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Advanced Financial Application Training VSN 3
Advanced Financial Application Training VSN 3
Introduction
RIT employees are able to upload transactions into the Oracle Financial applications from
Excel, and publish financial information for their departments and projects from the
Oracle Financial Applications into Excel.
Objectives:
After taking this course, you will understand the process to follow when creating journal
entries in Excel, performing on-line account inquiries, drilldowns, requesting reports to
be published into Excel, store FSG reports and run multiple reports at one time
repeatedly. You will be able to use the general ledger to:
Create a journal entry in Excel and upload it into the general ledger.
Perform an on-line account analysis, and export it to Excel.
Drilldown to journal entry, accounts payable or accounts receivable subledger detail.
Create a Request Set.
Accounting Procedures
Department and project managers or staff assistants monitor their actual expenditures as
compared to their budgets and review transactions that occur in the general ledger. They
create journal entries to make corrections to their accounts in the general ledger. Various
custom and standard reports are available within Oracle to assist departments with these
tasks. Access to the RIT Journal Entry and Reporting & Inquiry responsibilities gives
them the ability to create journal entries, and run reports in the Oracle Financial
Applications. The more advanced functionality allows them to use the tools in Excel,
(copy, paste, drag, insert), to create journal entries more efficiently.
Prerequisite:
This course assumes that you are an active Journal Entry, and Reporting & Inquiry user
of the Oracle Financial Applications, and are familiar with the terminology and logging
If, after taking this course, you have further questions about performing account inquiries
or requesting and printing reports, please contact Accounting at ext. 5-2237, or send an e-
mail to [email protected].
The Launch Journal Wizard function in your “RIT – GL – JOURNAL ENTRY ONLY”
responsibility gives you the ability to create a journal entry template in Excel and upload
it into the general ledger. This allows you to use the copy, paste, and drag functionality
of Excel to enter journal entry lines into the journal entry template.
Objective:
At the end of this lesson, you will be able to create and upload a journal entry from Excel
into the RIT General Ledger Application.
Scenario
You are an employee in the College of Science, and have to create a journal entry to
charge different departments for lab fees. You plan to create a journal entry template in
Excel and reuse it every month.
Directions:
Log into the Oracle Applications.
Click on your journal entry responsibility in your homepage, (this will be “RIT –
GL – JOURNAL ENTRY ONLY” or “GL SUPERVISOR”).
In the “Layout” field select “RIT Actuals – Single” from the drop down list.
A Security Information window may open at this time asking if you want to
display “nonsecure” items. Click the “Yes” button.
A “Download” window will open in Excel letting you know that your document
is in the process of being created. Once the Journal Entry template has finished
downloading into Excel the message in the “Download” window will confirm that
your document has created. Click the “Close” button to close this window.
All white cells in the template can be updated either by double clicking on the cell
to access the List of Values or by typing the value directly into the cell.
Another way to access the List of Values is to click in the cell and then on the
“Oracle” menu in the Excel Menu toolbar at the top of the page. Select “List of
Values” from the drop down menu.
The Header section of the template includes the fields listed below. These are the
same fields that are in the Journal Entry form in the Oracle Applications. Those in
bold italics are required.
o Source – Journal sources identify the origin of journal entries. Journals
with the source “Manual” were created within the Oracle Applications.
The default source for a journal entry created using the Journal Wizard
and uploaded from Excel is “Spreadsheet”. There are other sources
available for you to choose from in the List of Values. For this journal
entry we will leave the source as “Spreadsheet”.
Note: If you’re a current ADI user your source may default to your individual source.
This will continue to happen when you create journal entries in Web ADI.
The body of the Journal Entry template includes the columns listed below. Those
in bold italics are required.
o Upload Flag – The upload flag is used to mark the journal entry lines that
are to be uploaded into the general ledger. The Journal Wizard will ignore
any rows entered after 3 blank rows, even if they are flagged to be
uploaded. Normally the upload flag will automatically fill in upon
entering an account number into the template. You can manually enter an
upload flag by clicking in the upload flag column and typing any character
on your keyboard.
o Entity, Department, Object, Expense Category, Project and Program –
These are the 6 segments that make up RIT’s 24 digit account
combination. Each segment has its own column and has to be entered
separately. To use the List of Values to select the segment values, double
click on any of the segments’ cells and the “Enter Flexfield” window will
open.
To see an entire list of all the values for a segment, enter the
wildcard character into the “Search Criteria” field and click on the
“Go” button. The entire list of values will display in groups of 10.
To see the next group of 10 values click on the “Next 10” button in
the lower right hand corner of the window. You can also click on
the drop down list of groups of 10 to scan through the list.
Once you find the value you want to enter click on the select circle
to the left of the value you want to enter into the field and click on
the “Select” button.
Click on the “Select” button again and the account number will fill
in on the journal entry template in the Excel spreadsheet. At the
same time the upload flag will fill in automatically. Press the tab
key repeatedly to move your cursor to the “Debit” field.
o Debit, Credit – There can only be an amount in one of these columns per
row. If there are amounts in the debit and the credit column on the same
row, an error will display after you attempt to upload it into the general
ledger. Enter $42 into the debit column and tab to the “Line Description”
column.
Rows can be added to the journal entry template by using the Excel “Insert”
function. Select the number of rows you want to insert into the body of the
journal entry. Right click on the selection and select “Insert” from the drop down
menu. The rows will automatically insert into the template.
o Click on the first cell in the “Entity” column, right click and select “Paste”
or “Paste Special” from the drop down menu.
o When pasting formulas paste values into the cells use the “Paste Special”
function from the drop down menu, otherwise it could cause the journal
entry to be out of balance.
Once all the journal entry lines have been entered into the template, it can be
uploaded into the general ledger.
o Click on the “Oracle” menu in the Excel Menu toolbar at the top of the
page. Click on “Upload” from the drop down menu.
o Click on the “Close” button and return to the journal entry template in
Excel. In the message section you will see a sad face and an error
message next to the invalid combinations. At this time your instructor will
make the necessary corrections to the account combinations or header
information. When this is complete try the upload process again.
To confirm that the journal entry imported into the general ledger
successfully, you should view the Journal Import Execution report
for this request. Open the “View” menu in the Oracle Applications
and select “Requests” from the drop down button.
This journal entry template can now be reused as often as necessary. The next
time you open the journal entry template a “Microsoft Excel” window will open
and ask you if you want to disable macros, enable macros or want more
information. Double click on the “COS Lab Fees Nov-07” icon that you just
saved to your desktop. Click on the “Enable Macros” button to enable the Journal
Wizard Macros.
The Account Analysis function permits you to call up and view actual, budget, and
encumbrance transaction detail for any of your 24-digit accounts. Transaction detail is
available to you on-line as soon as transactions are posted to the general ledger. With the
Drilldown function you can drilldown into the AP and AR subledgers and view subledger
information for a transaction.
Objective:
At the end of this lesson, you will be able to run an Account Analysis online, export the
detail to Excel and drilldown into a subledger for a specific transaction.
Scenario
You are an employee of the College of Science. You want to view the transaction
detail for your operating department account for the first quarter of the fiscal year.
Directions:
Log into the Oracle Applications.
Click on your reporting and inquiry responsibility in your homepage, RIT – GL –
COS RPT & INQ – 67000-67099.
On your homepage click on the “Account Analysis & Drilldown” function, (in
your Navigator screen this function will be under the “Inquiry” menu in the “GL
Supervisor” responsibility).
The “Inquiry Type” field will change your display from seeing one period at a
time to a range of periods. For this exercise select “Period Trend” from the drop
down list. Notice that the display at the bottom of the screen now shows multiple
“PTD” and “YTD” columns.
o In the “Search and Select: Account From” screen, click on the magnifying
lens to the right of the “Department” segment field to access a list of
values.
o To start your account range with department select “67000”, click on the
circle in the “Select” column to the left of department “67000” and click
on the “Select button.
o Back in the “Search and Select: Account From” screen, enter “00000” in
the “PROJECT” field and click on the “Search” button.
o Back in the “Account Balances” screen the “Account From” field has
filled in. Press the Tab key to go to the “Account To” field and click on
the magnifying lens button to the right of this field.
The “Balance Type” field defaults to “Actual”. If you were trying to run an
Account Analysis for a Budget or Encumbrance activity, you would select
“Budget” or “Encumbrance” from the drop down list.
o Select the “JUL-07” period and click on the “Select” button. Press the
Tab key twice to enter the “Period To” field and repeat the process to
choose “SEP-07”.
Press the Tab key twice to go the “Display Summary Accounts” field. RIT
doesn’t use summary accounts so the “Display Summary Accounts” field should
To start the search for the transaction detail for the range of account numbers and
periods you selected, click on the “Go” button.
Click on the “Export” button to download the account balance information into an
Excel spreadsheet.
o A file download window will open asking if you want to open or save this
file. Click on the “Open” button.
NOTE: It is good practice to save this spreadsheet at this time and rename the workbook.
If you try to export again it will try to create another workbook with the same name and
won’t be able to export until the first workbook is closed or renamed.
Back in the “Account Balances” screen, the amounts in the “PTD” column are
colored blue and are underlined to show that you can drilldown into them. Click
the “Next 10” button and click on the “939.65” in the “PTD” section for period
“AUG-07”, for account “01.67000.76950.25.00000.00000”. This will drilldown
into the “Journal Lines” screen which provides the batch name, journal name, line
number, source, category, currency, debit and credit detail.
On this screen the amounts in the debit and credit columns can be drilled down
into, to view the subledger detail for each AP or AR transaction. Click on the
“566.98” amount to drilldown into the “View Journal Entry Lines” screen.
o The “Lines” section shows the account number and the offset account.
o In the “Detail” column, the “Show” link provides Third Party,
Description, Currency and General Ledger information.
o To return to the Journal Entry Lines screen, click on the “Return to
Subledger Journal Entry Lines” button.
o Click on the “Home” button to return to your home page.
o Click on the “Export” button to export the Subledger Journal details into
Excel.
Back in the “View Journal Entry Lines”, click on the “Export” button to export
the subledger details on this screen to Excel.
Click on the “View Transaction” button to view the “Invoice Workbench” screen
within the Oracle Applications.
The “Invoice Workbench” screen provides you with transaction details such as
Supplier, PO number, and Invoice number.
o In the upper section of this screen you can see the Supplier name, Supplier
number, Supplier Site, Invoice date and the Invoice number.
o Click on the “Lines” tab to see the Purchase order number, scroll to the
right to see the item description.
o Click on the “View Payments” tab and then the “Payments Overview”
button. From the “Payments Overview” screen you can see whether the
check has cleared the bank and on what date.
To return to the “View Journal Entry Lines” browser screen and view the
transaction information again, click on the “Back” button.
This will take you to a “Warning: Page has Expired” screen. Click the “Refresh”
button.
You are now back in the “View Journal Entry Lines” screen.
To return to the “Journal Lines: 01.67000.76950.25.00000.00000, AUG-07”
screen click the “Journal Lines” link in the upper left section of the page.
You are now back in the “Journal Lines” screen. To return to the “Account
Balances” screen, click on the “Return to Account Balances” link in the lower left
corner of the page.
In the last lesson you learned how to access the Account Analysis detail and export it to
Excel through the Account Analysis function. Another way to get this information into
Excel is to run a standard detail report within the Oracle Applications, download the
report and format it in Excel using the Microsoft Text Import Wizard.
Objective:
At the end of this lesson, you will be able to download an Account Analysis report into
Excel and format the data.
Scenario
You are an employee in the College of Science. You have received a request from the
Dean for a summary of all the travel expenses for the College of Science for the first
quarter of the fiscal year. You need to load all the travel expense detail from the general
ledger, into Excel in order to create a summary report.
Directions:
Log into the Oracle Applications.
The Oracle Applications will open, displaying the “Submit a New Request” form
with “Single Request” selected. Click on the “OK” button.
The “Submit Request” form will open. In the “Name” field type “RIT Acc” and
hit the tab key. The “RIT Account Analysis-(180 Char)” report name will fill the
field, and the “Parameters” window will open.
The report will open in a new browser window. Under the “File” menu click on
“Save as” and save the report as a text document called “COS Travel Q1 exp”.
Click on “Fixed Width” for the column settings, and then click on the “Next”
button.
Step 3 of the Text Import Wizard is to format certain columns in the “Text”
format. All the columns, except for the Debit and Credit columns should be in the
The next step in creating a spreadsheet is to sort the data. Click on the left
uppermost cell, the blank cell above the “1” and to the left of “A”, to select the
whole spreadsheet. Next select the “Data” Menu and choose “Sort”. Select
column “E” in order to sort the data by the 24-digit account combination. Click
on the “OK” button.
Select the Account Combination column, (column E), and under the Data” Menu,
select the “Text to Columns” option.
All the segment value columns need to be in text format. Select the segment
columns and click on the “Text” format. Select the period columns and select
“Do Not Import”. Click on the “Finish” button.
This spreadsheet can now be used to create other reports in Excel, or to reconcile your
monthly department statement.
You can use a Request Set to run all of your monthly reports at one time, such as your
Department Statements, Project Statements and RIT Account Analysis reports. A
Request Set allows you to include all the reports you want to run in a set and then run the
set instead of running each report individually.
Objective:
At the end of this lesson, you will be able to create a Request Set to run all of your
monthly statements and detail reports at one time.
Scenario
You are an employee in the College of Science. You want to create a Request Set for
your monthly department and project statements, and detail reports. This will reduce the
amount of time it takes for you to run your department’s reports each month.
Directions:
To create a Request Set select the “Other” menu in your Navigator screen and
click on the “Open” button.
Select “Set” and click the “Open” button, the Request Set screen will open.
The first step of setting up a Request Set through the Request Set Wizard is to determine
if you want your group of reports to run sequentially or parallel.
Sequentially – To run one after another. This is generally used for programs and not
reports. One program can be dependant upon another, but your reports will not depend
on each other for their values.
In Parallel – Since your reports are not dependant upon one another it is possible to run
them all at the same time.
Select the “In Parallel” option by clicking on the circle to the left, and then the
“Next >” button.
In the “Application” field type “General” and hit the tab key. The Application
name “General Ledger” will fill in the field.
Enter a description of the Request Set in the “Description” field and click the
“Next” button.
You can choose whether you want the reports to print as each one completes or
after all of them have completed. Choose “As Each Request in the Set
Completes”, and click the “Next” button.
o When you are finished selecting your reports click on the “Finish” button.
Your Request Set’s information will automatically fill in the Request Set screen.
Click on the “Define Stages” button.
Repeat steps 18-23 only this time in the “Flexfield From” and “Flexfield To”
rows in the “Value” column enter the lowest and highest account numbers you
want detail for, for your project accounts, “01.67000.70000.00.10000.00000” to
“01.67099.99999.99.99999.00000”.
In the “Report By” row, change “Department” to “Project” so this report sorts by
project instead of department.
In the “Report” row in the “Type” column select “Constant” from the list of
values. In the “Value” column enter “RIT- Dept Statement”.
Save your changes and return to the Stage Requests screen. Continue to select
each row with “Program – Run Financial Statement Generator” and enter the
parameters as above. The other 2 FSG reports that SDOE included are:
SPA GRANTS STATEMENT
OTHER PROJECTS STMT
Once you are finished entering the parameters for each report you are finished and
ready to run your request set. To do this return to your Navigator screen and open
“Reports”.
In the Submit Request Set screen select the name of your Request Set from the list
of values in the “Request Set” field.
Next click in the “Parameters” field for the first report. The Parameters screen
will open.
For the Account Analysis reports enter the Starting Period and Ending Period you
want to run these reports for and click on the “OK” button. You only have to
enter the period in these fields in the first report, it will automatically fill in for the
rest of the Account Analysis reports.
When you click the “OK” button you will be taken back to the Submit Request
Set screen and into the next field which is “Language”. If you want to specify
printing and report notification options you will want to click on the “Options”
button at this time if not scroll to the left to see the Program names again.
Once you are finished entering the periods and printing options click on the
“Submit” button to run your Request Set.
In the Navigator screen navigate to Other / Requests / Set and click on the “Open”
button.
In the “Stage Requests” screen enter the next sequence number in the next
available row.
Type “RIT Account Analysis – s” in the “Program” field and press the Tab key.
Enter “Period From” in the “Shared Parameter” column for the “Period From”
row, and “Period To” in the “Period To” row, in order to share these fields with
other requests for this report in the same Request Set.
In the “First order by”, “Second order by” and “Third order by” you can change
the “Value” column to be “Department”, “Project”, or “Object”.
You can now request your Request Set like you normally would.
In the “Submit Request Set” screen click on the “Options” button to change the
format of the report to HTML or Excel. The preferred output for printing is PDF
which is the default. You don’t have to make any changes if you want to leave
the report in the PDF format.
The last 3 steps will have to be followed for each “RIT Account Analysis – Subledger
with AP” request that is included in your Request Set.
This concludes the Advanced Financial Applications training. If you have any questions
please contact Accounting at ext. 5-2237.