GENERAL LEDGER AND PROJECTS RECONCILIATION

Transcription

1 GENERAL LEDGER AND PROJECTS RECONCILIATION July 2017

2 The Intr This dcument is intended t instruct users n hw t recncile their financial infrmatin. It is generally assumed that users will be recnciling at the UDO level, and will want t recncile all financial transactins and balances that rll up t their UDO. This dcument will walk users thrugh hw t d that. The Reprts There are three sets f reprts t help with yur recnciliatin: 1. A SmartView query t help rganize yur UDOs fr a mnth t mnth analysis fr the full year f A set f OTBI reprts in Oracle Clud t shw yu the details f the transactins that hit yur UDO 3. A custm Prject Cst reprt that shws all yur prject cst details that hit yur UDO. The SmartView template is in the SmartView Templates sectin f the SmartView Canvas curse page: The OTBI dashbard can be fund in the fllwing flder in the Reprts and Analytics tl: Shared Flders > Custm > RU Saved Queries > Year End Recnciliatin Queries P a g e 1 10

3 Dashbard Analyses Opening Balance This analysis will shw the pening balance f the UDO Verify the pening balance f yur UDO. If it is nt as expected, and yu knw yu have made adjustments/reclasses already, they may be reflected in ther mnths in the year GL Trial Balance This analysis will shw yu all f the activity at the balance level in the GL This will shw yu the mnth activity thrughut the year and shuld tie back t what yu see in the SmartView analysis. Yu will see the balances and mnthly activity in this analysis, but nt the detail Jurnal Detail This analysis will shw yu all f the jurnal details fr the UDO Every transactin frm the subledgers r entered directly in the GL is a jurnal entry and will be included in this analysis. Yu can click links in the table t g int the jurnal itself (Please make sure yur pp-up blcker is disabled, as these links will pen in a new tab/windw). P a g e 2 10

4 AP GL Entries This analysis will shw yu all transactins that hit yur UDO frm Payables Accunts Payable transactins with the AP detail will be shwn in this analysis fr bth thse that have and have nt been charged t prjects. Other Surces GL Entries This analysis will shw yu all f the details that hit yur UDO frm all ther surces such as Payrll, and jurnals entered manually r via spreadsheet. Fr example, this will shw yu all payrll transactins that came frm payrll directly with a RU Payrll surce, but prject payrll will have a Prject surce. P a g e 3 10

5 Prject GL Entries This analysis will shw yu all f the details that hit yur UDO frm Prjects (this will nt include AP invices that charged t a prject. Fr example, if yu run this analysis and then filter it fr all revenue accunts, it will shw yu all revenue that came frm which prject number. P a g e 4 10

6 Prject AP Recnciliatin with PO Number This analysis will shw yu the invices that have been charged t a prject with the prject and PO infrmatin This analysis will supplement the AP GL entries analysis by shwing yu which f the AP entries are assciated with prjects with the detail. Ending Balance This analysis will shw the ending balance f the UDO. It is identical t the Opening Balance analysis, nly with the date set t JUN-ADJ-17. These analyses tgether will allw yu t tie ut yur GL balances. The Prcess Step 1 (Optinal) Run the SmartView Analysis This analysis will shw yur UDO s pening balance in the first clumn, and then all f the mnthly activity thrughut the year. If yu d nt have SmartView, r are nt cmfrtable using SmartView, yu can skip this step. P a g e 5 10

7 T use the SmartView analysis, simply change the Unit, Divisin, and Organizatin in the POV tlbar at the tp t yur desired values. Step 2 Run the GL Recnciliatin Dashbard Access the OTBI dashbard (Shared Flders > Custm > RU Saved Queries > Year End Recnciliatin Queries) and click View under the GL Recnciliatin dashbard. There are tw prmpts that cntrl the varius analyses in this dashbard: GL Recnciliatin n the left and Prject-GL / Prject-AP Recnciliatin n the right. Each has its wn set f parameters. GL Recnciliatin Prmpt These parameters apply t the nn-prject-based analyses, dented with a blue brder: 1. GL String Required. Users can enter the Unit and any additinal segments separated by perids. 2. Accunting Year P a g e 6 10

8 Users can type in the Accunting year (e.g. 2017) t filter data by that year. Can be used alne r with the Accunting Perid. 3. Accunting Perid Users can type in the perid(s) in the frmat {first three letters f mnth last tw digits f year} (e.g. APR-17) with multiple terms separated by semi-clns r can search fr a perid by chsing Search frm the drpdwn. Can be used alne r with the Accunting Year. Prject Prmpt These parameters apply t the prject-based analyses, dented with a red brder: 1. GL String fr Prject GL Required fr and nly applies t Prject GL Entries The user can enter a partial r whle GL string with segments separated by perids. 2. Prject Owning Organizatin Required fr and nly applies t Prject AP Recnciliatin. Users can enter a single Prject Owning Organizatin (n perids) t see all AP transactins related t it. P a g e 7 10

9 3. Prject Number Applies t bth Prject GL Entries and Prject AP Recnciliatin. Users can enter a prject number t filter bth prject-based reprts fr further investigatin. 4. Accunting Year Users can type in the Accunting year (e.g. 2017) t filter data by that year. Can be used alne r with the Accunting Perid. 5. Accunting Perid Users can type in the perid(s) in the frmat {first three letters f mnth last tw digits f year} (e.g. APR-17) with multiple terms separated by semi-clns r can search fr a perid by chsing Search frm the drpdwn. Can be used alne r with the Accunting Year. Once all parameters have been selected, click Apply under each prmpt. All relevant analyses will update accrdingly. All analyses will lad n the same page. T exprt each f the analyses, click the Exprt link lcated at the bttm f each ne. Step 3 Run the Prject Cst Reprt The Prject Cst reprt is lcated in the PGM Reprts flder in the Reprts and Analytics catalg: Shared Flders > Custm > RU Custm > Reprts > PGM Reprts>Beta New RU PJ 073 Prject Csts Detail Reprt. This reprt will shw yu all the details that hit yur prjects, similar t the Manage Expenditure Items Oracle applicatin, but laid ut in ne spreadsheet. This reprt will nly shw yu cst detail fr yur prject, nt revenue. If yu are running the reprt fr nly ne Prject r ne Prject Organizatin fr ne mnth, yu can simply enter yur parameters and hit Apply t exprt the reprt t an Excel file. If yu are running the reprt fr ne r mre Prjects r Prject Organizatins ver multiple mnths, yu will need t schedule the prcess, which can take a significant amunt f time 1-2 hurs. P a g e 8 10

10 T schedule the reprt, fllw these steps: 1. Click the at the tp-right crner f the reprt. 2. Select Schedule frm the menu. 3. Make sure the General tab is selected. 4. Chse yur parameters. 5. Select the Output tab. 6. Click Add Destinatin. 7. Type the address yu wuld like t send the reprt t in the field that appeared after clicking Add Destinatin. Yu can add additinal address t the CC field as well. 8. Click Submit. P a g e 9 10

11 Other Reprts that will Help with Recnciliatin 205 Prject Revenue Details This reprt will shw yu the revenue details by yur prject Cash Receipts This reprt will shw yu details f the cash receipts All Reprts under the 505 Dashbard Prjects Cnslidate view and all ther like that these reprts will shw yu the prject csts, indirect (F&A r Burden), and revenue Prject Cst and Revenue This reprt will shw yu the csts and revenues by prject Prject Revenue Reprt This reprt will shw yu the revenues Prject Budget Reprt This reprt will shw yu the prject budgets Prject Cmmitment Reprt This reprt will shw yu the cmmitments by prject Award Funding This reprt will shw yu the Funding amunts by Award P a g e 10 10