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User Manual, Oracle General Ledger

A User reference document for Sai Service Station Ltd

General Ledger User Manual

Document Release Note

Document Title: Oracle EBS 12i Implementation: User ManualVer 1.0Approved By: Abhijit Mutha

Date:

Prepared By:Nirav Jardosh

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Release History

Document Title: Oracle EBS Implementation: User Manual, General Ledger

Rel Issue Date Change Details Approved by

1.0 New Release Abhijit Mutha

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Table of Contents1 Logging in..............................................................................................................................5

1.1 Logging to Oracle Application...........................................................................................52 General Ledger Menu Screen....................................................................................63 Creating Journal In General Ledger.........................................................................7

3.1 General Ledger Menu Screen............................................................................................73.2 General Ledger Find Screen..............................................................................................83.3 Journal Entry Screen..........................................................................................................93.4 Posting of Journals...........................................................................................................113.5 Reverse Journal Entry Screen..........................................................................................13

4 Creating Recurring Journal in Oracle General Ledger...........................................144.1 Recurring Journal Entry...................................................................................................144.2 Recurring Batch...............................................................................................................154.3 Journal Entry Line Screen................................................................................................164.4 Generate Recurring Journal Entry Screen.......................................................................17

5 Generate Recurring Journal Entry Screen..............................................................185.1 Query & Post Recurring Journal......................................................................................19

6 Import Journal in Oracle General Ledger...............................................................206.1 General Ledger Menu Screen..........................................................................................206.2 Import Screen..................................................................................................................21

7 Define Currency Rates.............................................................................................228 Budgets...................................................................................................................23

8.1 Define Budget Organization.............................................................................................248.2 Define Budget..................................................................................................................288.3 Enter Budget....................................................................................................................298.4 Freezing Budget...............................................................................................................34

9 General Ledger Periods...........................................................................................369.1 Opening and Closing Accounting Periods........................................................................36

10 Oracle Standard Reports.....................................................................................................39

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1 Logging in

1.1 Logging to Oracle Application

Navigation: Select the URL http://sai.horizon.com:8000 in Internet Explorer.

Enter your user name and password and click on “Login”. If you do not have a username and password for this application, please contact your system administrator.

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2 General Ledger Menu Screen

Purpose: If you select the Oracle General Ledger as your work area or your responsibility then the following screen will appear in front of you.

Navigation: Login Select Responsibility General Ledger

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3 Creating Journal In General Ledger

3.1 General Ledger Menu ScreenPurpose:

To enter manual journals in Oracle General Ledger. The purpose is to create manual journals in General Ledger. This is required in the absence of sub-ledger modules (like Accounts Payable, Accounts Receivable, etc), when all financial transactions are basically handled directly in General Ledger only. There are two ways in which one can enter journals, viz., by creating a journal batch or by simply creating a journal.Journal Batch: This facility helps in organizing journal entries with common attributes into batches. For example, we may need to group our journal entries by type or date. In such a case, instead of entering manual journal (which are of similar nature like same journal category or same date or same period) for each instance, create a journal batch and create the individual journals. We can create a journal batch for any Open or Future Enterable accounting period. Journal batches can or may be posted in batches only in open accounting periods.Journal: In the event we do not need to enter batch information, we will enter a journal directly. However General Ledger will create a batch for the entry automatically, using the source (Manual) combined with a unique batch ID and the system date.

Navigation: Journal Enter

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3.2 General Ledger Find ScreenPurpose: To enter manual journals in Oracle General Ledger

Navigation: Journal Enter

Steps:

To query an existing Journal enter any or a combination of following criteria :Query it based on the Batch NameQuery it based on the Journal NameSource of its Origination (i.e., Manual, Receivable, Payables, etc.) For a particular period (like for Oct-10, Nov-10, etc.)Posting Status (i.e., Posted, Unposted)Document Number or the Voucher No. which the system generates at the time of entry.To create a new journal click on “New Journal”To create a new Journal Batch click on “New Batch”

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3.3 Journal Entry Screen

Purpose: To enter manual journals in Oracle General Ledger

Navigation: Journal EnterNew Journal

Steps:

1) Enter the journal name. If left blank, the system will generate a running manual number2) Select the period in which the journal needs to be entered3) Enter the date on which the journal is to be accounted4) Select the category (say, ‘Adjustment’, ‘Provisional’, etc.) under which the journal is being

created5) Enter the narration for the journal in the ‘Description’ field.

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Screen: JOURNAL ENTRY SCREENPurpose: To enter manual journals in Oracle General Ledger

Navigation: Journal EnterNew Journal

Steps: (Cont’d)

6) Select the Account Code Combination to be debited/ credited7) Enter the amount to be debited /credited in the respective fields8) You can additionally enter the description for an individual line item.

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3.4 Posting of Journals

Purpose: To Post the journals in Oracle General Ledger. Once manual journals are created or journal entries are imported from sub-ledgers, they need to be posted in General Ledger to update the account balances. Posting can be done by selecting a single journal, a journal batch or a group of journals.

Navigation: Journal Post Find

Steps: 1. Open the Post Journal Screen2. Check the journal batch to be posted3. Click on the Review Batch Button

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4. Click on Check Funds button to find if the journal amount is within the budget limits.

5. Click on the Reserve Funds button to reserve the amount & to proceed with posting the transaction.

6. Click on Post button to post the transaction

Note:

If the fund passing & reservations steps are surpassed & the transaction is posted right away, the user will not get the fund check message & the transaction will be posted.

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3.5 Reverse Journal Entry Screen

Purpose: To reverse the journals in Oracle General Ledger. If journals are wrongly created or posted then they can be reversed to rectify the mistake. If the incorrect journal is already posted, then after reversal of the journal it needs to be posted again.

Navigation: Journal Find Review Journal Reverse

Steps:

1. Query the journal as per steps given above to “Query/Find” an existing Journal2. Open the journal by clicking on “Review Journal”3. Click on the Reverse Button4. The system will require the user to provide the period in which the journal entry needs

to be reversed.5. Choose the period and Click ‘OK’.

The journal entry created earlier will be reversed.

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4 Creating Recurring Journal in Oracle General Ledger

4.1 Recurring Journal Entry

Purpose: To enter Recurring journals in Oracle General Ledger. Recurring journals are used to pass journal entries of the same type in a repeated manner over a certain interval. The following section will describe how to create a recurring journal batch, recurring journal lines, and generation of recurring journals.

Navigation: JournalDefineRecurring

Recurring journals are used to pass journal entries of the same type in a repeated manner over a certain time interval.

Steps:

1. Select Journals2. Select Define3. Select Recurring4. Press Enter

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4.2 Recurring BatchPurpose: To enter Recurring journals in Oracle General Ledger

Navigation: JournalDefineRecurring

Steps:

1. Enter name of the Recurring Batch in the ‘Batch’ field2. Enter Journal name3. Enter Category4. Enter Effective Dates. The recurring journal(s) will be valid for this period range only.5. Click on “Line” Button

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4.3 Journal Entry Line ScreenPurpose: To enter Recurring journals in Oracle General Ledger

Navigation: JournalDefineRecurringLine

Steps: 1. Enter Line no.2. Enter the account for which this recurring journal is being created.3. Save it

Recurring journals can be of three types : To Create skeleton journal entries for journal entries that affect the same accounts each

period, but have different posting amounts. To create Standard recurring journal entries for journals that uses the same accounts

and amounts each period. To create recurring journal formula entries to calculate the journal amounts

NOTE : To create an automatic offsetting line, we can use line number 9999 as the automatic offsetting line for each recurring journal entry. Enter an Account for the line but do not enter a formula. General Ledger will automatically calculate the amount for this journal entry line when you generate your recurring journal.

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4.4 Generate Recurring Journal Entry ScreenPurpose: To generate Recurring Journal entries in Oracle General Ledger.

Navigation: Journal GenerateRecurring

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5 Generate Recurring Journal Entry Screen

Purpose: To generate Recurring Journal entries in Oracle General Ledger

Navigation: Journal GenerateRecurring

Steps:1. Select The Recurring Journal you want to generate2. Click on the Generate Button3. Save It

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5.1 Query & Post Recurring Journal

Purpose: To query the Recurring journals in Oracle General Ledger

Navigation: JournalPost Find Post

Steps:

1. Navigate to the Post Journal Window2. Review the journal, if desired. Make the changes if any.3. Post the recurring journal by clicking on the ‘Post’ button.

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6 Import Journal in Oracle General Ledger

6.1 General Ledger Menu ScreenPurpose: To import journals from various sub-ledgers (say, Payables, Receivables, Fixed

Assets, etc.) to Oracle General Ledger

Navigation: JournalImportRun

Steps:

1. Select Journals2. Select Import3. Select Run4. Press Enter

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6.2 Import ScreenPurpose: To import the journal entries into Oracle General Ledger

Navigation: Journal Import Run

Steps:

1. Put Source Here (eg., Receivables, Payables, Assets, Inventory, etc.)2. Select the Ledger Name3. Specify the Selection Criteria (say, ‘All Group Ids’)4. Click on Import Button

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7 Define Currency Rates

Purpose: Currency rate needs to be defined between the functional currency and other currencies that are enabled for the set of books. Rates have to be defined for each period so that entries can be passed in the other currencies.

There are a few types of seeded rate types :

Spot: An exchange rate, which you enter to perform conversion based on the rate on a specific date. It applies to the immediate delivery of a currency.

Corporate: An exchange rate you define to standardize rates for your company. This rate is generally a standard market rate determined by senior financial management for use throughout the organization.

User: An exchange rate you specify when you enter a foreign currency journal entry.

Navigation: Setup Currencies Rates Daily

1. Open the Daily rates window as per navigation above.2. Select the ‘From’ & ‘To’ currencies from the list of values between whom the

conversion rate is to be set.3. Select the Date for which conversion rate is to be set.4. Provide the conversion rate.5. Save your work.

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8 Budgets

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Reports on Budget

Enter/ Change/ Post Budget Journals

Define Budget Organization

Freeze Budget


8.1 Define Budget Organization

Purpose – To define organization for which budget is to be entered & tracked.

Navigation: Budgets Define Organizations

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Steps :

1. Provide Organization name2. Provide ordering segment. The Ordering Segment is the account segment General

Ledger uses to sort accounts when you review the budget organization assignments, and when you use the Enter Budget Amounts and Enter Budget Journals windows.

3. Provide Display Sequence. You can use this sequence to change the order of your account segments on the Enter Budget Amounts and Enter Budget Journals windows.

4. Click on Ranges Button

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5. Provide the Accounting Range for which budget can be defined under this organization. If left blank, all accounts are under range for the organization

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6. Click on Range assignments button.

7. Assign Fund Level Check & other attributes to the accounting combinations.8. Save your work.

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8.2 Define Budget

Purpose: To define the budget

Navigation: Budget Define Budget

Steps:

1. Navigate to Define Budget Window2. Provide Budget Name3. Select the budget status as ‘Open’4. Ensure ‘Require Budget Journals’ is checked5. Select the Period range for which budget is applicable6. Save your work7. Click on ‘Open Next Year’ to activate the budget

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8.3 Enter Budget

Purpose: To enter & maintain budgets

Navigation: Budgets Enter Journals

Steps:

1. Select Budget Organization2. Select Budget3. Select Period4. Click on ‘Journal Mode’ Tab

NOTE : Budget Journals can be added through Application Desktop Integrator (ADI) also.

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1. Select Account Range for which the budget is to be entered

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2. Enter the Debit or Credit amount against the period for which budget is to be entered.3. Click on ‘Create Journals’ Button

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4. Provide the Journal Batch name & Category5. Click on ‘Reserve Funds’6. Once Fund Check is passed, click on Done to create the journal7. Query the Journal from Post Journal Window

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8. Review the Journal9. Post the Budget Journal

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8.4 Freezing Budget

Purpose: Freeze a budget, budget organization, budget formula batch or range of budget accounts to prevent accidental or unauthorized changes.

Navigation: Budgets Freeze

Steps:

1. Navigate to Freeze Budgets Window2. Select the Budget to be frozen3. Click on Organizations Region of the Freeze Budget Window

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4. Check the ‘Frozen’ checkbox to freeze the budget against that organization.5. Save your work6. Budget can be unfrozen the same way.

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9 General Ledger Periods

9.1 Opening and Closing Accounting Periods

Purpose: Open and close accounting periods to control journal entry and journal posting, as well as compute period- and year-end actual and budget account balances for reporting.

Navigation: Setup Open/Close

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Accounting periods can have one of the following statuses:

Open: Journal entry and posting allowed. Closed: Journal entry and posting not allowed until accounting period is reopened. Reporting and inquiry allowed.Permanently Closed: Journal entry and posting not allowed. You cannot change this period status. Reporting and inquiry allowed.Never Opened: Journal entry and posting are not allowed. General Ledger assigns this status to any period preceding the first period ever opened in your calendar, or to any period that has been defined, but is not yet future-enterable. You cannot change this period status. Future-Entry: Journal entry is allowed, but posting is not. Your period is not yet open, but falls within the range of future-enterable periods you designated in the Ledger Setup window. You cannot change this period status without using the concurrent process to open the period.

You can open new accounting periods, close accounting periods, reopen closed accounting periods, and open an encumbrance year (if you are using encumbrance accounting).

To open a new accounting period:1. Navigate to the Open and Close Periods window.2. General Ledger displays the Latest Open accounting period. Note that while a period may be the most recently opened accounting period, this period may have a current status of closed.3. Choose Open Next Period. General Ledger calculates the ending account balances for the current period, and launches a concurrent process to open the next period. The current period remains Open.

Suggestion: Although you can have several open accounting periods, to maximize the efficiency of the General Ledger posting process, as well as to minimize the possibility of user error, limit the number of accounting periods that are open at one time.

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If you open the first period of a new fiscal year, General Ledger automatically updates the Retained Earnings account.4. Save your work.

To close an accounting period:1. Navigate to the Open and Close Periods window.General Ledger displays all accounting periods defined for your calendar with the period type of your set of books.2. Select the open period that you want to close.3. Enter a new status for the period.

o Enter Closed to prevent entering or posting journals to that period. You can reopen a closed period at any time.

o Enter Permanently Closed to prevent entering or posting journals to that period. You cannot reopen a permanently closed period.

4. Save your work.

To reopen an accounting period:1. Navigate to the Open and Close Periods window.General Ledger displays all accounting periods defined for your calendar with the period type of your set of books.2. Select the period that you want to reopen. You can reopen any closed period that is not permanently closed.3. Change the status to Open.4. Save your work.

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10Oracle Standard Reports

1. Account Analysis - Contra AccountUse this report to print balances by account segment and a secondary segment, list the contra account for each journal entry, and list the subledger document number for transactions imported from subledgers. You can print this report by date range, accounting flexfield range, contra account, and amount range.

2. Account Analysis ReportReview source, category and reference information to trace your functional currency or STAT transactions back to their original source. You can run this report with entry, line or source item reference information to help identify the origin of journals created by Journal Import. This report prints the journal entry lines and beginning and ending balances of the accounts you request. For each journal entry line, the report prints the source, category, batch name, journal entry name, account, description, entry/line/source item reference information, and the debit or credit amount.

3. Account Analysis Report with Payables DetailReview functional currency or STAT balances and transactions for any account(s). You can use this report to reconcile asset additions imported into General Ledger from Oracle Payables. To run this report, you must have Oracle Payables installed on your system and you must allow detail posting of invoices from Oracle Payables to General Ledger. If you have installed multiple versions of Oracle Payables, General Ledger retrieves information for your report from the last version installed.

4. Account Analysis Report with Subledger DetailReview the details of subledger activity that has been posted to your General Ledger accounts. The report displays detail amounts for a specific journal source and category, in your functional currency or STAT.

5. Budget Organization ListingReview the details of a specific budget organization. This listing prints the start and end dates for the organization, the accounts you assigned to the organization, descriptions of these accounts as well as their budget entry methods.

6. Budget Organization Range ListingReview the details of the account ranges assigned to a specific budget organization. The listing prints the budget entry type and currency assigned to each account range, and indicates whether automatic encumbrancing is enabled.

7. Frozen Budget Accounts ListingReview frozen budget components, including budgets, budget organizations, and account ranges. This listing prints only budgets, which are partially or completely frozen.

8. Funds Available Analysis ReportUse the Funds Available Analysis Report to measure budgets against expenditures and encumbrances to determine the balance of funds available for your future expenditures.

9. Master/Detail Budget ReportReview the available funds for all detail budgets controlled by a specific master budget. View budget balances entered in your functional currency, a foreign currency or statistical amounts. General Ledger marks accounts whose detail budget amounts exceed the master budget with an asterisk.

10.General Ledger Report

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Review journal information to trace each transaction back to its original source. General Ledger prints a separate page for each balancing segment value. For each journal line, the report prints the account affected, the concatenated description, the journal line amount, and the beginning and ending account balance. Additionally, for each journal line, the report prints journal details including source, category, journal name, and effective date. The report lists accounts in ascending order by account segment value, and it prints a "CR" next to credit amounts.

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11.Journal Entry ReportUser this report to review journal activity for a given period or range of periods, balancing segment value, currency, and range of account segment values. The report prints the accounting date, category, journal name, reference, journal batch name, entered debit or credit amounts, net balance, and account total for each journal. In addition, a total is provided for each balancing segment included in your report and a grand total is provided for all the activity included in your report.

12.Journal Line ReportReview all of your journals, grouped by batch, for a particular journal category, currency and balancing segment value. For each journal line, the report prints the transaction date, account, reference, journal line description, entered amounts, and accounted amounts. Totals are provided for each journal and journal batch included in your report. In addition, totals are provided for each journal category and for each balancing segment, with a grand total for all of the activity included in your report.

13.Journals by Document Number ReportReview detailed information for each journal associated with a specific document sequence. General Ledger prints the journals in ascending order by document number. For each journal, the report prints the creation date, batch name, journal name, category, posting status, posted date, currency, and journal amounts. The report also indicates which document numbers do not have an associated journal.

14.Publish Journals - GeneralUse this report to view data contained in each field for your journals. You can check manually entered data or data imported to General Ledger from other sources. The information allows you to trace your transactions back to the original source.

15.Publish Journals - Day BookReview posted journal entries and journal details chronologically by accounting date for a specified range of dates, journal source, and journal category.

16.Budget Trial Balance ReportReview your general ledger budget account balances and activity for a specific currency. You can run this report for balances and activity entered in your functional currency, a foreign currency or STAT, or translated to a foreign currency. General Ledger prints a page for each balancing segment value and lists your accounts in ascending order by account segment value. General Ledger reports debits as positive amounts and credits as negative amounts.

17.Detail Trial Balance ReportReview your general ledger actual account balances and activity in detail. You can run this report for balances and activity entered in your functional currency or STAT, or translated to a foreign currency.

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