accounting for your project in oracle - redesigned

8/6/2019 Accounting for Your Project in Oracle - Redesigned

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Accounting for Your Project in OracleTraining Manual

byKarina Esparza

kesparza@panam.edu

Test URL:http://testappl.panam.edu:8030

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

5. How to run the General Ledger EIS Custom Reports

a. Transaction & Listing Reports Pg. 65

6. Cost Approval/Rejection Form—PA/GMS (Recon)

7. How to Inquire- Expenditure Inquiry—PA/GMS

Pg.106

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

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

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

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

60000 Non-Labor Expenses Summary

53000-59001

99999 Total of All Summary Accounts (REV-EXP) 40001-

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

51000 SALARIESSUMMARY 55999 SCHOLARSHIPSUMMARY 51001 Salaries

55001 Scholarships

SUMMARY

RESTATEMENTS

SUMMAY 51101 Wages

56001 Restatements

EMPLOYEE

BENFITSSUMMARY

57999 TRAVEL SUMMARY

52001 Employee Benefits

57001 Travel

ALL LABOREXPENSESSUMMARY

CAPITAL OUTLAY SUMMARY

51001 Salaries

58001 Capital Outlay

01 Wages52001 Employee Benefits

COST OF GOODSSOLD SUMMARY

59001 Cost of Goods Sold

OPERATINGSUMMARY

Operating Budget 60000

NON- LABOREXPENSES

SUMMARY

53005 Materials andSupplies 53001 Operating Budget53010 Utilities

Materials andSupplies

Repairs andMaintenance

53010 Utilities

53020 Rental and Leases

Repairs andMaintenance

Printing andReproduction

53020 Rental and Leases

Telecommunication

Printing and

Reproduction53035 Contracted Services

53030 Telecommunications

530 Operating Student 530 Contracted Services

40 Services 35

53045 Bad Debt Expense 53040 Operating StudentServices53050

Other OperatingExpenses

53045 Bad Debt Expense

Professional Feesand Services

Other OperatingExpenses

Settlement of Claims

Professional Fees andServices

State Grant Pass Through

53060 Settlement of Claims

Federal Pass

Through

State Grant Pass

Through53505

Depr Exp Buildingsand Imp

53070 Federal Pass Through

535 Depr Exp Facilities 535 Depr Exp Buildings

10 and Imp 05 and Imp

53515 Depr ExpInfrastructure 53510 Depr Exp Facilitiesand Imp53520

Depr Exp PersonalProperty

Depr ExpInfrastructure

Depr Exp LibraryBooks

Depr Exp PersonalProperty

Depr Exp OtherAssets

Depr Exp LibraryBooks

53527 Depr Exp Vehicles

Depr Exp OtherAssets

Bonus Expense

Capital

27 Depr Exp Vehicles53535

Non DepreCategories Clear

Bonus ExpenseCapital

535 Non Depre 535 Non Depre

36ControlledEquipment 35 Categories Clear

Non-DepreBuildings

Non Depre ControlledEquipment

53537 Non-Depre Buildings540

01 Books55001 Scholarships57001 Travel

58001 Capital Outlay59001 Cost of Goods Sold

TOTAL OF ALLSUMMARY ACCOUNTS (rev-exp)Objects

Range40001-

59001Account Level:

The default Account Level: ALL will display Detail andSummary Balances.

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)

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.

Encumbrance Type:

Selecting the Encumbrance Type: Commitment willdisplay only the Commitments for the project and periodselected.

COMMITMENTS= REQUISITIONS

Selecting Encumbrance Type: Obligation will displayonly the Obligations amounts for the project and period

selected.

OBLIGATIONS= PO’s

Selecting Encumbrance Type: All will display thecombination of Commitments and Obligations.

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

To Export this information click on the first line in theaccount region and then navigate to File>Export

Note: Saving the document ending in .xls will let yoursystem know you want to save the information into Excel.

Click Save

Click Open

To see information Format the Excel Worksheet (columnsand rows).

Before formatting:

After formatting:

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

Click Show Balances

Click Detail Balances

Click Journals Details

Note: Accounts are separated by object, to see what journals include transactions for a specific object click journals details.

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

Click Show Transactions to view Invoice

Click Distributions

Inquire on Budgets

UTPA GL Inquiry Responsibility

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

Note: This project was budgeted 65,161.37 as of SEP-FY2007 for non-labor expenses.

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.

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

For this example chose Commitments as theEncumbrance Type

Select an account combinationClick Show Balances

Note: there was no Commitment Encumbrances for SEP-FY2007

Now change the Encumbrance Type to Obligation

Click Show Balances

Note: there are Obligation Encumbrances for SEP-FY2007

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.

How to Run the General Ledger EIS Custom Reports

Navigate to XXEIS General Ledger ReportsResponsibility

Click Ok

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.

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

Project Number Journal Period

GL AccountFundFunding SourceOrganizationObject Code

5. UTPA GL Project Manager Summary Report PDF-

OOrganizationParameters:

Project ManagerProject Number

*Period NameOrganization

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:

* As of Date

3. UTPA Object Code Listing ReportParameter:

* As of Date

* Indicates Mandatory Parameters

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

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.

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

Click View Request

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

Once the status is Completed

Click on the Output Column and select Excel.

Click Yes on this popup if it appears.

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.

To run a different reportClick on the Home tab and select another report.

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

Navigate to Workflow>Self ServiceWorkflow>Notifications>Open

Notification will read—Please review PA/GMS CostException Notification Workflow

Navigate to Custom Exception ApprovalOpen

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.

You may enter a period range to display all previousmonth expenditures.

Enter 09/01/06 and hit the Tab button

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.

Expenditures Inquiry

UTPA PA/GMS Project Manager or UTPA PA/GMS InquiryResponsibilityExpenditures Inquiry>Actuals

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

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

Select the Transaction to be reviewed and Select Item Details to review

the Cost Distribution Lines.

Expenditure Inquiry Example

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

Click on the Folder Icon and select the folder namedKarina’sAll Expenditures that fit the criteria you have specified willcome up.

accounting for your project in oracle - redesigned

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