GL INQUIRIES - SECTION 1USING CHART FIELDS
OVERVIEW
This section will help you learn how to search for information in the GL using chart field
values. The information you find will help you reconcile your funds, prepare reports, and
make management decisions.
The GL module is the source for all financial reporting. It receives information in the form
of journal entries from all of the PeopleSoft modules as well as summarized information
from other USF systems, for example, GEMS (Oracle Payroll) for payroll data,
Interdepartmental Billings, Physical Plant billings, USF Postal billings, OASIS for student
information and entries keyed online.
You may search the GL for all data for any chart field value including revenue, expenditure,
cash deposits, or cash payments. You may search for any funding type (auxiliary, general
revenue, grant, and others).
When searching for GL data, you will be asked for an “Inquiry Name”. This is not your user
ID. It is a name that you create for the criteria that you use to search the GL. It is unique to
you. It will save the criteria for the next time you conduct a GL search. An example of an
inquiry name might be “GLSearch”. Notice that the inquiry name can not have any spaces.
Keep it simple and make it something you will recognize.
OBJECTIVES



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Learn to inquire on GL data
Drill down to the journal activity
Drill to supporting detail information in other modules
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INQUIRE ON LEDGERS
Short Guide:
Step 1:
Step 2:
Step 3:
Step 4:
STEP 1
Navigate to the Ledger Inquiry Page
Enter the Inquiry Name
Enter the Inquiry Criteria
View the Ledger Inquiry and Drill Down to Details
NAVIGATE TO THE LEDGER INQUIRY PAGE
1.1
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Navigate to the Ledger Inquiry page by selecting General Ledger, Review
Financial Information, Ledger from the menu on the left of the page.
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STEP 2
ENTER THE INQUIRY NAME
2.1
To examine GL information within PeopleSoft, the individual users must define an
inquiry name. This inquiry name is tied specifically to your individual User ID.
2.2
Use an existing inquiry definition or create a new value. (If this is the first time you
are using this inquiry you must create a new inquiry name by clicking “Add a
New Value”)
2.3
Click on
2.4
You should advance to the Ledger Inquiry page.
2.5
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To add a new value type the new Inquiry Name and click
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STEP 3
ENTER THE INQUIRY CRITERIA
(This first search will be for expenses in fund 03600)
3.1
Enter the Business Unit (USF01)
3.2
Enter the Ledger (i.e. ACTUALS for actual incurred transactions)
3.3
Enter the Year (This refers to the Fiscal Year not Calendar Year and must be
entered in the four character year format i.e. 2010)
3.4
Enter the From and To Periods (if inquirying on a single period these would be the
same). NOTE: July = Period 01, June = Period 12, etc.
3.5
If inquiring on a balance sheet account you will want to click the Show YTD
Balance, Include Closing Adjustments, and Adjustment Periods checkboxes.
NOTE: If this is a new inquiry definition you will have to click on
and
at this point to display the ChartField criteria.
3.6
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Enter the ChartField values you wish to search. See TIPS below.
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3.8
Note: If you are searching a chart field combination with large volume activity or
are searching in the second half of the year, consider changing the Max Ledger Rows
to a larger number (it defaults to 100).
3.9
Note: You may create a set of chartfields and save them for future use if you
frequently need information for a specific chart field string. Click the
to add or change chart field value sets.
link
3.10
Note: You may check Sum By boxes to have sub-totals calculated for specific
chart field values.
A few helpful tips
√
Use a minimal search
If searching for your auxiliary fund, use only the fund ID
If searching for your department, use only fund ID and department ID
If searching for a sponsored research project, use only the project ID
If searching for RIA funds, use only the initiative ID
√
You can run a report for multiple departments by using the “%” sign; for instance run a report for all
departments beginning with 1201 by entering “1201%” in the Department field.
√
Use the % sign the same way to search for multiple product codes or multiple fund ID’s
√
Another way to use the % sign: if you want to report only specific account codes:
For account enter 10% to see only all cash codes
For account enter 4% to see only all revenue codes
For account enter 5% to see only expense codes
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STEP 4
VIEW THE LEDGER SUMMARY
Click the
4.1
button to reveal the Ledger Summary page.
Click on the Activity hyperlink to drill down for further detail on the associated
amount. This will display the Transaction Details page.
This is where you will see a list of journals that include transactions for the chart field
criteria and time periods that you selected for your search.
4.2 Remember that journals are composed of similar transactions and may be hundreds
of lines long.
4.3 Remember that the first three letters of a journal ID are the journal mask; they reveal
the character and source of the journal lines
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4.4 This page will display the Journal ID and the amount by journal
charged to the ChartField combination for each period defined in the
search criteria for which there are transactions. Note that the data
may be downloaded to Excel by clicking the
symbol.
You may return
to the inquiry
page or the
ledger summary
by clicking the
hyperlinks.
You may sort the
list by clicking the
appropriate
heading (Journal
ID, Line Descr,
Date, etc.).
4.5 To drill down further you can click on the Journal ID hyperlink to view
the journal details.
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4.6 The Journal Line drill down displays the journal header information
and only the line(s) applicable to the specific ChartField combination.
4.7 Click on the Ledger Summary hyperlink to go back to the previous
summary page to drill down to additional journals.
Click on the Transaction Details hyperlink to return to the previous
page listing all journals.
Click on the Inquiry Criteria hyperlink to return to the search criteria
page to define a new search.
4.8 NOTE: The heading on this page (above) displays the journal ID, the
journal status, and the date of the posting.
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STEP 5
VIEW THE LEDGER SUMMARY
From the Journal Inquiry Details page, (see page 8 for illustration), you
may drill to voucher details.
5.1 Click on Drill To Source hyperlink to drill down in the Accounts
Payable module.
This is where you will voucher information related to the transactions
for the chart field criteria and time periods that you selected for your
search.
Note: There are three tabs displayed. The first tab will show only the chart field
values of the transaction. The second tab will show the voucher ID and related
information. The third tab will show any document information.
To view all of the information from all three tabs in one continuous stream, click the
symbol. To return to the three separated tabs, click the
symbol.
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5.2 To view more specific information about the voucher, click
hyperlink. All line item detail of the voucher will be
displayed.
Note: All chart field information and journal information for all lines in
the voucher are viewable on separate tabs, both on the accrual entry
side and the payment side.
Note: Click the Chartfields tab to view accounting information. Click the
Journal tab to identify the journal ID for the transaction.
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REVIEW VOUCHER DETAILS IN ACCOUNTS PAYABLE
SHORT GUIDE:
Step 1: Through GL lookup, identify a voucher number to review
Step 2: Navigate to Accounts Payable
Step 3: Enter the desired voucher number
STEP 1
NAVIGATE TO THE VOUCHER REVIEW PAGE IN ACCOUNTS PAYABLE
1.1 Navigate to the Ledger Inquiry page by selecting Accounts Payable,
Review Accounts Payable Info, Vouchers, Voucher from the menu
on the left of the page.
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STEP 2
SEARCH FOR THE VOUCHER
2.1 Pick a Search Name (ALL in this example)
2.2 Business Unit must be USF01
2.3 Enter the Voucher ID in both the From and To columns
2.4 Vendor SetID must be USFSI
2.5 Click the
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button to run the search
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STEP 3
VIEW RESULTS OF THE SEARCH
3.1 Note: Three tabs are displayed
3.2 Voucher Details tab displays basic information including accounting
entries and an image of the invoice (if there is an invoice). Click the
symbol to view the invoice.
3.3 The Amounts tab includes the gross amount, net amount, and any
unpaid voucher amounts.
3.4 The More Details tab includes vendor information, posting status, and
dates.
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GL INQUIRIES - SECTION 2 USING JOURNAL IDS
GL INQUIRIES USING JOURNAL ID’S
OBJECTIVE
Learn how to search journal entries and drill down for journal detail.
OVERVIEW
This section will help you learn how to search for information in the GL using journal id”s.
The information you find will help you reconcile your funds, prepare reports, and make
management decisions.
The GL module is the source for all financial reporting. It receives information in the form
of journal entries from all of the PeopleSoft modules as well as summarized information
from other USF systems, for example, GEMS (Oracle Payroll) for payroll data,
Interdepartmental Billings, Physical Plant billings, USF Postal billings, OASIS for student
information and entries keyed online.
You may search the GL for all data for any chart field value including revenue, expenditure,
cash deposits, or cash payments. You may search for any funding type (auxiliary, general
revenue, grant).
When searching for GL data, you will be asked for an “Inquiry Name”. This is not your user
ID. It is a name that you create for the criteria that you use to search the GL. It is unique to
you. It will save the criteria for the next time you conduct a GL search. An example of an
inquiry name might be “GLSearch”. Notice that the inquiry name can not have any spaces.
Keep it simple and make it something you will recognize.
Updated 10/27/06
Record to Report – GL Inquiries & Reports
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INQUIRE ON JOURNAL ENTRIES
SHORT GUIDE:
Step 1:
Step 2:
Step 3:
Step 4:
Step 5:
STEP 1
Navigate to the Journal Inquiry Page
Enter the Inquiry Name
Enter the Inquiry Criteria
View the Journal Details
Drill down on the Journal Lines
NAVIGATE TO THE JOURNAL INQUIRY PAGE
1.1 Navigate to the Journal Inquiry page by selecting General Ledger,
Review Financial Information, Journals from the menu on the left of
the page.
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STEP 2
ENTER THE INQUIRY NAME
2.1 For Journal and Ledger inquiries within PeopleSoft the individual users
must define inquiry definitions. These inquiry definitions are tied
specifically to the individual User ID they are created by.
2.2 Use an existing inquiry definition or create a new value. (If this is the
first time you are using this inquiry you must create a new
definition.)
2.3 Click on
2.4 Click on the Inquiry Name you wish to run to go to the Journal page
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STEP 3
ENTER THE INQUIRY CRITERIA
3.1 Enter the Business Unit (USF01)
3.2 Enter the Ledger (ACTUALS)
3.3 Enter the Fiscal Year (use 4 character year format)
3.4 Enter the From and To Periods (choose a range using 1 – 12 keeping
in mind these refer to fiscal periods, not calendar periods)
3.5 Click on
to save your journal inquiry definition
NOTE: Asterick items are required fields
3.6 Enter additional criteria as applicable
3.7 Click on
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to display the results of the search criteria
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STEP 4
VIEW THE JOURNAL DETAILS
4.1 Select the journal you wish to review by clicking on the Journal ID
hyperlink associated with the journal.
Journal
ID
hyperlink
s
4.2 The journal inquiry results will display the Journal Header (information
that is applicable to all lines of a journal) and Journal Line information
(individual components of a transaction). To view all of the Journal Line
information, you may have to scroll to the right and down.
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Continuation of Image Above (page 5)
4.3 As a general rule, journal entries from other sources (both PS modules
and third party sources) will summarize the journals to unique chartfield
combinations. The PeopleSoft Journal Inquiry provides the ability to
drill down through the journal lines to the source transactions. (NOTE:
There will most likely be more detail available for other PS modules
than the third party sources.)
4.4 The image above is not a complete illustration of the page. In
PeopleSoft, it would be necessary to scroll to the right to view additional
columns of chart fields and dollar amounts.
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STEP 5
DRILL DOWN ON THE JOURNAL LINES
5.1 To drill down on a journal line, click on the
symbol associated with
the specific line. This will open a new window showing the Journal Drill
Down page. In this illustration, drill to journal line #6.
5.2 The Journal Drill Down page contains much of the same information
as the journal inquiry, but also provides additional information related to
the source of the transaction. The source of this example is an AP
voucher, therefore the Journal Drill Down page contains voucher
information which is displayed first.
5.3 By clicking the Voucher ID hyperlink, you may view more details
including accounting information about the voucher. See illustration on
next page.
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5.4 From the Drill To Source page (see page 7 above) click the Chartfields
tab to view accounting information.
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REVIEW VOUCHER DETAILS IN ACCOUNTS PAYABLE
SHORT GUIDE:
Step 1: Through GL lookup, identify a voucher number to review
Step 2: Navigate to Accounts Payable
Step 3: Enter the desired voucher number
STEP 1
NAVIGATE TO THE VOUCHER REVIEW PAGE IN ACCOUNTS PAYABLE
1.2 Navigate to the Ledger Inquiry page by selecting Accounts Payable,
Review Accounts Payable Info, Vouchers, Voucher from the menu
on the left of the page.
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STEP 2
SEARCH FOR THE VOUCHER
2.6 Pick a Search Name (ALL in this example)
2.7 Business Unit must be USF01
2.8 Enter the Voucher ID in both the From and To columns
2.9 Vendor SetID must be USFSI
2.10 Click the
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button to run the search
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STEP 3
VIEW RESULTS OF THE SEARCH
3.5 Note: Three tabs are displayed
3.6 Voucher Details tab displays basic information including accounting
entries, payment information, and an image of the invoice (if there is
an invoice). Click the
symbol to view the vendor invoice. Click
the
symbol to view payment details including the check number,
date of issue of the check, and it’s reconciliation status.
3.7 The Amounts tab includes the gross amount, net amount, and any
unpaid voucher amounts.
3.8 The More Details tab includes vendor information, posting status, and
dates.
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