rights reserved.
The information contained in this document is subject to change without notice. If you find any problems in the documentation, please report them to us in writing. This document is not warranted to be error-free. Except as may be expressly permitted in your license agreement for these Programs, no part of these Programs may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose.
If this documentation is delivered to the United States Government or anyone using the documentation on behalf of the United States Government, the following notice is applicable: U.S. GOVERNMENT RIGHTS
The U.S. Government’s rights to use, modify, reproduce, release, perform, display, or disclose these training materials are restricted by the terms of the applicable Oracle license agreement and/or the applicable U.S. Government contract.
Oracle, JD Edwards, PeopleSoft, and Siebel are registered trademarks of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective owners.
Table of Contents
Introduction
...
vi
Journal Entry
...
1
Creating Journal Batches ... 1
Entering Journals ... 8
Changing the Journal Entry Currency ... 12
Entering Journal Lines ... 18
Entering Entered Currency Journal ... 22
Entering Statistical Journals ... 27
Autocopying Journal Batches ... 32
Changing a Batch Period ... 38
Entering and Posting Journal Batches ... 43
Creating Recurring Journal Entries ... 48
Creating Skeleton Journal Entries ... 52
Changing a Recurring Journal Entry ... 57
Reviewing Recurring Journal Batches ... 61
Posting Journals ... 65
Copying Entries from an Existing Recurring Journal Batch ... 71
Entering a Year-End Closing Journal Entry ... 75
Creating Standard Recurring Journal Entry Lines ... 80
Correcting Batch Posting Errors ... 85
Posting Journal Batches Automatically (AutoPost) ... 100
Reversing Journals ... 106
Generating Reversing Journal Batches ... 113
Enabling Journal Line Reconciliation ... 120
Entering Reconciliation References ... 125
Using Automatic Journal Scheduling ... 130
Adding Attachments to a Journal Entry ... 139
Checking or Reserving Funds for a Journal Batch ... 148
Online Inquiries
...
156
Performing Account Inquiries ... 156
Performing Journal Entry Inquiries ... 167
Drilling Down to Subledger Details ... 178
Viewing T-Accounts ... 200
Performing Budget Inquiries ... 207
Reviewing Budget Balance in a Master Budget ... 211
Processing Consolidated Balance Inquiries ... 216
Defining Budgets
...
223
Defining Budgets ... 223
Assigning Budget Periods ... 226
Opening a Budget Period ... 228
Copying Budget Amounts from a Budget ... 233
Managing Budget Organizations
...
239
Defining Budget Organizations ... 239
Assigning Account Ranges to Budget Organizations ... 243
Protecting a Budget Organization with a Password ... 250
Adding or Changing Individual Accounts ... 255
Copying Existing Budget Formulas ... 270
Changing a Budget Formula Entry ... 272
Entering Budget Amounts
...
277
Entering Budget Amounts for Multiple Accounts ... 277
Entering Budget Rules to Distribute Budget Amounts ... 281
Entering Budget Journals ... 287
Creating Unposted Journal Batches ... 291
Exporting a Budget Worksheet Using the Budget Wizard ... 301
Transferring Budget Amounts
...
320
Transferring Budget Amounts Using Budgetary Control ... 320
Entering Budget Transfer Amounts ... 324
Freezing Budgets
...
330
Freezing Budget Formula Batches ... 330
Freezing Budget Organizations ... 333
Freezing Budgets for a Range of Accounts ... 335
Encumbrance Accounting
...
340
Defining Encumbrance Types ... 340
Entering Encumbrances ... 343
Viewing Funds Available ... 350
Carrying Forward Year-End Encumbrance and Budget Balances ... 354
Average Balance Processing
...
360
Opening a New Period ... 360
Archiving Journals ... 368
Consolidating Transactions ... 373
Consolidating Balances ... 386
Financial Reporting
...
398
Running Simple Reports ... 398
Using the Financial Statement Generator (FSG) ... 406
Viewing Ledger Sets ... 412
Maintenance
...
418
Defining a Move/Merge Request ... 418
Submitting a Move/Merge Request ... 421
Creating New Accounts with Mass Creation ... 425
Global Consolidation System
...
429
Using the Consolidation Workbench ... 429
Transferring Subsidiary Data to Your Parent ... 436
Creating Elimination Entries ... 439
Purging Consolidation Audit Data ... 445
Multi-Currency
...
449
Defining Foreign Currencies ... 449
Defining Currency Cross Rates ... 453
Entering a Journal with Conversion Rounding Differences ... 457
Using the Currency Rates Manager ... 465
Journal or Subledger Level Reporting Currencies
...
476
Entering Reporting Currencies ... 476
Using Reporting Currencies ... 479
Using the Account Hierarchy Manager
...
495
Displaying Multiple Hierarchies ... 497
Adding or Changing Rollup Groups ... 508
Adding or Changing Parent Hierarchies ... 520
Adding or Changing Child Values ... 541
Basic General Ledger Setup
...
563
Defining General Ledger Value Sets ... 563
Creating a Responsibility for the Controller ... 567
Creating a Security Rule ... 573
Defining Accounting Key Flexfield Structures ... 582
Entering Values for Key Flexfields ... 596
Using the Account Hierarchy Editor ... 602
Defining an Accounting Calendar ... 617
Defining a Ledger ... 628
Opening the First Accounting Period ... 635
Setting Up Journal Categories and Sources ... 641
Setting Up Suspense Accounts ... 646
Entering Unbalanced Journals ... 649
Custom General Ledger Reports
...
659
Creating a Row Set ... 659
Running an Ad-Hoc Row Set Report ... 667
Running a Row Set Summary and Detail Report ... 671
Creating a Column Set ... 675
Creating a Column Set Heading ... 685
Running a Column Set Ad-Hoc Report ... 689
Running Column Set Detail and Summary Reports ... 694
Introduction
Oracle General Ledger enables you to create and maintain ledgers, ledger currencies, budgets, and journal entries.
Upon completion of this module, you will be able to: • Perform journal entry.
• Perform online inquiries. • Define budgets.
• Manage budget organizations. • Manage budget formulas. • Enter budget amounts. • Freeze budgets.
• Use encumbrance accounting. • Perform average balance processing. • Run financial reporting.
• Perform maintenance.
• Use the Global Consolidation system. • Manage multi-currencies.
• Enter reporting currencies.
• Use the Account Hierarchy Manager. • Set up general ledger users.
• Set up general ledger.
Journal Entry
Journal Entry includes information on journal batches, journal entries, batch periods, recurring entries, and recurring batches.
Upon completion of this lesson, you will be able to: • Create journal batches.
• Enter journals. • Enter journal lines.
• Enter entered currency journal. • Enter statistical journals. • Auto-copy journal batches. • Change batch periods.
• Enter and post journal batches. • Create recurring journal entries. • Create skeleton journal entries. • Post Journals.
• Correct batch posting errors. • Post journal batches automatically. • Reverse journals.
• Generate reversing journal batches. • Enter reconciliation references. • Use automatic journal scheduling.
• Check or reverse funds for a journal batch.
Creating Journal Batches
You can organize journal entries with common attributes into batches. For example, you might group your journal entries by type or date. You can have multiple journals in one batch, or you can have a separate batch for each journal entry.
In this topic, you will create journal batches.
Procedure
Step Action
1 .
Begin by navigating to the Enter Journals page. Click the vertical scrollbar.
2 .
Click the General Ledger, Vision Operations (USA) link.
3 .
Click the Journals: Enter link.
4 .
The Find Journals page enables you to search for journals based on specific search criteria.
Step Action
5 .
Click the New Batch button.
or
Press [Alt+B]. 6
.
The Batch page enables you to create, view, and modify a batch.
A batch can contain multiple journals, each of which can belong to a different ledger. However, all the ledgers within a batch must have the same calendar, period type, and chart of accounts.
Step Action
7 .
Click in the Batch field.
8 .
Enter the desired information into the Batch field. Enter "Provisioning of Accrual Expenses".
9 .
Click in the Period field.
1 0 .
Enter the desired information into the Period field. Enter "Oct-07".
1 1 .
Click the Journals button.
or
Step Action
1 2 .
The Journals page enables you to enter all journal entries in a batch in the same period.
You can create a journal batch for any Open or Future Enterable accounting period. You can only post batches in Open accounting periods.
Step Action
1 3 .
Enter the desired information into the Journal field. Enter "Accrual Expenses for Computer Resources".
1 4 .
Enter the desired information into the Description field. Enter "Journal Entry for Accrual Expenses of Computer Resources".
1 5 .
1 6 .
Enter the desired information into the Line field. Enter "10".
1 7 .
Click in the Account field.
1 8 .
Enter the desired information into the Account field. Enter "01-130-6100-0000-000".
1 9 .
Click in the Debit field.
2 0 .
Enter the desired information into the Debit field. Enter "150".
2 1 .
Click in the Line field.
2 2 .
Enter the desired information into the Account field. Enter "01-130-2225-0000-000".
2 3 .
Click in the Credit field.
2 4 .
Enter the desired information into the Credit field. Enter "150".
2 5 .
Click in the Journal field.
2 6 .
Step Action
2 7 .
Click the Yes button.
or
Press [Alt+Y]. 2
8 .
Enter the desired information into the Journal field. Enter "Accrual Expenses for Marketing Department".
2 9 .
Click in the Description field.
3 0 .
Enter the desired information into the Description field. Enter "Journal Entry for Accrual Expenses of Marketing Department".
3 1 .
Click in the Line field.
3 2 .
Enter the desired information into the Line field. Enter "10".
3 3 .
Click in the Account field.
3 4 .
Enter the desired information into the Account field. Enter "01-490-6100-0000-000".
3 5 .
Click in the Debit field.
3 6 .
3 7 .
Click in the Line field.
3 8 .
Enter the desired information into the Account field. Enter "01-490-2225-0000-000".
3 9 .
Click in the Credit field.
4 0 .
Enter the desired information into the Credit field. Enter "150".
4 1 .
Click the Save button.
4 2 .
You have completed the Creating Journal Batches procedure.
End of Procedure.
Entering Journals
The Enter Journals page enables you to create journal entries with or without batch information. In this topic, you will learn to enter journals.
Step Action
1 .
Begin by navigating to the Enter Journals page. Click the vertical scrollbar.
2 .
Click the General Ledger, Vision Operations (USA) link.
3 .
Click the Journals: Enter link.
4 .
The Find Journals page enables you to search for the appropriate journal based on specific search criteria.
Step Action
5 .
Click the New Journal button.
or
Press [Alt+J]. 6
.
The Journals page enables you to: • Enter a unique name and description • Select a ledger for a journal entry
• Enter a category to describe the purpose of your journal entry • Enter the period
• Accept or change the effective date • Enter journal lines
Step Action
7 .
Click in the Journal field.
8 .
Enter the desired information into the Journal field. Enter "Labor Cost Provision".
9 .
Click in the Description field.
1 0 .
Enter the desired information into the Description field. Enter "Lab our Cost Provision for the month of Oct-07".
1 1 .
Click in the Line field.
1 2 .
1 3 .
Click in the Account field.
1 4 .
Enter the desired information into the Account field. Enter "01-000-5020-0000-000".
1 5 .
Click in the Debit field.
1 6 .
Enter the desired information into the Debit field. Enter "7500".
1 7 .
Click in the Line field.
1 8 .
Enter the desired information into the Account field. Enter "01-000-2410-0000-000".
1 9 .
Click in the Credit field.
2 0 .
Enter the desired information into the Credit field. Enter "7500".
2 1 .
Click the Save button.
2 2 .
You have completed the Entering Journals procedure.
End of Procedure.
Changing the Journal Entry Currency
If you are using budgetary control, and have reserved funds for the journal entry, you must unreserve funds before you can change the currency.
In this topic, you will change the journal entry currency.
Procedure
Step Action
1 .
Begin by navigating to the Enter Journals page. Click the vertical scrollbar.
2 .
Click the General Ledger, Vision Operations (USA) link.
3 .
4 .
The Find Journals page enables you to search for a journal based on specific search criteria.
Step Action
5 .
Click in the Batch field.
6 .
Enter the desired information into the Batch field. Enter "Accrued Expenses 02-DEC-2007 23:01:21".
7 .
Click in the Period field.
8 .
Enter the desired information into the Period field. Enter "Oct-07".
9 .
Step Action
1 0 .
Enter the desired information into the Status: Posting field. Enter "Unposted".
1 1 .
Click the Find button.
or Press [Alt+i]. Step Action 1 2 .
Click the Review Journal button.
or
1 3 .
The Journals page enables you to define, create and view journal entries.
Step Action
1 4 .
Click the Change Currency... button.
or
Press [Alt+y]. 1
5 .
The Change Currency page enables you to enter the journal currency conversion information such as currency date, conversion type, and conversion rate.
Step Action
1 6 .
Enter the desired information into the Currency: To field. Enter "EUR".
1 7 .
Click in the Type: To field.
1 8 .
Enter the desired information into the Type: To field. Enter "Corporate".
1 9 .
Click in the Rate: To field.
2 0 .
2 1 .
You have completed the Changing the Journal Entry Currency procedure.
End of Procedure.
Entering Journal Lines
Enter a Line number for each journal line to control the sequence in which the journal entry lines appear online and in reports.
In this topic, you will enter journal lines.
Procedure
Step Action
1 .
Begin by navigating to the Enter Journals page. Click the vertical scrollbar.
Step Action
2 .
Click the General Ledger, Vision Operations (USA) link.
3 .
Click the Journals: Enter link.
4 .
The Find Journals page enables you to search for the appropriate journal based on specific search criteria.
To enter a journal without entering batch information, click the New Journal button.
Step Action
5 .
Click the New Journal button.
or
6 .
The Journals page enables you to: • Enter a unique name and description • Select a ledger for a journal entry
• Enter a category to describe the purpose of your journal entry • Enter the period
• Accept or change the effective date
You can enter a line number for each journal line to control the sequence in which the journal entry lines appear online and in reports. After you enter the first journal entry line number, Oracle General Ledger automatically increments the numbers for the following lines, but you can change the line numbers as necessary.
You can enter an account for the journal line. Your data access set must provide read and write access to the ledger, or read and write access to the account's balancing segment value or management segment value.
Step Action
7
Step Action
8 .
Enter the desired information into the Description field. Enter "Rent Accrual for the month of Oct-07".
9 .
Click in the Line field.
1 0 .
Enter the desired information into the Line field. Enter "10".
1 1 .
Click in the Account field.
1 2 .
Enter the desired information into the Account field. Enter "01-000-7420-0000-000".
1 3 .
Click in the Debit field.
1 4 .
Enter the desired information into the Debit field. Enter "12500".
1 5 .
Click in the Line field.
1 6 .
Enter the desired information into the Account field. Enter "01-000-2225-0000-000".
1 7 .
Click in the Credit field.
1 8 .
1 9 .
Click in the Line field.
2 0 .
Click the Save button.
2 1 .
You have completed the Entering Journal Lines procedure.
End of Procedure.
Entering Entered Currency Journal
You can enter manual journal entries using an entered currency using the Enter Journals page. An entered currency is a currency that is not the ledger currency. If you use reporting currencies (journal or subledger level), an entered currency is a currency that is not the currency of the reporting currency.
In this topic, you will enter entered currency journals using the Enter Journals page.
Procedure
Step Action
1 .
Begin by navigating to the Enter Journals page. Click the vertical scrollbar.
2 .
Click the General Ledger, Vision Operations (USA) link.
3 .
Click the Journals: Enter link.
4 .
When you click the Journals: Enter link, the Find Journals page appears.
You can use this page to enter or query a batch, or click the New Batch button or the
Step Action
5 .
Click the New Journal button.
or
Press [Alt+J]. 6
.
You can use the Journals page to enter journal information, specifying the entered currency you want to use for your journal entry.
Step Action
7 .
Enter the desired information into the Journal field. Enter "Accrued Expense".
8 .
Click in the Description field.
9 .
Enter the desired information into the Description field. Enter "Accrued salary expenses for the month of Oct-07".
1 0 .
Click in the Conversion: Currency field.
1 1 .
Enter the desired information into the Conversion: Currency field. Enter "GBP".
1 2 .
The conversion date is the posting date for the journal entry and should fall within the accounting period you defined for the journal entry.
1 3 .
Click in the Conversion: Type field.
1 4 .
In the conversion Type field, you can select Spot, Corporate, or User type, or any conversion type you defined.
Enter the desired information into the Conversion: Type field. Enter "Corporate".
1 5 .
Click in the Line field.
1 6 .
You can enter your journal lines using the Lines Tab. You can use debit and credit amounts in the entered currency.
Oracle General Ledger automatically converts the entered amounts into your ledger's currency based on the designated conversion rate.
1 7 .
Enter the desired information into the Line field. Enter "10".
1 8 .
Click in the Account field.
1 9 .
Enter the desired information into the Account field. Enter "01-000-5020-0000-000".
2 0 .
Click in the Debit field.
2 1 .
Enter the desired information into the Entered: Debit field. Enter "15000".
2 2 .
Step Action
2 3 .
Enter the desired information into the Account field. Enter "01-000-2410-0000-000".
2 4 .
Click in the Credit field.
2 5 .
Enter the desired information into the Credit field. Enter "15000".
2 6 .
Click the Save button.
2 7 .
You have completed entering entered currency journals using the Enter Journals page.
End of Procedure.
Entering Statistical Journals
With General Ledger you can enter statistical journals in two ways. You can enter journals with only statistical debit and credit amounts. You can also, if your user profile permits, combine monetary and statistical amounts in the same journal line.
In this topic, you will enter a statistical journal using the Enter Journals page.
Procedure
Step Action
1 .
Begin by navigating to the Enter Journals page. Click the vertical scrollbar.
2 .
Click the General Ledger, Vision Operations (USA) link.
3 .
Click the Journals: Enter link.
4 .
When you click the Journals: Enter link, the Find Journals page will display. You can use this page to enter or query a batch, or click the New Batch button or the
Step Action
5 .
Click the New Journal button.
or
Press [Alt+J]. 6
.
You will use the Journals page to enter your journal information, specifying STAT for the journal currency. Statistical journal entries do not require balanced debits and credits.
If you use the Reporting Currencies option (Journal or Subledger Level), statistical journals will be generated for your reporting currencies, but the journals are not affected by the currency conversion process.
Step Action
7 .
Enter the desired information into the Journal field. Enter "Employee strength per department".
8 .
Click in the Description field.
9 .
Enter the desired information into the Description field. Enter "Employee headcount for various departments".
1 0 .
Click in the Conversion: Currency field.
1 1 .
Enter the desired information into the Conversion: Currency field. Enter "STAT".
1 2 .
In the Lines tab, enter your journal lines, using statistical debit and credit amounts. The debits do not need to equal credits for a statistical journal.
Step Action
1 3 .
Click in the Line field.
1 4 .
Enter the desired information into the Line field. Enter "10".
1 5 .
Click in the Account field.
1 6 .
Enter the desired information into the Account field. Enter "01-000-9110-0000-000".
1 7 .
You can enter the statistical quantity for each journal line in the Debit (STAT) and the
Credit (STAT) fields.
Oracle General Ledger automatically displays the unit of measure associated with the natural account segment value for the line.
1 8 .
Click in the Debit (STAT) field.
1 9 .
Enter the desired information into the Debit (STAT) field. Enter "200".
2 0 .
Click in the Line field.
2 1 .
Enter the desired information into the Account field. Enter "01-110-9110-0000-000".
2 2 .
2 3 .
Enter the desired information into the Debit (STAT) field. Enter "350".
2 4 .
Click in the Line field.
2 5 .
Enter the desired information into the Account field. Enter "01-111-9910-0000-000".
2 6 .
Click in the Debit (STAT) field.
2 7 .
Enter the desired information into the Debit (STAT) field. Enter "450".
2 8 .
Click in the Line field.
2 9 .
Click the Save button.
3 0 .
You have completed entering statistical journals using the Enter Journals page.
End of Procedure.
Autocopying Journal Batches
You can create a new journal batch by copying and modifying an existing journal batch. Use Autocopy to copy a journal batch from the Journals window, the Batch window or the Enter Journals window. If you have multiple journals contained in a journal batch, using Autocopy will copy the entire batch. You cannot copy a single journal in the batch.
Procedure
Step Action
1 .
Begin by navigating to the Enter Journals page. Click the vertical scrollbar.
2 .
Click the General Ledger, Vision Operations (USA) link.
3
. Click the Journals: Enter link. 4
.
The Find Journals page enables you to search for a journal batch based on specific criteria.
Step Action
5 .
Click in the Batch field.
6 .
Enter the desired information into the Batch field. Enter "Provisioning of Accrual Expenses".
7 .
Click the Find button.
or
Press [Alt+i]. 8
.
The Enter Journals page displays journals for an existing batch. It also enables you to view the batch status, source, category, period, batch name, and currency for a journal. In addition, use the Enter Journals page to access the Review Journal, Review Batch,
Step Action
9 .
Click the Autocopy button.
1 0 .
The Autocopy page enables you copy the batch. You can also review the batch or review the journal before autocopying.
1 1 .
Enter the desired information into the Batch field. Enter "Provisioning of Accrual Expenses for Nov-07".
1 2 .
Click the OK button.
1 3 .
Click the OK button.
or
Step Action
1 4 .
Click the View menu.
or
Press [Alt+V]. 1
5 .
Click the Requests menu.
or
Press [R]. 1
6 .
The Find Requests page enables you to search for the requests you submitted based on specified search criteria.
Step Action
1 7 .
Click the Specific Requests option.
1 8 .
Click in the Request ID field.
1 9 .
Enter the desired information into the Request ID field. Enter "5179393".
2 0 .
Click the Find button.
or
Press [Alt+i]. 2
1 .
The Requests page enables you to view request status information, drill down to view details, log and output information,and access the Diagnostics window.
2 2 .
You have completed the Autocopying Journal Batches procedure.
End of Procedure.
Changing a Batch Period
If you change the period for an unposted batch, General Ledger updates the posting date for each journal entry.
If you are using budgetary control, and have reserved funds for the batch, you must unreserve funds before you can change the batch period.
In this topic, you will change batch periods.
Procedure
Step Action
1 .
Begin by navigating to the Enter Journals page. Click the vertical scrollbar.
2 .
Click the General Ledger, Vision Operations (USA) link.
3 .
Click the Journals: Enter link.
4 .
The Find Journals page enables you to search for journals based on specific search criteria.
Step Action
5 .
Click in the Batch field.
6 .
Enter the desired information into the Batch field. Enter "Provisioning of Accrual Expenses".
7 .
Click the Find button.
or
Press [Alt+i]. 8
.
The Enter Journals page enables you to view details of journal entries, and access the
Review Journal, Review Batch, New Journal, and New Batch pages.
Step Action
9 .
Click the Review Batch button.
or
Press [Alt+c]. 1
0 .
The Batch page enables you to create, view, and modify a batch.
A batch can contain multiple journals, each of which can belong to a different ledger. However, all the ledgers within a batch must have the same calendar, period type, and chart of accounts.
Step Action
1 1 .
Click the Change Period... button.
or
Press [Alt+g]. 1
2 .
The Change Period page enables you to update the batch period.
If the original creation date of your journal entry batch is within the new period, Oracle General Ledger assigns the creation date as the new effective date.
If the creation date of your journal entry batch is not in the same period as the new batch period, Oracle General Ledger assigns either the first or last day of the new period as the new effective date, depending on which date is closer to the creation date.
Step Action
1 3 .
Enter the desired information into the Period: To field. Enter "Sep-07".
1 4 .
Click in the Effective Date: To field.
1 5 .
Enter the desired information into the Effective Date: To field. Enter "15-SEP-2007".
1 6 .
Click the OK button.
1 7 .
You have completed the Changing a Batch Period procedure.
Entering and Posting Journal Batches
You can organize journal entries with common attributes into batches. A batch can contain multiple journals, each of which can belong to a different ledger, but all of the ledgers within a batch must have the same calendar, period type, and chart of accounts.
All journal entries in a batch must share the same period. You can create a journal batch for any Open or Future Enterable accounting period, but you can only post batches in Open accounting periods.
In this topic, you will enter and post journal batches.
Procedure
Step Action
1
. Begin by navigating to the Find Journals page.Click the vertical scrollbar. 2
.
3 .
Click the Journals: Enter link.
4 .
Use the Find Journals page to navigate to the New Batch button to enter journal batches.
Step Action
5 .
Click the New Batch button.
or
Press [Alt+B]. 6
.
The Journals page enables you to enter your journal information for the journal batches.
Step Action
7 .
Click in the Journal field.
8 .
Enter the desired information into the Journal field. Enter "Training Journal 1".
9 .
The Lines tab enables you to enter a line number for each journal line to control the sequence in which the journal entry lines appear online and in reports.
After you enter the first journal entry line number, Oracle General Ledger automatically increments the numbers for the following lines.
1 0 .
Click in the Line field.
1 1 .
1 2 .
Click in the Account field.
1 3 .
Enter an account for the journal line. Your data access set must provide read and write access to the ledger, or read and write access to the account's balancing segment value or management segment value.
Enter the desired information into the Account field. Enter "01-000-1570-0000-000". 1
4 .
Click in the Entered: Debit field.
1 5 .
Enter the debit amount for the designated account.
Enter the desired information into the Debit field. Enter "1000".
1 6 .
Click in the Line field.
1 7 .
Enter the desired information into the Line field. Enter "2".
1 8 .
Click in the Account field.
1 9 .
Enter the desired information into the Account field. Enter "01-000-1110-0000-000".
2 0 .
Click in the Credit field.
2 1 .
Enter the Credit amount for the designated account.
Enter the desired information into the Credit field. Enter "1000".
2 2 .
Step Action
2 3 .
Click in the Account field.
2 4 .
Enter the desired information into the Account field. Enter "01-000-1410-0000-000".
2 5 .
Click in the Debit field.
2 6 .
Enter the desired information into the Debit field. Enter "2000".
2 7 .
Click in the Line field.
2 8 .
Enter the desired information into the Line field. Enter "4".
2 9 .
Click in the Account field.
3 0 .
Enter the desired information into the Account field. Enter "01-520-5310-0000-000".
3 1 .
Click in the Credit field.
3 2 .
Enter the desired information into the Credit field. Enter "2000".
3 3 .
3 4 .
The Post button enables you to post journal batches to update the account balances of your detail and summary accounts.
Click the Post button.
or
Press [Alt+P]. 3
5 .
Click the OK button.
or
Press [Alt+O]. 3
6 .
You have completed the Entering and Posting Journal Batches procedure.
End of Procedure.
Creating Recurring Journal Entries
You can use recurring journal entries to define automatic consolidating and eliminating entries. Recurring journal entries examples include; intercompany debt, bad debt expense, and periodic accruals.
In this topic, you will create the recurring journal entries and use them for each subsequent accounting period you generate.
Step Action
1 .
Begin by navigating to Define Recurring Entries page. Click the vertical scrollbar.
2 .
Step Action
3 .
Click the Recurring link.
4 .
Use the Define Recurring Journal Entries page to define the recurring journal entries that you want to use later.
Step Action
5 .
Click in the Recurring Batch: Batch field.
6 .
Enter the desired information into the Recurring Batch: Batch field. Enter "DBI COGs Adjustments".
7 .
Click in the Recurring Batch: Description field.
8 .
Enter the desired information into the Recurring Batch: Description field. Enter "To adjust COGS for DBI Reports".
9 .
Click in the Journal field.
1 0 .
1 1 .
Click in the Category field.
1 2 .
Enter the desired information into the Category field. Enter "Adjustment".
1 3 .
The Currency field is used to convert foreign currency recurring journals.
1 4 .
Click in the Journal Entry: Effective From Date field.
1 5 .
Enter a range of Effective Dates that includes only those periods for which you want the recurring journal entry to be used.
Enter the desired information into the Journal Entry: Effective From Date field. Enter "27-NOV-2007".
1 6 .
Click in the Journal Entry: Effective To Date field.
1 7 .
Enter the desired information into the Journal Entry: Effective To Date field. Enter "01-Dec-2007".
1 8 .
Click the Save button.
1 9 .
You have created a recurring journal entry.
End of Procedure.
Creating Skeleton Journal Entries
Create skeleton journal entries for journal entries that affect the same accounts each period, but have different posting amounts. After you generate skeleton journal entries, edit the unposted journal batch using the Enter Journals page and enter the debit and credit amounts for the journal lines.
In this topic, you will create skeleton journal entries.
Procedure
Step Action
1 .
Begin by navigating to the Define Recurring Journal Formula page. Click the vertical scrollbar.
2 .
Click the General Ledger, Vision Operations (USA) link.
3 .
Click the Recurring link.
4 .
The Define Recurring Journal Formula page enables you to enter or query the batch name and the journal entry name for creating a skeleton journal entry.
Step Action
5 .
Click in the Recurring Batch: Batch field.
6 .
Enter the batch name.
Enter the desired information into the Recurring Batch: Batch field. Enter "Training".
7 .
Click in the Journal field.
8 .
Enter the journal entry name.
Enter the desired information into the Journal field. Enter "Training Recurring Journal 1".
9 .
Click in the Category field.
1 0 .
Step Action
1 1 .
Click the Lines button.
or
Press [Alt+n]. 1
2 .
The Journal Entry Lines page enables you to enter a line number to set the order of your recurring journal entry lines.
Step Action
1 3 .
Click in the Line field.
1 4 .
1 5 .
Click in the Account field.
1 6 .
Enter the Account you want General Ledger to update when you generate and post your recurring journals.
Enter the desired information into the Account field. Enter "01-000-7420-0000-000".
1 7 .
Enter the desired information into the Line Description field. Enter "RENT EXPENSE".
Step Action
1 8 .
Click the Save button.
or
Step Action
1 9 .
You have completed the Creating Skeleton Journal Entries procedure.
End of Procedure.
Changing a Recurring Journal Entry
If the recurring journal entry does not have security enabled, you can modify the recurring journal entry. However, if the recurring journal entry has security enabled, you can only modify recurring journal entries for which you have modify privileges through your definition access sets.
In this topic, you will change the recurring journal entry information.
Procedure
1 .
Begin by navigating to the Define Recurring Journal Formula page. Click the vertical scrollbar.
2 .
Click the General Ledger, Vision Operations (USA) link.
3 .
Click the Journals: Define: Recurring link.
4 .
Use the Define Recurring Journal Formula page to query the name of the recurring journal formula batch that you want to change.
Step Action
5 .
Click the Find... button.
6 .
Step Action
7 .
Click the Recurring Expenses Journal list item.
8 .
Use the Find Recurring Batches page to query and select the name of the recurring journal entry you want to change.
9 .
Click the OK button.
or
Press [Alt+O]. 1
0 .
Click the Lines button.
or
Press [Alt+n]. 1
1 .
Use the Journal Entry Lines page to review or change the recurring journal entry lines.
Step Action
1 2 .
Enter the information to edit the recurring journal lines. Click in the Formula: Amount field.
1 3 .
Enter the desired information into the Formula: Amount field. Enter "100".
Step Action
1 4 .
Click the Save button.
1 5 .
You have changed the recurring journal entry information.
Reviewing Recurring Journal Batches
You must generate recurring journals to create unposted journal entries from the recurring journal formulas you defined. After generating the formulas, you can review or edit the recurring journal batches before posting them.
You must have read-only or read and write access to the ledger and the balancing segment value or management segment value used in the recurring journal formula to generate recurring journals.
When you generate recurring journals from the recurring journal definition or from the Generate
Recurring Journals page for average daily balance ledgers, you can set the profile option to GL:
Number of Formulas to Validate for each Recurring Journal Batch, to validate your recurring journal batch before running the generation program for any average balancing processing violations with the calculation effective date or average balance usage.
In this topic, you will review the recurring journal batches.
Procedure
1 .
Begin by navigating to the Find Journals page. Click the vertical scrollbar.
2 .
Click the General Ledger, Vision Operations (USA) link.
3 .
Click the vertical scrollbar.
4 .
Click the Inquiry: Journal link.
5 .
Use the Find Journals page to find journal batches and journal entries. General Ledger displays search results in either the Journal Entry Inquiry or Enter Journals page.
Step Action
6 .
Step Action
7 .
Enter the desired information into the Batch field. Enter "Training Recurring Journal 01".
8 .
Click the Find button.
or
Press [Alt+i]. 9
.
Use the Journal Entry Inquiry page to review the batch or journal entry information. You can also perform a journal entry inquiry by clicking the Request button.
Step Action
1 0 .
Click the Review Batch button.
or
1 1 .
Use the Batch page to review detailed information of a batch, a journal entry within that batch, and the line details within that journal entry.
Step Action
1 2 .
Click the Journals button.
or
Press [Alt+J]. 1
3 .
Use the Journals page to view journal and subledger transaction information as balanced accounting entries.
1 4 .
Step Action
1 5 .
You have reviewed the recurring journal batches.
End of Procedure.
Posting Journals
Post journal batches to update the account balances of your detail and summary accounts. You can post actual, budget, or encumbrance journal batches.
In this topic, you will post journals.
Procedure
Step Action
1 .
Begin by navigating to the Post Journals page. Click the vertical scrollbar.
2 .
Click the General Ledger, Vision Operations (USA) link.
3 .
Click the Journals: Post link.
4 .
The Find Journal Batches page enables you to find journal batches based on specific search criteria.
Step Action
5 .
Click in the Period field.
6 .
Enter the desired information into the Period field. Enter "Oct-07".
7 .
Step Action
or
Press [Alt+i]. 8
.
The Post Journals page enables you to view and post the batch.
Step Action
9 .
Click the Selected for Posting option.
1 0 .
Click the Selected for Posting option.
1 1 .
Click the Post button.
or
1 2 .
Click the OK button.
or Press [Alt+O]. Step Action 1 3 .
Click the View menu.
or
Press [Alt+V]. 1
4 .
Click the Requests menu.
or
Step Action
1 5 .
The Find Requests page enables you to search for requests based on specific search criteria.
Step Action
1 6 .
Click the Specific Requests option.
1 7 .
Click in the Request ID field.
1 8 .
1 9 .
Click the Find button.
or
Press [Alt+i]. 2
0 .
The Requests page enables you to view details of your request search, and to access the View Details, View Output, Diagnostics, and View Log pages.
Step Action
2 1 .
Click the View Output button.
or
Step Action
2 2 .
Review the Posting Validation Report to assure your journals were properly posted.
2 3 .
You have completed the Posting Journals procedure.
End of Procedure.
Copying Entries from an Existing Recurring Journal Batch
You can create a new recurring journal formula batch quickly by copying and modifying an existing recurring journal formula batch.
In this procedure, you will copy a journal batch using the Autocopy function in the Define
Recurring Journal Formula page.
Step Action
1 .
Begin by navigating to the Define Recurring Journal Formula page. Click the vertical scrollbar.
2 .
Click the General Ledger, Vision Operations (USA) link.
3 .
Click the Journals: Define: Recurring link.
4 .
In the Define Recurring Journal Formula page, you can create or copy recurring journal formula batches which include ledgers that have the same chart of accounts, calendar, and period type as the data access set of your current responsibility.
When you generate the recurring journal formula batches, you must have read or read and write access to the ledger and balancing segment value or management segment value to generate recurring journals.
If you use reporting currencies (journal or subledger level), you can create recurring journal formula batches for single reporting currencies or multiple reporting currencies.
Step Action
5 .
Click in the Recurring Batch: Batch field.
6 .
Enter the desired information into the Recurring Batch: Batch field. Enter "Training Recurring Journal 01".
7 .
Though not selected for this procedure, you can optionally select the Enable Security checkbox to apply Definition Access Set security to your recurring journal formula. 8
.
Click the AutoCopy... button.
or
Press [Alt+A]. 9
.
Click the Training Recurring Journal 1 list item.
1 0 .
Click the OK button.
or
Press [Alt+O]. 1
1 .
Click the Generate button.
or
Press [Alt+G]. 1
2 .
Click the Submit button.
or
Step Action
1 3 .
Click in the Period field.
1 4 .
Enter the desired information into the Period field. Enter "Dec-06".
1 5 .
Click the Submit button.
or
Press [Alt+S]. 1
6 .
Click the OK button.
or
Step Action
1 7 .
You have completed the Copying Entries from an Existing Recurring Journal Batch procedure.
End of Procedure.
Entering a Year-End Closing Journal Entry
Many organizations follow specific procedures to generate special journal entries to close and open fiscal years. These closing entries apply to both the income statement and balance sheet. Auditable closing procedures vary considerably, depending on country reporting requirements, generally accepted accounting practices in a country, and organization business needs.
Oracle General Ledger enables you to create actual closing journals for year-end and other closing periods. If your organization has multiple legal entities, you can create closing journals for multiple ledgers simultaneously with ledger sets. You also have added security through data access sets because you can only run the closing journals programs against ledgers you have full read and write access to through your data access set.
In this procedure, you use the Journals page to enter a year-end closing journal entry.
Procedure
Step Action
1 .
Begin by navigating to the Journals page. Click the vertical scrollbar.
2 .
Click the General Ledger, Vision Operations (USA) link.
3 .
Step Action
4 .
Click the New Journal button.
or
Press [Alt+J]. 5
.
Use the Journals page to enter a journal entry.
6 .
Before you process year-end closing journals, you should: • Set up the last day of the fiscal year as an adjusting period. • Set up the first day of the new fiscal year as an adjusting period. • Ensure the period you are closing is an Open period.
• Complete your routine accounting before the last day of the year. • Post your adjustments and closing entries in the adjusting period.
• Define your ledger set if you plan to submit the closing journals programs for multiple ledgers simultaneously.
7 .
In the last adjusting period of the fiscal year you want to close, you should: • Run the Create Income Statement Closing Journals process to transfer income statement year-end account balances of your revenue and expense accounts to the retained earnings account.
• Run the Create Balance Sheet Closing Journals process to close and zero out the year-to-date balances of all balance sheet accounts: assets, liabilities, and owner's equity.
8 .
In the first adjusting period of your new fiscal year, you should:
• Run the Open Period program to open the first period of the new year. • Reverse and post the balance sheet closing journals to reopen those balances.
Note: When closing journals, you are closing actual journals. You cannot close budget or encumbrance balances. For more information about closing journals, see the Oracle General Ledger User's Guide.
Step Action
9 .
Click in the Journal field.
1 0 .
Enter the desired information into the Journal field. Enter "Training 2007 Year End Close Journal".
1 1 .
Step Action
1 2 .
Enter the desired information into the Category field. Enter "Year End Close".
1 3 .
Click in the Period field.
1 4 .
Enter the desired information into the Period field. Enter "Dec-2007".
1 5 .
Click in the Effective Date field.
1 6 .
Enter the desired information into the Effective Date field. Enter "31-Dec-2007".
1 7 .
Click in the Line field.
1 8 .
Enter the desired information into the Line field. Enter "1".
1 9 .
Click in the Account field.
2 0 .
Enter the desired information into the Account field. Enter "01-000-1570-0000-000".
2 1 .
Click in the Debit field.
2 2 .
2 3 .
Click in the Line field.
2 4 .
Enter the desired information into the Account field. Enter "01-000-1110-0000-000".
2 5 .
Click in the Credit field.
2 6 .
Enter the desired information into the Credit field. Enter "50000".
2 7 .
Click the Save button.
2 8 .
You have completed the Creating Year-End Closing Journal Entry procedure.
End of Procedure.
Creating Standard Recurring Journal Entry Lines
You can define an unlimited number of journal entry lines for each recurring journal entry. The journal entry lines specify the accounts to update with the recurring journals. Each line also contains the amount to post to the designated account, or a formula to calculate the journal amounts.
In this procedure, you will use the Define Recurring Journal Formula page to enter recurring journal lines for a journal batch.
Step Action
1 .
Begin by navigating to the Define Recurring Journal Formula page. Click the vertical scrollbar.
2 .
Click the General Ledger, Vision Operations (USA) link.
3 .
Click the Journals: Define: Recurring link.
4 .
Step Action
5 .
Click the Find... button.
6 .
Click the OK button.
or
Press [Alt+O]. 7
.
Click the Lines button.
or
Press [Alt+n]. 8
.
The number you enter in the Line field sets the order of your recurring journal entry lines. You can
indicate an automatic offsetting line for your recurring journal entry by entering the line number 9999.
See the Oracle General Ledger User's Guide for more information regarding automatic formatting.
Step Action
9 .
Click in the Line field.
1 0 .
Enter the desired information into the Line field. Enter "2".
1 1 .
In the Account field, you enter the account you want Oracle General Ledger to update when you generate and post your recurring journals.
1 2 .
Click in the Account field.
1 3 .
1 4 .
When entering formula information, note that there are two types of factors associated with formula entries you can use:
• A fixed amount
• A specific account. You can use standard, end-of-day, or average balances in your formula lines.
1 5 .
You enter a step number in the Step field to specify the order in which you want to process the steps in your formula.
Each formula can contain an unlimited number of steps. 1
6 .
Click in the Step field.
1 7 .
Enter the desired information into the Formula: Step Number field. Enter "1".
1 8 .
Click in the Amount field.
1 9 .
Enter the desired information into the Amount field. Enter "1500".
2 0 .
Click in the Account field.
2 1 .
Enter the desired information into the Formula: Account field. Enter " 01-000-1120-0000-000".
2 2 .
Click the Save button.
2 3 .
You have completed the Creating Standard Recurring Journal Entry Lines procedure.
Correcting Batch Posting Errors
You need read and write access to the ledger or read and write access to all the balancing segment values or management segment values in the journal batch to make corrections to the journal batch.
When you correct the error, the error status and error number do not change until you post the batch. If you eliminate all your errors, the status changes to Posted after the batch is successfully posted.
In this topic, you will correct batch posting errors.
Procedure
Step Action
1
. Begin by navigating to the Post Journals page. Click the vertical scrollbar.
2 .
3 .
Click the Journals: Post link.
4 .
The Find Journal Batches page enables you to find journal batches based on specific search criteria.
Step Action
5 .
Click in the Period field.
6 .
Enter the desired information into the Period field. Enter "Oct-07".
7 .
Click in the Batch field.
8 .
Enter the desired information into the Batch field. Enter "Purchase of Assets : Furniture and Vehicles".
Step Action
9 .
Click the Find button.
or
Press [Alt+i]. 1
0 .
The Post Journals page enables you to view and post the batch.
Step Action
1 1 .
Click the Selected for Posting option.
1 2 .
or
Press [Alt+P]. 1
3 .
Click the OK button.
or Press [Alt+O]. Step Action 1 4 .
Click the View menu.
or
Press [Alt+V]. 1
5 .
Step Action or Press [R]. 1 6 .
The Find Requests page enables you to search for requests based on specific search criteria.
Step Action
1 7 .
Click the Specific Requests option.
1 8 .
Click in the Request ID field.
1 9 .
2 0 .
Click the Find button.
or
Press [Alt+i]. 2
1 .
The Requests page enables you to view details your request, and you can also access the View Details, View Output, Diagnostics, and View Log pages.
Step Action
2 2 .
Click the View Output button.
or
Step Action
2 3 .
The output is generated in a webpage.
Step Action
2 4 .
Step Action
2 5 .
Click the File menu.
or
Press [Alt+F]. 2
6 .
Click the Close Form menu.
or
Step Action
2 7 .
Click the File menu.
or
Press [Alt+F]. 2
8 .
Click the Close Form menu.
or
Step Action
2 9 .
Click the Open button.
or
Press [Alt+O]. 3
0 .
Notice the Journals section is expanded.
3 1 .
Click the Open button.
or
Press [Alt+O]. 3
2 .
The Find Journals page enables you to search for journals based on specific search criteria.
Step Action
3 3 .
Enter the desired information into the Batch field. Enter "Purchase of Assets : Furniture and Vehicles".
3 4 .
Click the Find button.
or
Press [Alt+i]. 3
5 .
The Enter Journals page enables you to view details of journal entries, and access the
Step Action
3 6 .
Click the Review Journal button.
or
Press [Alt+u]. 3
7 .
The Journals page enables you to enter all journal entries in a batch in the same period.
You can create a journal batch for any Open or Future Enterable accounting period, but you can only post batches in Open accounting periods.
Step Action
3 8 .
Click in the Control Total field.
3 9 .
Enter the desired information into the Control Total field. Enter "20000".
4 0 .
Click the Save button.
4 1 .
Click the Post button.
or
Press [Alt+P]. 4
2 .
or
Press [Alt+O]. 4
3 .
Click the View menu.
or
Press [Alt+V]. 4
4 .
Click the Requests menu.
or Press [R]. Step Action 4 5 .
