General Ledger - End User - MCG

General Ledger - End User - MCG

Created on Tuesday, October 28, 2008

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/ Training Guide
General Ledger - End User - MCG

Table of Contents

Inquiries

GL.060.001MCG - Inquiring on Journals

GL.060.002MCG - Inquiring on Journal Status

GL.060.003MCG - Inquiring on Standard Journal

Reports

GL.050.022MCG - Running Journal Entry Detail Report-FIN2001

GL.050.023MCG - Running Budget Checking Status Report-GLC8530

GL.070.017MCG - Running Valid Departments Report-FIN0011

GL.070.021MCG - Running Account Report-FIN0010

GL.070.023MCG - Running Class Report-FIN0053

GL.070.026MCG - Running Fund Report-FIN0050

GL.070.027MCG - Running Program Report-FIN0052

GL.070.028MCG - Running Project/Grant Listing Report-FIN0013

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/ Training Guide
General Ledger - End User - MCG

Inquiries

This lesson addresses the use of inquiries. Inquiries can be used to review and verify information. Inquiries that are covered in this lesson address Journals, Journal Status, Standard Journals, and Ledgers.

Lesson Objectives:

Upon completion of this lesson, you will be able to:

- Inquire on a journal.

- Inquire on journal status.

- Inquire on a Standard Journal.

- Inquire on a ledger.

GL.060.001MCG - Inquiring on Journals

This topic demonstrates how to inquire on journals. After generating the journal request, use the journal inquiry page to verify that the journals were created. The summary and detail information, including the status and source, about a journal is provided from this inquiry.

Topic Objective:

Upon completion of this topic, you will be able to:

- Inquire on a journal.

Procedure

For this topic, imagine that you need to inquire on a journal in the Actuals ledger for all of 2007. The journal ID is AP00211400. Let’s see how to inquire on this journal and review its source details.

Step

Action

1. / Click the General Ledger link.

Step

Action

2. / Click the Review Financial Information link.
3. / Click the Journals link.

Step

Action

4. / Click the Add a New Value tab.
5. / Enter the desired information into the Inquiry Name field. Enter "ADHOC".
6. / Click the Add button.

7. / Use the Journal Inquiry page to review summary and detail journal information for a specific business unit, ledger, and period.

Step

Action

8. / Enter all or some of the information at the top of this page and click the Search button to display Journal IDs based on your selected criteria.
Click in the Ledger field.

9. / Enter the desired information into the Ledger field. Enter "ACTUALS".
10. / Enter the desired information into the Year field. Enter "2007".
11. / Enter the desired information into the From Period field. Enter "1".
12. / Enter the desired information into the To Period field. Enter "12".
13. / Enter the desired information into the Journal ID field. Enter "AP%".
14. / Click the Search button.

15. / The Journal Inquiry has returned the information according to the criteria you specified on this page.
Click the AP00211400 entry in the Journal ID column.

Step

Action

16. / Review the status of the journal entry. If the journal originated from a PeopleSoft Financials subsystem the budget status will be valid even thought the edit status may not be valid.
If you want to see the detail journal lines, scroll to the bottom of the page. In many instances, users will be able to drill into the Financials subsystem to view source document details.
Click the vertical scrollbar.

Step

Action

17. / To view subsystem detail, click on the Drill to Source icon.

Step

Action

18. / Click the Voucher ID (00424439) object.

19. / Here is the accounting information for the voucher.
20. / Congratulations. You have just completed the Inquiring on Journals topic. This inquiry allows you to verify a journal was created and review its summary and detail information.
End of Procedure.

GL.060.002MCG - Inquiring on Journal Status

This topic demonstrates how to inquire on journal status. Journal inquiry enables you to review a specific journal or multiple journals within a ledger for a business unit and accounting period. Journal status is found on the journal header.

Topic Objective:

Upon completion of this topic, you will be able to:

- Inquire on Journal Status.

Procedure

For this topic, you need to find out what the status is for Journal ID AP00234864. This journal is in the Actuals ledger for 2007. Let’s see how this is done.

Step

Action

1. / Click the General Ledger link.

Step

Action

2. / Click the Review Financial Information link.

3. / Click the Journals link.

Step

Action

4. / Click the Add a New Value tab.

5. / Enter the desired information into the Inquiry Name field. Enter "JRNL_INQ".
6. / Click the Add button.

Step

Action

7. / Click the Look up Ledger (Alt+5) button.

8. / Click an entry in the Ledger column.

9. / Enter the desired information into the Ledger field. Enter "ACTUALS".
10. / Click in the Year field.

11. / Enter the desired information into the Year field. Enter "2007".
12. / Enter the desired information into the From Period field. Enter "09".
13. / Click in the Journal ID field.

14. / Enter the desired information into the Journal ID field. Enter "AP00234865".
15. / Click the Search button.

16. / Click an entry in the Journal ID column.

Step

Action

17. / Click the vertical scrollbar.
18. / Click the Journal Criteria link.

Step

Action

19. / Click the Save button.

20. / Congratulations. You have just completed the Inquiring on Journal Status topic. Journal inquiry enables you to review a specific journal or multiple journals within a ledger for a business unit and accounting period. The journal’s status is located on the journal header.
End of Procedure.

GL.060.003MCG - Inquiring on Standard Journal

This topic demonstrates how to inquire on standard journals. By performing this inquiry, you can verify that all Standard Journal Entries are created and that their statuses are correct.

Topic Objective:

Upon completion of this topic, you will be able to:

- Inquire on a Standard Journal.

Procedure

For this topic, imagine that you need to verify that the standard journal entries were created for the standard journal “INS.” Let’s see how this is done.

Step

Action

1. / Click the General Ledger link.

Step

Action

2. / Click the Standard Journals link.

3. / Click the Review Standard Journals link.

Step

Action

4. / Click in the Standard Journal field.

5. / Enter the desired information into the Standard Journal field. Enter "INS".
6. / Click the Search button.

7. / Click an entry in the Standard Journal column.

Step

Action

8. / Click the Return to Search button.

9. / Congratulations. You have just completed the Inquiring on Standard Journals topic. This inquiry allows you to verify that the Standard Journal Entries have been created and that their statuses are correct.
End of Procedure.
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/ Training Guide
General Ledger - End User - MCG

Reports

GL.050.022MCG - Running Journal Entry Detail Report-FIN2001

This process demonstrates how to run the Journal Entry Detail Report (FIN2001). This report provides a listing of journal entry details. The parameters for this report include the Unit, ledger group, source, dates, and journal status. You can also specify which Chartfields to include and their sequence.

Topic Objective:

Upon completion of this topic, you will be able to:

- Run the Journal Entry Detail Report.

Procedure

For this topic, imagine that you want to run a Journal Entry Report. Let's see how this is done.

Step

Action

1. / Click the Vertical scrollbar.
2. / Click the General Ledger link.

3. / Click the General Reports link.

4. / Click the Journal Entry Detail link.

Step

Action

5. / Click the Add a New Value tab to create a new Run Control.

6. / Enter the desired information into the Run Control ID field. Enter "JRNL_EN_DETAIL".
7. / Click the Add button.

Step

Action

8. / Click the Choose a date (Alt+5) button if you want to use date criteria for your report.

9. / Click the 1 link.

10. / Click the Choose a date (Alt+5) button.

11. / Click the 15 link.

12. / Click the Refresh button to display the chartfields that can be displayed on the report.

13. / Choose the ChartFields that you want to appear on your report.
Click the Include CF option.

14. / Click the Include CF option.

15. / Click the Include CF option.

16. / Click the Include CF option.

17. / Click the Include CF option.

18. / Click the Include CF option.

19. / Click the Include CF option.

20. / Click the Vertical scrollbar.
21. / Click the Save button to save the criteria that you selected for the Run Control that you created.

22. / Click the Vertical scrollbar.
23. / Click the Run button.

Step

Action

24. / Click the Server Name list.
Note: For a Process Type that is Crystal, then choose the PSNT server.
For a Process Type that is SQR or other process, then choose the PSUNX server.

25. / Click the PSUNX list item.

26. / Click the OK button.

Step

Action

27. / Click the Process Monitor link.

Step

Action

28. / Click the Refresh button until the Run Status is Success and the Distribution Status is Posted.

29. / Click an entry in the Details column.

Step

Action

30. / Click the View Log/Trace link.

Step

Action

31. / Click the PDF file in the Name column.

32. / Congratulations! You have just completed the Running Journal Entry Detail Report topic. This report provides a listing of journal entry details.
End of Procedure.

GL.050.023MCG - Running Budget Checking Status Report-GLC8530

This topic demonstrates how to run the Budget Checking Status Report. This report provides a listing of budget checking status for transactions that have been processed against a budget. The parameters for this report include Source Transaction Type, Process Instance, Process Status Option, and Process Status.

Topic Objective:

Upon completion of this topic, you will be able to:

- Run the Budget Checking Status Report.

Procedure

For this topic, imagine that you need to run the Budget Checking Status Report for the GL Journal, process instance 941. Let’s see how this is done.

Step

Action

1. / Begin by navigating to Commitment Control.
Click the Vertical scrollbar.
2. / Click the Commitment Control link.

Step

Action

3. / Click the Budget Reports link.
4. / Click the Budget Checking Status link.

Step

Action

5. / Click the Add a New Value tab.

6. / Enter the desired information into the Run Control ID field. Enter "BUDGET_CHECK_STATUS".
7. / Click the Add button.

Step

Action

8. / Enter the desired information into the Source Transaction Type field. Enter "GL_JOURNAL".
9. / Enter in a valid process instance into the Process Instance field. This example uses, "941".

Step

Action

10. / Click in the Process Status Option Listbox.
For this topic, Specify Values has been selected.

11. / Click in the Process Status Listbox.
For this topic, Document in process has been selected.

Step

Action

12. / Click the Add a new row at row 1 (Alt+7) button.

Step

Action

13. / Click in the added Process Status Listbox.
For this topic, Errors Exist has been selected.

Step

Action

14. / Click the Add a new row at row 2 (Alt+7) button.

Step

Action

15. / Click in the added Process Status Listbox.
For this topic, Process Unsuccessful has been selected.

Step

Action

16. / Click the Add a new row at row 3 (Alt+7) button.

Step

Action

17. / Click in the added Process Status Listbox.
For this topic, Unrecorded Errors Exist has been selected.

Step

Action

18. / Click the Save button.

19. / Click the Run button.

Step

Action

20. / Click the OK button.

Step

Action

21. / Click the Report Manager link.

Step

Action

22. / Click the Administration tab.

Step

Action

23. / Click the Refresh button.

24. / Click an entry in the Description column.

25. / Review the report and determine if any corrective action is needed.
26. / Congratulations. You have just completed the Running Budget Checking Status Report topic. This report provides a listing of budget checking status for transactions that have been processed against a budget.
End of Procedure.

GL.070.017MCG - Running Valid Departments Report-FIN0011

This topic demonstrates how to run the Department Report (FIN0011). This Chartfield report provides a list of all valid department codes and their descriptions. The parameters for this report are the SetID and “as of” date.

Topic Objective:

Upon completion of this topic, you will be able to:

- Run the Department Report.

Procedure

For this topic, imagine that you need a list of all valid departments as of 09/28/2008. Let's see how this is done.

Step

Action

1. / Click the Vertical scrollbar.
2. / Click the Set Up Financials/Supply Chain link.

3. / Click the Common Definitions link.

4. / Click the Design ChartFields link.

5. / Click the Reports link.

6. / Click the ChartField Reports link.

Step

Action

7. / Click the Department link.

Step

Action

8. / Click the Add a New Value tab to create a new run control.

9. / Enter the desired information into the Run Control ID field. Enter "DEPT_REPORT".
10. / Click the Add button.

11. / Verify that the SetID field is "12000", and enter the date that you want the report as of in the As of Date field.

Step

Action

12. / Click the Run button.

Step

Action

13. / Click the Server Name list.
Note: For a Process Type that is Crystal, choose the PSNT server.
For a Process Type that is SQR or another type, then choose PSUNX as the server.

14. / Click the PSNT list item.

15. / Click the OK button.

Step

Action

16. / Click the Process Monitor link.

Step

Action

17. / Click the Refresh button until the Run Status is Success and the Distribution Status is Posted.

18. / Click an entry in the Details column.

Step

Action

19. / Click the View Log/Trace link.

Step

Action

20. / Click the PDF file in the Name column.

21. / Congratulations! You have just completed the Running Department Report topic. This Chartfield report provides a list of all valid department codes and their descriptions.
End of Procedure.

GL.070.021MCG - Running Account Report-FIN0010

This topic demonstrates how to run the Account Report (FIN0010). This Chartfield report provides a list of all valid General Ledger accounts in your system. The parameters for this report are the Set ID and the “as of” date you select.

Topic Objective:

Upon completion of this topic, you will be able to:

- Run the Account Report.

Procedure

For this topic, imagine that you need a list of all general ledger accounts valid as of 7/3/2007. Let’s see how this is done.

Step

Action

1. / Begin by navigating to Set Up Financials Supply Chain.
Click the Vertical scrollbar.
2. / Click the Set Up Financials/Supply Chain link.

Step

Action

3. / Click the Common Definitions link.
4. / Click the Design ChartFields link.
5. / Click the Reports link.
6. / Click the ChartField Reports link.

Step

Action

7. / Click the Account link.

Step

Action

8. / Click the Add a New Value tab.

9. / Enter the desired information into the Run Control ID field. Enter "ACC_REPORT".
10. / Click the Add button.

Step

Action

11. / Click the Look up SetID (Alt+5) button.

12. / Click an entry in the SetID column.
The SetID for the Medical College of Georgia is 12000.

13. / Click the Run button.

Step

Action

14. / Click the OK button.

Step

Action

15. / Click the Report Manager link.

Step

Action

16. / Click the Administration tab.

Step

Action

17. / Click an entry in the Description column.

18. / Review the report for accuracy and completeness.
PressEnterto continue.
19. / Congratulations. You have just completed the Running Account Report topic. This Chartfield report provides a list of all valid General Ledger accounts in your system.
End of Procedure.

GL.070.023MCG - Running Class Report-FIN0053

This topic demonstrates how to run the Class Report (FIN0053). This Chartfield report provides a list of all valid sub classes and their descriptions in your system. The parameters for this report are the Set ID and the “as of” date.

Topic Objective:

Upon completion of this topic, you will be able to:

- Run the Class Report.

Procedure

For this topic, imagine that you need a list of all Classes in your system, valid as of 09/28/2008. Let's see how this is done.

Step

Action