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] to 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] to 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 "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 "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 "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 From 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] to 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] to 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-Budget 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.
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.
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.
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.
Use your oracle Username.
In this example Enter a valid value e.g. "student".
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".