accounting for your project in oracle - redesigned
TRANSCRIPT
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Accounting for Your Project in OracleTraining Manual
byKarina Esparza
Test URL:http://testappl.panam.edu:8030
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Accounting for Your Project in Oracle
Table of Contents
1. How to Inquire-Funds Available—GL Pg.4
2. Summary Objects Listing Pg.6 & 7
3. How to Export from Oracle to Excel Pg.25
4. How to Inquire-on an Account—GL Pg.36
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5. How to run the General Ledger EIS Custom Reports
a. Transaction & Listing Reports Pg. 65
6. Cost Approval/Rejection Form—PA/GMS (Recon)
Pg.94
7. How to Inquire- Expenditure Inquiry—PA/GMS
Pg.106
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How to Inquire on Funds Available
UTPA GL Responsibility
Navigate to Inquiry>Funds Select the Accounting Period
Budget: Revised BudgetAccount Level: ALL
*Note—You can choose from ALL, Detail, & SummaryOtherwise Oracle will default to ALL
Click in the Account regionEnter a Project NumberClick Ok
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How to read these Screens:
There are fourteen Summary Account Objects (look forcheckmarks on the default ALL screen)
Summary Account Objects Child
Range-- Rollups
40000 Revenue Summary
40001-44700
51000 Salaries Summary
51001-51001
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51100 Wages Summary
51101-51101
52000 Employee Benefits Summary
52001-52001
52999 All Labor Cost Summary
51001-52001
53999 Operating Summary
53001-53537
54999 Books Summary
54001-54001
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55999 Scholarships Summary
55001-55001
56999 Restatements Summary
56001-56001
57999 Travel Summary
57001-57001
58999 Capital Outlay Summary
58001-58001
59999 Cost of Goods Sold Summary
59001-59001
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60000 Non-Labor Expenses Summary
53000-59001
99999 Total of All Summary Accounts (REV-EXP) 40001-
59001
Note: To read these screens easier you can Export toExcel.(See How to Export from Oracle to Excel)
SUMMARY ACCOUNT OBJECTS40000
REVENUESUMMARY
54999 BOOKS SUMMARY
Objects Range40001-44700
54001 Books
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51000 SALARIESSUMMARY 55999 SCHOLARSHIPSUMMARY 51001 Salaries
55001 Scholarships
511
00
WAGES
SUMMARY
569
99
RESTATEMENTS
SUMMAY 51101 Wages
56001 Restatements
52000
EMPLOYEE
BENFITSSUMMARY
57999 TRAVEL SUMMARY
52001 Employee Benefits
57001 Travel
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52999
ALL LABOREXPENSESSUMMARY
58999
CAPITAL OUTLAY SUMMARY
51001 Salaries
58001 Capital Outlay
511
01 Wages52001 Employee Benefits
59999
COST OF GOODSSOLD SUMMARY
59001 Cost of Goods Sold
53999
OPERATINGSUMMARY
53001
Operating Budget 60000
NON- LABOREXPENSES
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SUMMARY
53005 Materials andSupplies 53001 Operating Budget53010 Utilities
53005
Materials andSupplies
53015
Repairs andMaintenance
53010 Utilities
53020 Rental and Leases
53015
Repairs andMaintenance
53025
Printing andReproduction
53020 Rental and Leases
530
30
Telecommunication
s
530
25
Printing and
Reproduction53035 Contracted Services
53030 Telecommunications
530 Operating Student 530 Contracted Services
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40 Services 35
53045 Bad Debt Expense 53040 Operating StudentServices53050
Other OperatingExpenses
53045 Bad Debt Expense
53055
Professional Feesand Services
53050
Other OperatingExpenses
53060
Settlement of Claims
53055
Professional Fees andServices
53065
State Grant Pass Through
53060 Settlement of Claims
530
70
Federal Pass
Through
530
65
State Grant Pass
Through53505
Depr Exp Buildingsand Imp
53070 Federal Pass Through
535 Depr Exp Facilities 535 Depr Exp Buildings
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10 and Imp 05 and Imp
53515 Depr ExpInfrastructure 53510 Depr Exp Facilitiesand Imp53520
Depr Exp PersonalProperty
53515
Depr ExpInfrastructure
53521
Depr Exp LibraryBooks
53520
Depr Exp PersonalProperty
53525
Depr Exp OtherAssets
53521
Depr Exp LibraryBooks
53527 Depr Exp Vehicles
53525
Depr Exp OtherAssets
535
30
Bonus Expense
Capital
535
27 Depr Exp Vehicles53535
Non DepreCategories Clear
53530
Bonus ExpenseCapital
535 Non Depre 535 Non Depre
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36ControlledEquipment 35 Categories Clear
53537
Non-DepreBuildings
53536
Non Depre ControlledEquipment
53537 Non-Depre Buildings540
01 Books55001 Scholarships57001 Travel
58001 Capital Outlay59001 Cost of Goods Sold
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99999
TOTAL OF ALLSUMMARY ACCOUNTS (rev-exp)Objects
Range40001-
59001Account Level:
The default Account Level: ALL will display Detail andSummary Balances.
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Selecting Account Level: Summary will display only thesummary objects: Revenue (40000), Salaries (51000),Wages (51100), Employee Benefits(52000),All Labor Expenses Summary(52999), Operating (53999)etc.
The Summary Object 99999 is a Total of the Summary
Accounts. (Revenues-Expenses)
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Example:
For the project in the example above the Funds Availablefor Salaries 706,714.15Wages is=$19,436.70Funds Available for Operating (53001 - 53537)is=$38,597.34
The Account Level: Detail eliminates the SummaryBalances and displays only the Detail Balances.
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Encumbrance Type:
Selecting the Encumbrance Type: Commitment willdisplay only the Commitments for the project and periodselected.
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COMMITMENTS= REQUISITIONS
Selecting Encumbrance Type: Obligation will displayonly the Obligations amounts for the project and period
selected.
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OBLIGATIONS= PO’s
Selecting Encumbrance Type: All will display thecombination of Commitments and Obligations.
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How to Export from Oracle to Excel
Exporting from Oracle can be done from most screens. The following is an example of an export from the GLInquiry>Funds Screen these steps will apply whenexporting from any screen or module.
Example:Navigate to Inquiry>Funds in the UTPA GL InquiryResponsibilityEnter the Period and Project #-21CMPT000Click Ok
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To Export this information click on the first line in theaccount region and then navigate to File>Export
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Note: Saving the document ending in .xls will let yoursystem know you want to save the information into Excel.
Click Save
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Click Open
To see information Format the Excel Worksheet (columnsand rows).
Before formatting:
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After formatting:
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How to Inquire on an Account in GL
Inquire on Actuals
UTPA GL Inquiry Responsibility
Navigate: Inquiry>AccountSelect the Accounting Period (you can select one monthor a range)Primary Balance Type: ActualClick in the Account regionEnter a Project NumberClick Ok
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Click Show Balances
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Click Detail Balances
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Click Journals Details
Note: Accounts are separated by object, to see what journals include transactions for a specific object click journals details.
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Click on the Folder Icon in this screen if you want to see
the Effective Date and the Line Descriptions displayed onthe screen.
Click Drilldown to view Invoice information
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Click Show Transactions to view Invoice
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Click Distributions
Inquire on Budgets
UTPA GL Inquiry Responsibility
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Navigate: Inquiry>Account
Select the Accounting Period (you can select one monthor a range)Primary Balance Type: BudgetBudget: REVISED BUDGETClick in the Account region
Enter a Project NumberClick Ok
Select an account combinationClick Show Balances
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Note: This project was budgeted 65,161.37 as of SEP-FY2007 for non-labor expenses.
Click Detail Balances
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The 65,161.37 budget can be broken down to 60,841.37for Operating Budget object 53001 & 4,320.00 for Travel
object 57001.
To see other budgets for example salaries, wages oremployee benefits go back and choose an accountcombination that corresponds.
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Inquire on Encumbrances
Responsibility UTPA GL Inquiry
Navigate: Inquiry>AccountSelect the Accounting Period (you can select one monthor a range)Primary Balance Type: EncumbranceEncumbrance Type: Select from the following:Commitment, Obligation, etc.Click in the Account regionEnter a Project NumberClick Ok
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For this example chose Commitments as theEncumbrance Type
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Select an account combinationClick Show Balances
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Note: there was no Commitment Encumbrances for SEP-FY2007
Now change the Encumbrance Type to Obligation
Click Show Balances
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Note: there are Obligation Encumbrances for SEP-FY2007
Click Detail Balances
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Click on the Folder Icon in this screen if you want to seeEffective Date and Line Description displayed on the
screen.
Click Drilldown to view more information.
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How to Run the General Ledger EIS Custom Reports
Navigate to XXEIS General Ledger ReportsResponsibility
Click Ok
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The following screen will open and you can select theCustom Report you want to run from your list.
Select the report by clicking on it.
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The following are the reports you will get access to.EIS General Ledger Custom Reports
Transaction Reports:
1. UTPA Project Manager Actuals ReportParameters:
*Start Date*End DateProject ManagerProject
2. UTPA Project Manager Encumbrances ReportParameters:
*Start DateProject Manager*End Date
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Project Number Journal Period
GL AccountFundFunding SourceOrganizationObject Code
5. UTPA GL Project Manager Summary Report PDF-
OOrganizationParameters:
Project ManagerProject Number
*Period NameOrganization
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6. UTPA GL Project Manager Summary Report PDF-
PProject Manager
Parameters:Project ManagerProject Number*Period NameOrganization
Listing Reports:
1. UTPA Expenditure Types Listing ReportParameter:
*As of Date
2. UTPA Projects Listing ReportParameter:
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* As of Date
3. UTPA Object Code Listing ReportParameter:
* As of Date
* Indicates Mandatory Parameters
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Click on the Calendar Icon and select a Start Date and EndDate.
Note: The dates can be entered manually without usingthe calendar icon but they must be entered in thefollowing format: DD-MON-YEAR.
Enter the Project # you are inquiring by clicking on theFolder Icon
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The following window will popupEnter the Project # followed by a % sign (see below)
Click Search
Select the Project and Click Add to List
Click Done once the project is populated in the SelectedData field.
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Note: The project can also be entered manually withoutusing the Folder Icon. However, it must be entered in the
following format: ‘Project Number’ otherwise the reportwill not produce output.
These reports can also be run on multiple projects.
Once the Parameters are entered Click Submit
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Click View Request
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The following screen will open with a list of all the reportsrun. Look at the User Name column to find yours.
The status needs to be completed before you can viewthe reports you have run.
Click Refresh
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Once the status is Completed
Click on the Output Column and select Excel.
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Click Yes on this popup if it appears.
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Note: If instead a popup appears that asks you to install aEIS Plug In—Contact 2020 or your system administrator
because Excel will not open until this program is installed.
The report opens in Excel.
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To run a different reportClick on the Home tab and select another report.
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Cost Approval/Rejection Form (Recon Process)
Project managers will receive notification to approve orreject expenditures, such as monthly telephone charges,postage, water, etc. These are expenditures that theproject manager has not reviewed or approved chargingto their project.
A project manager has the option of reassigning this taskto a project reviewer.
Select UTPA PA/GMS Project Manager
Responsibility
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Navigate to Workflow>Self ServiceWorkflow>Notifications>Open
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Notification will read—Please review PA/GMS CostException Notification Workflow
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Navigate to Custom Exception ApprovalOpen
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This form will automatically open to the previous month.Expenditures charged to the project will appear in the
Project List block.All expenditures that need approval will appear in theException Approval block.
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You may enter a period range to display all previousmonth expenditures.
Enter 09/01/06 and hit the Tab button
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Select a project by placing a checkmark on the box nextto the project.
All expenditures for the project will appear on the bottomportion of the form.Approve or reject expenditures by clicking on theappropriate box.Very Important:Save the changes by clicking on the Save Icon.Exit the form by selecting File>Close Form
Accounting will review all rejected transactions andcontact departments if needed.
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Expenditures Inquiry
UTPA PA/GMS Project Manager or UTPA PA/GMS InquiryResponsibilityExpenditures Inquiry>Actuals
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Enter any of the following parameters in the Find Project
Expenditure Items Screen to restrict the selection criteriafor Expenditure Items.
Parameters Values Task Number Task NumberAward Number Award NumberEmployee Name Employee NameSupplier Name Name of SupplierExpenditure Org Expenditure OrganizationExpend Type Class Expenditure Type ClassificationExpenditure Type Expenditure Type is Active
Resource Org Resource OrganizationItem Dates Expenditure Item DatesExpnd Ending Dates Expenditure Ending Dates
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Transaction Source Commitment TransactionSource
Assignment Asset Assignments in OptionsRegionWork Type Work Type Name Job Job NameExpenditure Category Expenditure CategoryNon-Labor Resource Non-Labor Resource Trans Id Transaction Id
Select FindReview the Project Expenditure Items
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Select the Transaction to be reviewed and Select Item Details to review
the Cost Distribution Lines.
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Expenditure Inquiry Example
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If more information is needed before you can approve or
reject a transaction on the Custom Exception ApprovalForm you can utilize the Expenditure Inquiry> Actuals toget more information on the charge.
Enter as many parameters to narrow your search: Then click Find
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Click on the Folder Icon and select the folder namedKarina’sAll Expenditures that fit the criteria you have specified willcome up.
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