal Criteria.

Select Journal Entries you want to reverse by checking the checkbox to the left of the journal.

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Click on the Reverse button. Navigate to the Enter Journals window and find the journal just reversed. Navigate to: Journals>Enter Notice the journal is reversed and not posted. The reversed journal must now be posted through the standard posting methods outlined earlier.

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Other Ways to Automatically Reverse Journals Besides navigating to the Reverse Journals window which launches the Automatic Reversal program, there are two other ways of automatically reversing journals.

• Navigate to the Submit Request window and select the program Automatic Reversal. • Run the Open Period program to launch the Automatic Reversal program.

First, create a journal marked for reversal. Navigate to: Journals>Enter Create a journal with a journal category that has reversal criteria defined and set for AutoReverse. Or, mark the journal for reversal through the More Details window.

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The journal category Accrual_AutoReverse is defined for AutoReverse. Once the original journal is entered, post the journal. To automatically generate the reversal: Navigate to: Report>Run

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In the Run this Request zone. Name: Click on poplist to select “Program – Automatic Reversal”. Parameters Click field for poplist to bring up Parameters window. Select Period of journal to be reversed. Then click OK button. After selecting the appropriate run time and completion options in the Submit Request window, click the Submit button. Navigate to the Enter Journals window and find the journal just reversed. Navigate to: Journals>Enter Notice the journal is reversed and not posted. The reversed journal must now be posted through the standard posting methods outlined earlier.

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Process: Import Subledger Journals

Objectives: 1. To import subledger data to General Ledger.

Prerequisites: 1. Subledger transactions have been transferred to GL_INTERFACE table.

Overview Journal Import creates journal entries from accounting data you transfer from other applications. Oracle applications which transfer transactions to the General Ledger are: Accounts Payable, Accounts Receivable, Fixed Assets, Purchasing, Inventory, Projects, and Payroll. Oracle Assets creates journal entries directly in General Ledger, it does not use the GL interface like other subledgers. You can also use Journal Import to create journals from external subledger systems if the transactions are loaded into the GL_INTERFACE table using custom interface programs. Note: It is strongly recommended that subledger journals are not adjusted in GL as it would cause reconciliation problems. Whenever possible, you should make adjustments in the subledger and allow the correcting entries to flow to the GL in the next transfer. For this reason, all subledger Sources have the Frozen flag enabled to prevent changes. Navigate to: Setup>Journals>Sources


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Import Subledger Journals Navigate to: Journals>Import>Run

Enter the Following:

Source: Select the Source for which you want journal import to create journals

Group ID: Optionally, specify a unique Group Id for each request. (Required for Projects) Post Errors to Suspense: If suspense posting is allowed in the Set of Books, you can

choose Post Errors to Suspense. If this option is chosen, journal import will create journals with account errors in the source data. If this option is not chosen, journal import will reject any source that contains account errors. Post Errors to Suspense is normally not enabled.

Create Summary Journals: If Summary Journals is chosen, journal import summarizes all transactions into one debit and credit line for the same account, period, and currency. Note: Best practice is to create summary journals. If you do not, you will generate a large number of journal lines.

Date Range: Enter a Date Range to have General Ledger import only journals with accounting dates in that range. If you do not specify a date range, General Ledger imports all journal data.

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Import Descriptive Flexfields: You can import descriptive flexfield data with or without validation. If validation is chosen, journal import creates journals only if validation succeeds.

Note: If you choose to create summary journals, you cannot import descriptive flexfields. Import Purchasing Journals


Source: Select Purchasing. Group ID: This can be left blank. Create Summary Journals: Check this box so those summary journals will be created. Note:

If a business decision has been made during implementation that detail transactions will be transferred to the GL, then you should not check this box.

Import Descriptive Flexfields:Leave as No, unless descriptive flexfields have been defined in Inventory for transferring information to the GL.

Click the Import button.

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Click on Yes to commit import. A Note window will display a request ID. Review Journal Import Execution Report and ensure that the status is Success. If there are errors, determine how to correct them. If you have only a few Journal Import errors, correct the errors from the Correct Journal Import Data window, then rerun Journal Import on the corrected data. Navigate to: Journals>Import>Correct If the number of Journal Import errors is high, delete all of the import data for your journal entry source and Group Id. Correct the errors then repopulate the GL_INTERFACE table before rerunning Journal Import. Navigate to: Journals>Import>Delete

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Import Inventory Transactions


Source: Select Inventory. Group ID: This can be left blank. Create Summary Journals: Check this box so those summary journals will be created. Note:

If a business decision has been made during implementation that detail transactions will be transferred to the GL, then you should not check this box.

Import Descriptive Flexfields:Leave as No, unless descriptive flexfields have been defined in Purchasing for transferring information to the GL.

Click the Import button.

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Click Yes to commit the import. A Note window displays the request ID. Review Journal Import Execution Report and ensure that the status is Success. If there are errors, determine how to correct them. If you have only a few Journal Import errors, correct the errors from the Correct Journal Import Data window, then rerun Journal Import on the corrected data. Navigate to: Journals>Import>Correct If the number of Journal Import errors is high, delete all of the import data for your journal entry Source and Group Id. Correct the errors then repopulate the GL_INTERFACE table before rerunning Journal Import. Navigate to: Journals>Import>Delete

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Import Projects Transactions


Source: Select Projects Group ID: For Projects this must be selected from the field poplist. Create Summary Journals: Check this box so summary journals will be created. Note: If a

business decision has been made during implementation that detail transactions will be transferred to the GL, then you should not check this box.

Import Descriptive Flexfields: Leave as No, unless descriptive flexfields have been defined in Purchasing for transferring information to the GL.

Click the Import button. Note: For Projects, unlike for Purchasing and Inventory, the Group Id must be selected. The reason for requiring a Group id is that there are four interfaces from Projects to the General Ledger: Labor Costs, Usage and Miscellaneous Costs, Total Burdened Cost, and Revenue. There are reports in Projects that identify the interface for a Group id. A Note will appear, that asks “Are you sue you want to start Journal Import”. Click Yes to commit the import. A Note window displays the concurrent request ID.

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Review Journal Import Execution Report and ensure that the status is Success. If there are errors, determine how to correct them. If you have only a few Journal Import errors, correct the errors from the Correct Journal Import Data window, then rerun Journal Import on the corrected data. Navigate to: Journals>Import>Correct If the number of Journal Import errors is high, delete all of the import data for your journal entry Source and Group Id. Correct the errors then repopulate the GL_INTERFACE table before rerunning Journal Import. Navigate to: Journals>Import>Delete


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Process: Create Budgets

Objectives: 1. To define a budget.

2. To define a budget organization.

3. To enter budget amounts.

4. To upload budget amounts.

Prerequisites: 1. Definition of chart of accounts structure, set of books and accounting flexfield segment values.

2. Generation of accounting flexfield code combinations that will have budget amounts. With Release 11, this can be accommodated through Oracle General Ledger’s mass maintenance functionality. This can also be done by creating a journal in the Application Desktop Integrator (ADI) with the appropriate budgeted accounts. The journal can then be imported into Oracle General Ledger, creating the code combinations via dynamic insertion, and then deleted before it gets posted so that no accounting activity takes place.


Overview Budgets within Oracle General Ledger: • Provide a measure against which actual business activity is compared. • Can serve to control expenditure amounts in government organizations via budgetary control and

encumbrance accounting. Budgets can be entered into Oracle manually, copied and modified from another budget, entered as journals, or entered through Application Desktop Integrator (ADI). Define a Budget

Navigate to: Budgets>Define>Budget

In the Define Budget screen:

Name: Name of budget. Since most budgets change annually, for clients creating yearly budgets, a concatenation of the budget descriptor and fiscal year is recommended. For instance, MTN VIEW 98.

Description: Description of budget. For instance, Mountain View Budget 98. Status: Click field for poplist or [Ctrl+L] to select status. Require Budget Journals: <Leave unchecked> If the Require Budget Journals flag is

enabled for the set of books, this option will already be selected and can not be changed. When you require budget journals, you can only use budget entry methods that create journals, namely budget journals, budget transfers, MassBudgets, consolidation of budget balances, and the Application Desktop Integrator’s Journal Wizard.

Note: Use budget journals to maintain an audit trail for your budget balances. Other budget entry methods update budget balances directly.

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In the Budget Periods zone:

First: Click field for poplist or [Ctrl+L] to select first period of budget

Last: Click field for poplist or [Ctrl+L] to select last period of budget

Master Budget: Click field for poplist or [Ctrl+L] to select master budget name, if any. Save the budget. When done ‘Open Next Year’ so that the budget can be budgeted against. Define a budget organization

Budget organizations indicate: • What sequence the accounting flexfield segments will be displayed in. • Whether password security is enabled. • What accounting flexfield code combinations will be reported on or budgeted to.

Navigate to: Budgets>Define>Organization

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In the Define Budget Organization screen:

Name: Name of budget organization. Description: Description of budget organization. Ordering Segment: Typically, this will be the Account segment.

Display Sequence: Click in field to bring up Display Sequence window. Indicate, using the numbers 1 through n, the order of the accounting flexfield segments where n is the number of segments in the accounting flexfield.

In the Password Security zone: Enabled: Defaults to ‘No’. Unless encumbrance accounting and budgetary control are in effect, this should be ‘No’. Set Password: If appropriate, enable password security by clicking on this button, and enter password.

Click the Ranges Button.

In the Account Ranges window:

Line: Begin with 10 and increment by 10. Low: Flexfield at low end of range. High: Flexfield at high end of range. Type: Click on drop down list to select type, ‘Entered’ or

‘Calculated’. Unless you are using budgetary control, you will most likely want ‘Entered.’

Currency: Click on field for poplist or [Ctrl+L] to select currency.

Save your work.

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General Ledger launches a concurrent program to assign all the existing accounts within the designated

ranges to the budget organization.

Click on the Range Assignments button to review the accounts assigned to your organization.

To temporarily delete an account assignment, put the cursor in the account assignment row, then: • from the menu bar select Edit>Delete, OR • from the toolbar, select the Delete icon.

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Click on Yes in the Decision box to temporarily delete the account. Note: The account assignment is only deleted from the budget organization until the Maintain Budget Organization program is run. That program is initiated by clicking on the Maintain button on the Define Budget Organization window. To delete an account assignment permanently from the budget organization, delete the range that includes the account. Then create a new range or combination of ranges that excludes the account. Once the upload is completed, the budget is available for posting (or approval if it is required) in the General Ledger.

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Freeze the Budget Freezing a budget prevents the budget from being modified. Navigate to: Budgets>Freeze Once in the Freeze Budget window, click on the Organizations tab.

In the Organization zone:

Budget: Click on field for poplist or [Ctrl+L] to select available budget. Check the Frozen box and save the form to ‘freeze’ a budget. Please note that you simply remove the check in the Frozen box and save to ‘unfreeze’ a budget.

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Process: Create Basic FSG Reports

Objectives: 1. To create the basic components for a Balance Sheet report.

Prerequisites: 1. Define Account Hierarchy

2. Define Department Hierarchy

Overview Financial Statement Generator (FSG) is a tool used to build custom financial reports without programming to meet the individual business reporting needs that are dependent on such factors as business type, business size, organizational structure, and management preferences. In summary, the steps to create FSG report are:

• Optional, draft the report on paper • Define row sets • Define column sets • Define column set heading • Define financial reports and report sets • Request financial reports and report sets

Before creating FSG report, it is recommended that you first draft it on paper. Sketching the financial report in advance will help you plan the format and content and therefore saves you time.


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Define Row Sets Row sets are defined to specify the format and content of the report rows. Define Row sets include assigning accounts, defining calculations and formatting. There are three types of row sets:

• Heading rows • Detail rows (Account Range) • Calculation rows (Subtotals and Totals)

Example: R# 10 Assets: 20 Current Assets: 30 Cash Acct.#10000 = 10001 – 10999 40 Accounts Receivable Acct.#11100 = 11101 – 11199 50 Other Receivables Acct.#11800 = 11801 – 11899 60 Allowance for A/R Acct.#12001 = 11901 – 11999 70 Inventory Acct.#12001 = 12001 – 12999 80 Prepaid Expenses Acct.#13000 = 13001 – 13999 ------------------------------------- 100 Total Current Assets Sum of Rows of 01 through 99 The above example illustrates the following:

• Rows 10-20 are the heading rows • Rows 30-80 are the detail rows • Row 100 is the calculation row

For the purposes of row set training, we will define the following rows to exemplify the three types of row sets defining:

Row 10 Assets: Row 30 Cash Acct.#10100 = 10001 – 10999 Row 100 Total Current Assets Sum of Rows of 01 through 99


Navigate to: Reports>Define>Rowset

Define Row Sets:

Name: Enter a name for the Row Sets (Balance Sheet). Description: Enter a description for the Row Sets (Balance Sheet = Current –

Budget = Variance). Click on Define Rows button.

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Define Row 10:

Enter the Selection Criteria:

Line: Enter the line number (10). Line increments of 10 are good practice, as this enables you to insert new lines later in the required order. Note: These rows will be printed in ascending order and therefore control the order in which rows appear in the report.

Line Item: Enter a line item description (Assets:) for each row to appear as the row label.

Note: Optionally, enter the Format Options, Advanced Options, Display Options and Balance Control options for each row. Format Option:

Indent: Enter the number of spaces (0 because Row 10 does not have indentation) to be indented from the left margin of the report.

Lines to Skip: Enter the number of blank lines that FSG will place on the report Before (0) and After (0) the row. Note: This applies to the entire row.

Underline Character: Specify an underline character (----- single-ruled for subtotal Or = = = = double-ruled for totals) to print on the report Before (left

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blank) and After (left blank) the row. Usually, this format is used for the calculation row.

Page Break: Check the Before (left blank) and After (left blank) checkboxes to indicate whether FSG should insert a page break before and /or after printing the row.

Display Options:

Format Mask: Enter the format mask (left blank) to define how FSG prints the numerical values on the reports. With a format mask, you can control the following: • Number of digits displayed on both sides of the decimal point (The

number indicator is always the numeric digit “9”. For each 9 that appears in the format mask field, FSG will print one number of values.)

• Symbol used to separate (For example, the format mask 99,999 uses a comma while format mask 99*999 uses an asterisk as the thousands separator.)

• Currency symbol (For example, to display USD, you can specify a $ and Japanese yen, a ¥.)

• Symbol used as the decimal indicator (For example, the format mask 99.9 uses a period, while format mask 99,9 uses a comma as the decimal point.)

• Additional information you may want to print before or after the amounts (For example, you could have each number print with the phrase “translated” immediately following it.)

Note: Enter a format mask for displaying row values only if you want to override the column level format mask. For example, number 4500 would be displayed using different format mask:

Format Mask Displayed As… 9999 4500 999,999 4,500 $999,999 $4,500 ¥999,999.99 ¥4,500.00 99.999.999,99 4.500,00 DM 99,999,99 (Translated)

DM 4,500 (Translated)


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The Factor: Enter the display precision factors (left blank) to display numeric values: • Units–Full precision; rounds to two decimal places • Thousands–Divides balances by 1,000; rounds to three

decimal places • Millions–Divides balances by 1,000,000; round to three

decimal places • Billions–Divides balances by 1,000,000,000; round to three

decimal

Note: The row set factor overrides the column level factor.

Level of Detail: Assign the level of detail (left blank). There are three options that control the level of detail FSG prints on the report: • Financial Analyst (includes all levels of detail) • Supervisor (Includes only rows and columns defined for Supervisor

or controller level of detail) • Controller (Includes only rows and columns defined for the

Controller level of detail)

Note: The default level of detail is Controller.

Display Row/Column: Check the Display Row box to display rows on the report. Note: For rows that are defined but not displayed, FSG will hide the rows and repositions all other rows.

Display Zero: Check the Display Zero box to print the row when it has a zero balance.

Note: If this box is not checked, the row is suppressed on reports when it has a zero balance.

Change Sign: Change the sign (left unchecked) to display negative balances. Credits

are displayed as negative amounts and debits as positive amounts. This option is typically applies to rows. Note: You should change the sign for Revenue, Liability, and other credit balance accounts.

Change Sign on Variance: Change the sign on variance (left blank) to display negative variance

balances. This option typically applies to rows. Note: You should change the sign for Revenue, Liability, and other credit balance accounts.

Note: Because defining Row 10 is only applicable to the point of Display Options, the Account Assignments, Advanced Options, Calculations, and Balance Control will be discussed further in the training document as Row 30 and Row 100 are defined.


Define Row 30:


Line: Enter the line number (30). Line Item: Enter a line item description (Cash). Indent: Enter the number of spaces to be indented (5) Lines to Skip: Enter the number of Lines to Skip Before (0) and After (0). Underline Character: Enter the Underline Characters Before (left blank) and After (left

blank). Page Break: Enter the Pagebreaks Before (left blank) and After (left blank)

Click on Account Assignments button to assign accounts for Row 30.

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Account Assignment Selection Criteria: Sign: Select a mathematical sign such as +, –, etc (+) to add or subtract the

totals for the account range. Note: To use this feature, each segment in the range must be defined with a display type of T (Total)

Accounts: Enter the Low (10000) and High (10000) for the range of account combinations.

Display: Select (T) the display type for each account segment

• E (Expand the range and display all segment values) • T (Total the range and display only the total for the segment values) • B (Both expand and total the range and display all segment values

and a total for the segment values) Note: Select “T” for each segment of the range if multiple account ranges are assigned to a row and you want to total them and if you later want to define the content sets to create more specific reports.

Summary: The summary option (left unchecked) allows the report to have only summary balances for the accounts in the specified range.

Activity: Select an activity type such as Dr, Cr, or Net (Net) to specify the types of balances to use for the accounts in each account range.

Set of Books: Optionally, enter a Set of Books (left blank) to use for deriving account combination balances for the range if it is different from the current Set of Books.

Note: If you assign accounts to a row, you cannot define a calculation for that same row. You can do one or the other, but not both. Display Options:

Format Mask: Enter the format mask (left blank). The Factor: Enter the display precision factors (left blank). Level of Detail: Assign the level of detail (left blank). Display Row/Column: Check the Display Row box. Display Zero: Check the Display Zero box. Change Sign: Change the sign (left unchecked). Change Sign on Variance: Change sign on variance (left unchecked).

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Advanced Options: Row Name: Enter a name (Cash) to reference the row when defining calculations.

Note: this name does not appear on any reports. Percent of Row: Enter a value for a percentage row (left blank) to use as the percentage

denominator.


Override Column: Override column (left unchecked) if you want the row calculation to take precedence over any conflicting column calculations

Save your work Define Row 100:


Line: Enter the line number (100). Line Item: Enter a line item description (Total Current Assets) for each row to

appear as the row label. Format Option:

Indent: Enter the number of spaces to be indented (10). Lines to Skip: Enter the number of Lines to Skip Before (0) and After (1). Underline Character: Enter the Underline Characters Before (-----) and After (left blank). Page Break: Enter the Pagebreaks Before (left blank) and After (left).

Display Options: Format Mask: Enter the format mask (left blank). The Factor: Enter the display precision factors (left blank). Level of Detail: Assign the level of detail (left blank).

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Display Zero: Check the Display Zero box. Change Sign: Change the sign (left unchecked). Change Sign on Variance: Change sign on variance (left unchecked).

Advanced Options:

Row Name: Enter a name (Total Current Assets) to reference the row when defining calculations. Note: this name does not appear on any reports.

Percent of Row: Enter a value for a percentage row (left blank) to use as the percentage denominator.

Override Column Override column (left unchecked) if you want the row calculation to take precedence over any conflicting column calculations.

Click on Calculations button to define the formula to calculate row amounts.

Calculations Selection Criteria:

Sequence: Enter the sequence number (10) for each step of the calculation. This controls the order FSG follow when performing the mathematical operations required completing the calculation. Line increments of 10 are good practice, as this enables you to insert new lines later in the required order.

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Operator: Enter the mathematical operator (+) such as + for addition, – for subtraction, * for multiplication, / for division, Enter for enter value, etc) for each step of the calculation.

Constant: Optionally, enter a number to use as a constant in the formula. For example, if you want to see a 10% decrease in administrative expenses when creating a budget for next year, multiply the present administrative expenses by the constant value.

Sequence Low and High: Enter the sequence Low (1) and High (99) that correspond to the range

of rows in the calculation. Note: Since the line number for Total Current Assets is 100, the Low and High sequence can span the entire numeric range less than 100. Or, you can Click on the poplist in the Low and High fields, and select the specific Low (30) and High (80) detail rows to be included in the range.

Row Name: Optionally, enter the name (left blank) of a specific row instead of the sequence low and high to use in the calculation.

Save your work. Note: Though Balance Control Options may also be defined for rows, they are usually defined for columns. As a result, they will be discussed as the columns are defined in the training document. Define Column Sets Column sets define the format and content of the report columns. Defining Column sets include specifying account balance types, creating headings, defining calculations, and specifying format. The two types of columns that will be defined are:

• Detail columns (Actual/Current and Budget) • Calculation columns (Variance, Percentages, Subtotals and Totals)

Example: C# 10 Current 20 Budget 30 Variance (=Current – Budget) The above example illustrate the following:

• Columns 10-20 are the detail columns • Column 30 is the calculation column


For the purposes of column set training, we will define the following columns to illustrate the two types of column sets defining:

• Column 10 Current • Column 30 Variance (=Current – Budget)

Navigate to: Reports> Define>ColumnSet

Define Column Sets:

Name Enter a name for the Column Sets (Balance Sheet). Description: Enter a description for the Column Sets (Balance Sheet = Current –

Budget = Variance). Override Segment: Optional. (leave blank) The override segment is used to create

“breakdown” reports. For example, if Department is selected as the Override Segment, this feature allows you to breakdown data in a report to specific segment values for Department.

Click on Define Columns button.

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Define Column 10:


Position: Enter the starting position (65) for each column. The position determines the number of characters from the left margin of the page that marks where each column starts. Note: Consider the following factors when determining the starting position: • Total report width • Number of columns in the column set • Width of each column • Starting position and width of previous columns • Currency profile options • Margins • Overall appearance (balance and uniformity)

Sequence: Enter a sequence number (10) for each column. Note: Unlike the row

set, the sequence number does not control the order of the columns on a report. Instead, the column order is determined by its position.

Format Mask: Enter the format mask (left blank). The Factor: Enter the display precision factors (left blank). Level of Detail: Assign the level of detail (left blank).

Note: Optionally, enter the Balance Control options, Advanced Options, and Display Options for each column.

Balance Control Options:

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Amount Type: Define the type of values (PTD-Actual) to include in a column. Note: If you assign an amount type to a column, you must also assign an offset. Note: If you enter a budget, encumbrance, or variance amount type, you should enter a Control Value to assign budgets and encumbrance type to the report definition

Currency: Enter the currency (left blank) which is used to report translated account balances for a specific currency.

Control Value: Enter the control value (left blank) which is used to include budgets, encumbrance types, and currencies in report.

Offset: Enter the relative offset (0) if you want to report on a period or effective date before or after your runtime period or effect date. If you specified Amount type refers to a period, such as PTD-Actual, then the Offset will be in number of periods. However, if your specified Amount Type refers to days then the Offset will be in number of days. Note: You must specify offsets at the same level (row or column) at which you specified amount types and control value numbers.

Advanced Options: Column Name: Enter a column name (Current) to reference the column when defining

calculations. Note: this name does not appear on any reports. Description: Enter the column description (Current). Percent of Column: Enter a value for a percentage row (left blank) to use as the percentage

denominator. Override Value If you assigned an override segment to your column set, you enter the

segment value here (left blank). Override Row Calculations: Enter an override column (left unchecked) if you want the column

calculation to take precedence over any conflicting row calculations.

Display Options: Level of Detail: Assign the level of detail (left blank). Display Row/Column: Check the Display Row box. Display Zero: Check the Display Zero box. Change Sign: Change the sign (left unchecked). Change Sign on Variance: Change the sign on variance (left unchecked).

Note: Because defining Column 10 is only applicable to the point of Display Options, the Calculations, Account Assignments and Exceptions buttons will be discussed further in the training document when Column 30 is defined. Save your work.


Define Column 30:


Position: Enter the starting position (97). Sequence: Enter the sequence number (30). Format Mask: Enter the format mask (9,999,999,999). The Factor: Enter the display precision factors (left blank).

Balance Control:

Amount Type: Define the type of values (left blank). Currency: Enter the currency (left blank). Control Value: Enter the control value (left blank). Offset: Enter the relative offset (left blank).

Advanced Options: Column Name: Enter a column name (Variance) to reference the column when defining

calculations. Note: this name does not appear on any reports Description: Enter a description (Variance). Percent of Column: Enter a value for a percentage of column (left blank) to use as the

percentage denominator. Override Value If you assigned and override segment to your column set, you enter the

segment value here (left blank). Override Row Calculations: Override row (left unchecked) if you want the column calculation to

take precedence over any conflicting row calculations. .

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Display Options:

Level of Detail: Assign the level of detail (left blank) as you would when defining the rowset.

Display Row/Column: Check the Display Column. Display Zero: Check the Display Zero. Change Sign: Change the sign (left unchecked). Change Sign on Variance: Change the sign on variance (left unchecked).

Click on Calculations button.

Calculations Selection Criteria: Note: The calculations for Column 30 (Variance = Current – Budget)

Sequence: Enter the sequence number (10) and (20) for each step of the calculation. Operator: Enter the mathematical operator (+ for line 10 and – for line 20) such

as + for addition, – for subtraction, * for multiplication, / for division, Enter for enter value, etc) for each step of the calculation.

Constant: Optional, enter a number to use as a constant (left blank) in the formula. Sequence Low and High: Optional, enter or select from the field poplist the sequence Low (left

blank) and High (left blank) that correspond to the range of columns in the calculation.

Row Name: Instead of entering the sequence Low and High, you can enter or select form the field poplist the name Current for line 10 and Budget for line 20 to use in the calculation.

Save your work. Optionally, click on Account Assignments button to assign accounts to columns as you would to rows.

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Note: If you define a calculation for the column, you cannot assign accounts to the same column. In other words, you can do one or the other, but not both. Optionally, click on Exceptions button to create an exception report. Build Column Set Optionally, click on Build Column Set button in the Column Set window to define a column set or modify existing column sets by laying it out graphically. Note: Because Column Set Builder does not have all the options as the Column Define such as account assignments, calculations, or exceptions, it is recommended that you use this tool to modify existing column sets. Navigate to: Reports>Define>Column Set>Build Column Set

Enter the Selection Criteria: Note: Sequence, Name, Amount Type, Offset, and Format Mask are discussed in the Column Define and therefore need not be covered in this section again. Enter the Sequence number, Name, Amount Type, Offset, and Format Mask for each column.

Left Margin: Specify the left margin (65) of the report where the columns are set.

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Width: Specify the width (16 for column 10, 16 for column 20, and 14 for column 30) of the columns. Consider the size of the numbers, factor, and format mask when you specify the width.

Heading: Enter the heading (Current for column 10, Budget for column 20, and Variance for column 30) for each column.

Optionally, click on Create Default Heading button to have FSG generate a heading based on the amount type and period offset for each column. You can later modify the default heading.

The ampersand (&) in the heading identifies the following data element, such as POI, as a relative heading. POI represents period of interest with 0 offset. Optionally, click on More Columns Options button to enter additional column format and display options, such as Currency, Control Value, Override Value, Factor, and Level of Detail. Note: Use the layout icons to add, move, or delete columns, or to change column width. Click on Apply button to save your work and continue working with Column Set Builder. Click on OK to save your work and close the Column Set Builder. In the Column Set window, click on Create Heading button to define column headings for a report.

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Enter the heading for each column in the Scrolling region, using the ruler as a guide. Click on Apply button to save the heading and continue working in the Column Set Heading. Click on OK button to save your work. Note: Optionally, click on Create Default Heading button to have FSG generate a heading based on the amount type and period offset for each column. You can later modify the default heading later.

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Define Financial Reports and Report Sets Define a financial report by combining the row set and the column set. Navigate to: Reports>Define>Report


Name: Enter a name (Balance Sheet) for the financial report. Title: Enter a title [Balance Sheet (Unaudited)] for the financial report. Description: Enter a description (Balance Sheet = Current – Budget = Variance)

for the financial report. Required Components:

Row Set: Select the row set to use for the financial report (Balance Sheet). Column Set: Select the column set to use for the financial report (Balance Sheet).

Optional Components:

Content Set: Optionally enter or select from the poplist a predefined Content Set to generate multiple, similar reports in one run. The content set controls how the multiple reports differ from each other. For example the same expense report can be generated for every department.

Row Order: Optionally enter or select from the poplist a predefined Row Order to control how detail rows appear in the report. For example, you can display account descriptions in addition to or instead of segment values,

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sort detail rows by amounts displayed in a column, account segment values or segment value descriptions.

Display Set: Optionally enter or select from the poplist a predefined Display Set to produce report variations which omit sensitive information. To do this

you simply tell FSG which row or columns should or should not be displayed.

Other Options:

Segment Override: Optionally, enter a segment override value for the account segments you want to override.

Currency: Optionally, enter a default currency for the report. FSG uses this currency only for those rows and columns to which you did not assign a currency when you defined row and column sets.

Rounding Option: Optionally, select the rounding methods (Calculate and Then Round) to use for calculations in the report: • Calculate and Then Round – FSG performs calculations before any

rounding. • Round and Then Calculate – FSG rounds values before they are

used in calculations. Level of Detail: Optionally, assign the level of detail (left blank) for individual rows and

columns as well as for a report. FSG prints only those rows and columns whose level of detail matches that specified for the report. There are three options that control the level of detail FSG prints on the report: • Financial Analyst (includes all levels of detail) • Supervisor (Includes only rows and columns defined for Supervisor

or controller level of detail) • Controller (Includes only rows and columns defined for the

Controller level of detail) Note: If you do not enter a level of detail for a row or column, the default level of detail is Controller

Output Option: Optionally, select the output options (Text) for the report: • Text (Produces the report in standard text form) • Tab Delimited (Produces the report whose columns are delimited by

tabs, making it easier to import the report into a spreadsheet) • Spreadsheet (Produces the report designed specifically for

downloading to GL Desktop Integrator)

Optionally, click on Control Values button to assign budgets, encumbrance types, and currencies if the row or column set has control values assigned. Save your work.


Click on Define Report Set button to combine predefined FSG reports so that you may run them together, OR Navigate to: Reports>Define>Report Set


Name: Enter a name (Financial Statements) for the report set. Description: Enter a description (Balance Sheet & Income Statement) for the report

set. Reports:

Sequence: Enter the sequence number (10) and (20) for each step of the calculation. Line increments of 10 are good practice, as this enables you to insert new lines later in the required order.

Name: Select name of each report you want to include in the report set. In this example, Balance Sheet (for line 10) and Income Statement (for line 20) were selected.

Save your work. Request Financial Reports and Report Sets

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Navigate to: Report>Request>Financial Note: You can also click on Run Report button from the Define Financial Report window to navigate to the Run Financial Reports window.

To Run Individual Report:

• Select tab for Individual Reports. • Select the report name (Balance Sheet). • Select the accounting period (AUG-00) for which to run the report • Accept functional currency default (USD) for Set of Books, or select the currency to be used

for rows and columns. • Click on Submit button to process the request.

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To Run Report Sets:

• Select tab for Single Report Set. • Select the report set name (Financial Statements) • Optionally, change the Report Parameters (Period and Currency) and click on the Apply

button to save the changes. • Run all or part of the report set: • Check the box next to the report (s) you want to run. • Optionally, check the Select All Reports checkbox to run all the reports. • Click on Submit to process the request.

Optionally, you can run multiple report sets:

• Select tab for Multiple Report Sets. • Select the Report Set names (Financial Statements, etc) • Select the accounting period for which to run the report • Accept functional currency default (USD) for Set of Books, or select the currency to be used

for rows and columns. • Click on Submit button to process the request.

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Run FSG Reports form Standard Request Submission: Navigate to: Other>Request

Click on Submit a New Request button.

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Select Single Request and click on OK.

Select Program – Run Financial Statement Generator for the Request Name. Tab to the parameters.

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Select the report (Balance Sheet) and optionally change the parameter defaults. The Currency, Rounding Option, and other parameters default from the report. Click OK to close the Parameters window.

Click on the Schedule button to schedule the request to run at time other than As Soon as Possible.

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Click on the Options button to select the print parameter. Select the style, printer, and number of copies to print the report. Click OK to close the Upon Completion…window. Click on the Submit Request button to process the request.

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