- Account Inquiry Screen (Actuals)
- Account Inquiry Screen (Actuals)
- "278bc531-b76c-4eba-97f2-e8ddfcc56fb3
- 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