Account Inquiry Screen (Actuals)
Account Inquiry Screen (Actuals)
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This session will walk a user through the following steps required to find detailed account information out using the
Account Inquiry
screen.
Use the Account Inquiry screen to view the summary or details of any Actual, Budget and Encumbrance balances. Using the Account Inquiry screen you may drilldown to the
sub-ledger
(other oracle modules such as Accounts Payable, Accounts Receivable, and Purchasing) for specific details such as viewing the actual transactions. However, If the details are from a
sub-system
(An external system feeding a file into oracle (Eg. Cashiers, Payroll, SAS) then you will need to go to the original system that the transaction came from to view those details.
NOTE:
Users cannot make any changes in the General Ledger but can only review the information.
If you are not sure how to navigate to this Account inquiry screen please refer to the Login UPK training session.
Under the Ledger/Ledger Set area the Name field will default to
Ryerson University
.
select
Tab
to navigate to the next field.
Click the
Accounting Periods From
field.
Click in the
Account
field to bring up the Chart of Accounts window.
This is where you will indicate the Account you would like to retrieve information for.
The
Find Accounts
screen will launch.
The company value of 1 represents Ryerson University. This is the value that will always be used.
Enter the value
1
into the COMPANY Field
.
Select the
Fund (LOV)
to view the list of funds we can choose from. If you already know your fund just type it in.
In this session select the
(LOV)
A
Caution
note
will appear.
Click the
OK
button to show the list of values.
The fund divides the income Ryerson receives from a number of sources used for a variety of different activities into separate categories.
Select
Fund: 11 (Operating)
For more details on the different funds contact your Financial Advisor.
Your cursor automatically moves to the High Value Field and defaults with what you selected for the Low value.
Press
[Tab]
t
o move to the next field.
The Cost Center value represents the name of the department, project or grant.
In this field you can select the cost center by using the List of Values
button or by simply typing in the 5 digit value for your department or project.
In this session type in
10113.
There are many ways to enter an account value:
1) Leave the account field blank to retrieve everything
2) Search for the account value using the list of values
3) Typing in the account value
4) Typing in a range of account values. The most common range of account values is
7000-9998
.
This account range will provide information on all expenses
In this example we will show you how to search for an account using the List of Values.
Click the
Account LOV
(list of values)
A
Caution
note will appear.
Click the
OK
button.
Enter the value
"
supplies%
"
into the
Find
field
after the existing
%.
To find all values in the list that contain the word suppliers.
Note:
You can search by the account value or the description of the account. For this example we will be searching by the account description
"%supplies%"
.
All items that contain %
supplies%
appear.
Select
7070
(Operating Supplies
)
from the list of values.
Your cursor automatically moves to the High Value Field and defaults with the Low value.
Press
[Enter]
t
o continue.
Click the
Show Balances
button.
Here you can see the breakdown.
If you would still like to investigate something in more detail you are able to drilldown further. When the source
payables, Receivables, or Purchasing
you have the option of clicking on the drilldown button.
In this session we would like to take a look at the
2186026 Purchase for
75.00
. Since the source is payables we are able to drilldown.
To further investigate line2 this line needs to be selected so click on
line 2
.
To look at the details of the line click the
View Transaction
button.
Select the
View Payments
tab to see if a cheque has been issued for this invoice.
Click the
Attachments icon
on the menu bar to view the electronic scanned copy of the invoice.
The invoice image will open in a web browser.
View the details and when you are done close the image by selecting the
Close
button in the right hand corner of the page.
Click on
Close (x)
Click the
Close (x)
button to close the control window that opens when you view a
Markview Invoice Image.
To get back to the Invoice Workbench click the
Close
button on the attachments form.
To get back to the Account Inquiry screen click the
Close
button on the Invoice Workbench.
With your cursor in the Account Field click the
Find button (Flashlight)
to change your search criteria to investigate another account.
In this field you can select the period using the List of Values
button or by simply typing in the month that you would like to start with.
For this example select the
List of Values
button.
Click in the
Find
field after the %.
Enter
a valid value e.g.
"
jan%
" after the existing %.
The % is the wind character so searching for
%jan%
will find all values in the list that contain the letters 'jan'.
All values that contain 'jan' appear. Select
JAN-09
from the list of values.
Click the
OK
button.
Click in the
Accounting Periods To
field and enter the value
AUG-09
A search box will launch called
Longlist
. A message will launch indicating " This is a long list. Please enter a partial value."
In Oracle Financials the
%
is the wild character and can be used to Find all values in the list.
Select the
Partial Value
search box and enter in "
%
" to find all values.
Here you can view the Journal Details or Summary Balances.
Journal Details
- will display all transactions that make up the balance for a particular period.
Summary Balance
- Will display the summary totals for the period.
Click in the
PTD (Period to Date)
field for
MAR-09
.
Click the
Journal Details
button.
To view the transactions that make up the $76.24.
The View Journal Entry Lines window will open.
The Invoice Workbench will open. This is where the invoices was entered into the system. Here you can see the specific details of the invoice.
Click the
Show MarkView Document
button to launch the image of the invoice.
Use your oracle
Username
.
In this example Enter
a valid value e.g.
"
student
".
Press
[Tab]
to enter in a password.
Enter your oracle
Password.
The user name for Markview (where the image resides) and Oracle are the same.
In this session enter
a valid value e.g.
"
welcome
".
To view the detail balances you have three options:
The
Show Balances
button - will display the period totals for the specific code combination you entered into the chart of accounts.
The
Show Journal Details
button - This will display all of the entries for all periods selected in the search criteria.
The
Show Variance
button - Will display the variance between the Primary Balance Type and the Secondary Balance Type that were selected.
When the Find Accounts form opens this is where you key in your Chart of Accounts information.
Company - Fund - Cost Centre- Account - Activity - Employee/Course - Location
eg. 1-11-10113-7731-0000-00000000-000 (Note: The Location segment is not currently used.)
It is important to note that for the Funds available screen you are only
required
to enter information from the
Company
to the
Cost Center
in order to search for the funds available. You
do not
need to enter the Account to Location information in the Chart of Account unless you require specific details in your search.
We will go into further detail of each segment as we enter the data into this window.
When entering in the Account information we have 2 options. Entering the values directly into the field for using the List of Values (LOV) for each field to search any of the value you are unsure of.
In this example we will review both options.
The
accounting periods To
field will automatically default with the value we selected in the F
rom
field. (E.g. Jan-09)
Your cursor automatically moves to the High Value field and populates with the value entered in the Low field.
Press
[Tab]
t
o move to the next field.
Your cursor automatically moves to the High Value Field and defaults with the value we selected in the Low field.
Press
[Tab]
t
o move to the next field.
Above you will notice the Primary Balance Type tab that contains the option to select weather or not you would like to view the Actual, Budget or Encumbrance details for a particular account.
Take the following action if you select one of the following:
1-
Actual
you proceed to navigating to the accounts field .
2-
Budge
t you first need to select the Budget field (
Fiscal Year or Project
) that you would like to view then proceed to the account field.
3-
Encumbrance
you need to select the type of Encumbrance you want to retrieve weather it be a requisition (commitment) or Purchase order (Obligation) or any of the other encumbrances you may want to view.
In this example we will stay with the default value
Actual.
Under the view payments tab we see that a cheque has been issued, the cheque number and the payment date.
In this session we see that
Cheque
409365
was issued to
Cintas Document Management
on
27-Mar-2009
.
Original Path
Name
Accounting Periods: From
Account
Company Location
IconButton2
OK
ListView31
OK
IconButton4
IconButton7
IconButton11
OK
Find
Find
Find
ListView62
IconButton14
OK
Show Balances
Batch
Drilldown
View Transaction
4 View Payments
Attachments...
Close
Close
FormDesktopContainer6
List of Values
Find
Find
Find
ListView8
OK
Accounting Periods: To
Partial Value
OK
PTD
Journal Details
Show MarkView Document
User Name
Password
OK
IconButton1
COMPANY: High