general ledger - review of financial information · general ledger - review of financial...

General Ledger - Review of Financial Information

Report Month Totals Year to Date Totals

Actuals vs. Budget

Transaction Detail on Report

Drill to Transaction

Detail

Range of Chartfields

Download to Excel

Ledger Inquiry

Chartf ield information not

displayed

Choice of all or single chartf ield

Budget Overview

No total by

department/program/project

Ledger Activity E-mail or

Report Manager

Budget Status

Revenue and expenses reported

separately

E-mail or

Report Manager

Trial Balance E-mail or

Report Manager

General Ledger - Review of Financial Information

Steps to run reports Online reports (Ledger Inquiry, Budget Overview)

1. Add an Inquiry Name2. Complete report criteria3. Click Search button4. Report is viewed online

Static reports (Ledger Activity, Budget Status, Trial Balance) 1. Add a Run Control ID2. Complete report criteria3. Click Run button4. Specify distribution on Process Scheduler

5. Go to Report Manager – Administration tab6. After report is posted, click on report name to view

Type Format Distribution Pick up throughWeb PDF Default Report ManagerWeb CSV Default Report ManagerE-mail CSV Enter e-mail address E-mailE-mail PDF Enter e-mail address E-mail

Personalizing columns for multi-currency transactions

Ledger InquiryNavigation: Main Menu > Finance > General Ledger > Review Financial Information > Ledger

The default screen for transaction activity in Ledger Inquiry displays balances by currency on the left (CAD, USD), and in base currency (converted to CAD) on the right. To switch the order of the columns so that converted amounts appear at the left:

1. Click the Personalize link2. Highlight the base currency columns3. Use the up arrow to move the base currency order up.

The personalized column order is saved with the inquiry name.

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Returns this report:7. 1 line per month8. Total activity for the month in

all Accounts9. Cumulative YTD activity in

all Accounts by perioda.Last line equivalent to FAS

account balance)10. Download these summary

lines to Excel11. See next slide for Detail

report

This set-up:1. Multiple periods starting May2. YTD balance requested, no

transaction details3. Account left blank will return all

accounts including appropriations and other balance sheet accounts

4. 1 Fund, Department, and Program = 1 FAS account

5. “Sum By” to display Department on screen

6. Always check Only in Base Currency

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Example #1 – Total Program by month with cumulative totals


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Example #1 – Total Program by month with cumulative totals

Detail by account:Result of clicking on Detail for Period 1 on previous slide -similar to lines by account on AM0901. Month of May2. All accounts are displayed3. Total of all transactions

posted to account4. Download lines to Excel5. Clicking on Activity will give

a detailed list of transactions posted to the individual account that can be downloaded to Excel

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Example #2 – Total by Account within Program by month with cumulative totals

Returns this report:Same as Example #1 except6. 1 line per month for each Account7. Total activity for the month in

individual Accounts8. Most recent period for each Account

shows cumulative balance in that Account.a.Note that report total 8a still shows

cumulative YTD balance in all accounts (equivalent to FAS account balance)

This set-up:Same as Example #1 except5. Account will display on the

report because “Sum By” is checked. “Value Required” will ensure no records with a blank in the Account field will be reported.

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Returns this report:Same as Example #2 except6. Breakdown provided by

Program7. Total activity for the month

in Accounts within Program 8. Most recent period for each

Account shows cumulative balance in that Account within Programa.Cumulative YTD balance for

Department (equivalent to FAS roll-up report)

This set-up:Same as Example #2 except4.Program is now left blank to return all values5.Program and Account will both display because “Sum By” is checked

a.Note that “Sum By” was checked for Program before Account, so the sort for Program is first and Account second

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Example #3 – Total by Department by month with cumulative totals


Returns this report:Detailed transactions in the Department are returned, but Program and Account are not displayed. Note that the order of columns in base currency and transactions currency has been switched.

This set-up:Same as Example #3 except2. Transaction Details has

been checked

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Example #4 – Transactions by Department (also see Ledger Activity report)


Returns this report:6. Cumulative revenue &

expense for Department7. Summary line for each

Account and Period8. Click on expense amount

to drill to detail for each Account and Period

9. Balance of budget for each Account and Period

10. Download lines to Excel

This set-up:1. Change to Ledger Inquiry

Set from default2. DEPT_REP for programs*3. Both revenue and

expenses selected –balance sheet excluded

4. Multiple accounting periods selected (not budget periods)

5. One Department selected -% in Account returns all

*Other options:CAP_REP – CapitalRFHSC_REP – FHS ResearchRFMAC_REP – Other Research

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Budget OverviewNavigation: Main Menu > Finance > Commitment Control > Review Budget Activities > Budget OverviewTotal by Department

Returns this report:6. Opening balance for

period requested (May=0)7. Account and Program

displayed on each line8. All journal lines displayed

because Show Journal Detail checked

9. Total for department for each period shown – end of report shows cumulative balance

This set-up:1. Actual transactions

requested2. All transactions from May

to September3. Journal lines detail

requested4. All Accounts and Programs

within a Department (equivalent to FAS roll-up, including appropriations)

5. Detail checked so Account and Program will show on each line

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Example #1 – Department transactions and balance for all Programs – pdf format

Ledger ActivityNavigation: Main Menu > Finance > General Ledger > General Reports > Ledger Activity

Returns this report:Run as a CSV file and opened in Excel (bottom of report shown).10. Note that multiple

programs are shown within the department because of the selections:• All program values• No summary

This set-up:Same report as above…

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Ledger ActivityNavigation: Main Menu > Finance > General Ledger > General Reports > Ledger ActivityExample #1 – Department transactions and balance for all Programs – Excel format

Returns this report:6. Opening balance for

period requested (May=0)7. Account and Program

displayed once in each section

8. Total activity for each Account within each Program shown for May to September

9. Cumulative balance shown for each Account within each Program

This set-up:Same as Example #1 except3. Journal lines detail not

requested5. Summarize checked so

opening balance, total activity, and closing balance will be shown for in total for all periods for each Account and Program

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Ledger ActivityNavigation: Main Menu > Finance > General Ledger > General Reports > Ledger ActivityExample #2 – Department activity and balance by account for all Programs

Returns this report:(Bottom of report shown)6. 1 line per Account7. Grouping by Program 8. Available budget by Account, Program and

Department

This set-up:1. DETAIL for Programs2. Re-order to view Account

within Program3. View all chartfields on report4. Sub-total by Program within

Department5. All Accounts and Programs

requested within one Department (equivalent to FAS roll-up)

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Budget StatusNavigation: Main Menu > Finance > Commitment Control > Budget Reports > Budget StatusExample #1 – Department current balance by Program and Account

Returns this report:6. 1 line per Budget Period for each Account7. Grouping by Account and Program 8. Available budget by Account, Program and

Department for each Budget Period and in total

This set-up:Same as Example #2 except1. Sub-total by Account2. Include Budget Period1

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Budget StatusNavigation: Main Menu > Finance > Commitment Control > Budget Reports > Budget StatusExample #2 – Department totals by Budget Period by Program and Account

Returns this report:Run as a CSV file and opened in Excel format7. Debit and credit balances

as of September8. Totals for Account and

Program with names displayed

9. Sub-total for each Program

10. Total for Department

This set-up:1. Actual transactions

requested2. Balance as of September3. Re-order to view Account

within Program4. All Accounts and Programs

within a Department (equivalent to FAS roll-up, including appropriations)

5. Description checked so Account and Program name will show

6. Subtotal by Program

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Trial BalanceNavigation: Main Menu > Finance > General Ledger > General Reports > Trial Balance

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Balances for Department by Program and Account

general ledger - review of financial information · general ledger - review of financial...

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