General Ledger (GL) Inquiries
General Ledger Pending Entry
Document Summary
Product Owner / Author
Antonet Müller
Editor Name
Chim oné Barends
Date
2014/12/01
Time
08:00 AM
Template
Verbose
Lesson Objectives
On completion of this lesson you should be able to:

Understand the definition and purpose of a General Ledger Pending Entry Inquiry

Run a General Ledger Pending Entry Inquiry

Understand and interpret the search results of the General Ledger Pending Entry Inquiry

Drilldown to an E-doc

Export search results to an Excel spreadsheet
Lesson Scenario

As an existing staff member of the NWU you are required to work through this lesson, make some
notes if necessary and print out the documentation as a guideline.

This lesson will show you how to do a General Ledger Pending Entry Inquiry, understand and
interpret the search results and be able to give correct information to those you report to.

In the examples in this lesson transactions have not been posted to the General Ledger yet, but you
need to do inquiries on the detail of these transactions.

Please note: The exact examples in this manual might not exist anymore on the database at the
time you work through this lesson. This is only for demonstration purposes. It is recommended that
you work through the E-doc manuals first and use your own E-doc examples in the Inquiry manuals.
Lesson Prerequisites

You need to be a NWU staff member that is registered on KFS as a user.

You need to understand that you have a responsibility towards the financial reporting of your
department and the university to interpret, understand and report in a responsible manner on these
General Ledger Pending Entry Inquiry results.
General Ledger Pending Entry Inquiry
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Table of Contents
1. Definition and purpose of a General Ledger Pending Entry Inquiry
2. Navigation
3. Process overview
4. Lookup Criteria
5. Running a General Ledger Pending Entry Inquiry
6. Understanding and interpretation of the search results
6.1. Additional information
6.2. Sorting the inquiry results
6.3. Debit / Credit view
7. Drilldown to an E-doc
8. Export search results to an Excel spreadsheet
General Ledger Pending Entry Inquiry
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1. Definition and purpose of a General Ledger Pending Entry Inquiry

The General Ledger Pending Entry displays pending transactions from documents that have been
approved or submitted for approval but have not yet posted to the General Ledger.

The General Ledger Pending Entry Lookup is identical to the General Ledger Entry lookup except that it
displays General Ledger Pending Entry transactions.

Transactions are pending until the document has made its way completely through the approval process
and the GL batch posting job has run.

The drilldown pattern of this inquiry is as follows:
o
General Ledger Pending Entry
o
E-Doc
2. Navigation

KFS navigation: Main Menu > Balance Inquiries > General Ledger > General Leger Pending Entry
Figure 1
Figure 2
General Ledger Pending Entry Inquiry
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3. Process overview
Figure 3
4. Lookup Criteria
Figure 4

A number of lookup criteria are displayed.
General Ledger Pending Entry Inquiry
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Figure 5


Fill in at least
o
Fiscal Year, Chart Code, Organization / Account Number (but not both), and Fiscal Period or
o
Fiscal Year and Document Number (Clear the Balance Type & Fiscal Period)
Balance Type Code defaults to AC but may be changed to other balance types (for example PE for PreEncumbrances) or left blank to include all.

The lookup criteria default to
o
the current fiscal year,
o
balance type of AC (actuals) and
o
the current fiscal period

Use the lookup icon

Select the desired Pending Entry Approved Indicator option. The Pending General Ledger inquiry offers two
as necessary to select the criteria.
alternatives for including the pending ledger entries:
o
the ability to include all pending entries by selecting All or
o
only those pending entries that are fully approved by selecting Approved.

Cancelled and disapproved pending entries are not pulled into the balance inquiry results.

Please note: Choosing to include all pending ledger entries in an inquiry can generate misleading results
because saved documents may contain incomplete or unbalanced accounting entries. Choosing to view
all pending ledger entries should be done with the understanding that unapproved entries may change
drastically prior to actually posting or they may not post at all.
General Ledger Pending Entry Inquiry
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5. Running a General Ledger Pending Entry Inquiry
Figure 6

Complete the lookup criteria

Ensure that your Balance type is correct for the transaction you are doing the inquiry for. For example:
o
AC – Actual or
o
PE – Pre Encumbrance

The most used method of running the report would be for an Account.

By using this method you get all the transactions for that account and specific period.
1.
Chart: Type or
2.
Account Number: Type 1A00001 or
3.
Balance Type Code: AC
4.
Fiscal Period: 08
5.
Click on
I
General Ledger Pending Entry Inquiry
1A00001
Page: 7 of 27
Figure 7

There are many different ways of running the inquiry, you can use a wildcard * to run the inquiry for all your
accounts within a Chart or Organization.

Please note: This may result in a large number of transactions.
1.
Chart: Type or
2.
Account Number: Type *
3.
Balance Type Code: AC
4.
Fiscal Period: 08
5.
Click on
I
General Ledger Pending Entry Inquiry
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Figure 8

It is also possible to run the inquiry for accounts of a specific source of funds by using the wildcard *.

By using this method you get all the transactions for that source of funds within a chart and organization or for
all accounts in the chart.

Please note: This may result in a large number of transactions.
1.
Chart: Type P or
2.
Account: Type 5* for all source of funds 5 accounts.
3.
Balance Type Code: AC
4.
Fiscal Period: 08
5.
Click on
General Ledger Pending Entry Inquiry
P
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Figure 9

Other methods of running the report would include running it for a specific document number.

By using this method you get all the accounting lines within that document number.

You can leave the Balance Type Code and Fiscal Period blank in order to run it for a document number.
1.
Document Number: Type 3424
2.
Fiscal Period: 08
3.
Click on
General Ledger Pending Entry Inquiry
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Figure 10

You can also run the inquiry by completing the Organization Code.

By using this method you get all the transaction lines for the Organization Code.

Please note: This may result in a large number of transactions.
1.
Chart: Type I or
2.
Organization Code: Type 8521 or
3.
Fiscal Period: 08
4.
Click on
General Ledger Pending Entry Inquiry
I
8521
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Figure 11

You also could have run the inquiry by completing the Object Code.

By using this method you get all the transactions per object code.

You can run it for an object code per account or per organization, or when entering the wildcard * in the
Account field, you will get all the transactions for the specific object code on all accounts in a specific chart.

Please note: This may result in a large number of transactions.
1.
Chart: Type I or
2.
Account Number: Type *
3.
Object Code: Type 6151 or
4.
Fiscal Period: 08
5.
Click on
General Ledger Pending Entry Inquiry
I
6151
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Figure 12

You can also run the inquiry by completing the Ledger Document Type.

By using this method you get the transaction lines for all the document numbers of a specific document type.

Please note: This may result in a large number of transactions.
1.
Chart: Type P or
2.
Account Number: Type *
3.
Balance Type: AC
4.
Fiscal Period: 08
5.
Ledger Document Type: GEC
6.
Click on
General Ledger Pending Entry Inquiry
P
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Figure 13

The General Ledger Pending Entry can also be run for other Balance Types, for example PE –
Pre-Encumbrance.
1.
Chart: Type V or
2.
Account Number: Type *
3.
Balance Type Code: Type PE or
4.
Fiscal Period: 08
5.
Click on
V
PE

The option also exists which pending entries to include.

The Pending General Ledger inquiry offers two alternatives for including the pending ledger entries:
o
the ability to include all pending entries by selecting All or
o
only those pending entries that are fully approved by selecting Approved.

Cancelled and disapproved pending entries are not pulled into the balance inquiry results.

Please note: Choosing to include all pending ledger entries in an inquiry can generate misleading results
because saved documents may contain incomplete or unbalanced accounting entries. Choosing to view all
pending ledger entries should be done with the understanding that unapproved entries may change drastically
prior to actually posting or they may not post at all.
General Ledger Pending Entry Inquiry
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Figure 14

The DI E-doc 3456 was approved – status Final.
Figure 15

The TF E-doc 3461 was not yet approved – status Enroute.
General Ledger Pending Entry Inquiry
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Figure 16

When choosing to include All Pending Entries both document’s accounting lines are displayed.
1.
Chart: Type P or
2.
Account Number: Type *
3.
Balance Type Code: AC
4.
Fiscal Period: 08
5.
Pending Entry Approved Indicator: Click All
6.
Click on
General Ledger Pending Entry Inquiry
P
Page: 16 of 27
Figure 17

When choosing to include only Approved Pending Entries only the DI’s accounting lines are displayed.
1.
Chart: Type P or
2.
Account Number: Type *
3.
Balance Type Code: AC
4.
Fiscal Period: 08
5.
Pending Entry Approved Indicator: Click Approved
6.
Click on
General Ledger Pending Entry Inquiry
P
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6. Understanding and interpretation of the search results
Figure 18

The General Ledger Pending Entry lookup behaves identical to the General Ledger Entry lookup once the
initial results are displayed.

Inquiry results columns
Column
Fiscal Year
Chart Code
Description




Account Number
Sub-Account Number


Object Code

Sub-Object Code


Balance Type Code
Used for the purposes of financial reporting.
Indicates the fiscal year to which General Ledger entries were posted.
One character that indicates the campus / high-level structure of the KFS
Chart of Accounts that the Account are specific to.
An account identifies a pool of funds assigned to a specific university
organizational entry for a specific purpose.
Indicates to which Account the transaction was allocated to.
Certain transactions could have been allocated to an optional finer level
of detail within a particular account.
To classify the transaction as a specific income, expense, asset, liability
or fund balance transaction.
An optional element of the accounting string related to the object code
that allows you to create finer distinctions within a particular object code.
Different types of balances might include
AC - ACTUALS (BALANCE SHEET)
EX - EXTERNAL ENCUMBRANCE
PE - PRE-ENCUMBRANCE
CB - CURRENT BUDGET
BB - BASE BUDGET
An attribute of Object Code that is used to identify its general use, such
as income, asset, expense, liability or fund balance.
Indicates the various periods to which General Ledger entries were
posted.
To distinguish between the different types of transactions (e.g., DI, GEC,
TF, RJV or PE)
Object Type Code

Fiscal Period

Ledger Document Type

Origin Code

Identifies the source system from which the transaction originated.
Document Number

A unique, sequential, system-assigned number for a document.
Transaction Ledger Entry

A short description that was entered when the transaction was captured
explaining each transaction.
Transaction Ledger Entry Amount

Indicates the amount for each transaction.
Debit/Credit Code

An additional column indicates next to each amount if it was a debit or a
credit.
Transaction Date

When the transaction was captured.
Organization Document Number

Free text from the Document Overview tab on the e-doc.
Project Code

Identifies particular transactions that might span multiple accounts.
Description
General Ledger Pending Entry Inquiry
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Column
Description
Organization Reference Id


Free text field from the Accounting Line on the e-doc.
Reference Identification Number assigned by Organization.
Reference Document Type Code

The original document type code a transaction is referring to.
Reference Origin Code

In a transaction with a reference origin code, the code identifies the
system that created the original transaction that was being corrected.
In a transaction with a reference document number, the number
identifies the original document number of the transaction that was being
corrected.
Represents a unique identifier assigned to units at many different levels
within the institution (for example, faculty, department, school etc.).
A smaller group of accounts within an organization to which the
transaction belongs to.

Reference Document Number
Organization Code

Account Group


The inquiry results list the transactions that meet your lookup criteria. From here you can drill down into the edoc that created the transaction.
6.1 Additional information
Figure 19

The underlined inquiry results will provide more information when you click on it.
1.
Click on
General Ledger Pending Entry Inquiry
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Figure 20
Figure 21
2.
Click on
General Ledger Pending Entry Inquiry
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Figure 22
6.2 Sorting the inquiry results
Figure 23

The inquiry results can be sorted by any of the columns’ values by clicking on the underlined column heading.
General Ledger Pending Entry Inquiry
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1.
Click on
for example. The results will be sorted according to Account numbers.
Figure 24
6.3 Debit / Credit view
Figure 25

An additional column indicates next to each amount if it was a debit or a credit, therefor you do not need to take
the type of object into consideration to determine if it was a debit or credit transaction.
General Ledger Pending Entry Inquiry
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7. Drilldown to an E-doc
Figure 26

The inquiry results list the transactions that meet your lookup criteria. From here you can drill down into the edoc that created the transaction.

You may drill down into detail when there is the Drill Down link available, or if the amount or other attribute (edoc, for example) is a hyperlink.
1.
2.
Click on the document num ber 3437
Click on
to open the document.
after reviewing the document.
General Ledger Pending Entry Inquiry
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Figure 27
General Ledger Pending Entry Inquiry
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8. Export search results to an Excel spreadsheet
Figure 28

To export the entire result list in .csv, spreadsheet, or .xml format, scroll to the bottom of the screen and click a
link to choose from among these options:
1.
Click on
at the bottom of the inquiry results.
Figure 29
2.
Click on
General Ledger Pending Entry Inquiry
at the bottom of the screen.
Page: 25 of 27
Figure 30
3.
Click on
in the next screen in Excel .
Figure 31
4.
Save the docum ent on your com puter. You can now use Excel functions lik e sort, filter etc.
to process the data according to your reporting needs.
General Ledger Pending Entry Inquiry
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Lesson Summary
Having completed this lesson you should be able to:

Understand the definition and purpose of a General Ledger Pending Entry Inquiry

Run a General Ledger Pending Entry Inquiry

Understand and interpret the search results of the General Ledger Pending Entry Inquiry

Drilldown to an E-doc

Export search results to an Excel spreadsheet
General Ledger Pending Entry Inquiry
Page: 27 of 27