General ledger system manual - lsu/fas - Finance and Administrative ...

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Financial Reporting InquiryThis is used to provide up to the second accounting information in summary and detail formats. This allowsyou to obtain the most current information available for your accounts. Thus, these screens are more usefulthan the printed ledgers when closing accounts or balancing at year end.1. Start at the General Ledger Menu. See page 2 of the Updating section for detailed instructions.2. Press PF4-AcctInq.3. The Financial Inquiry Menu By Account screen will display.4. The cursor will appear in the Action field. Type a V for view.5. The cursor will appear in the Code field. Select one of the three letter codes displayed on the screen.For example, if you want to view the Outstanding Encumbrance Summary screen, you would typein OSL in the Code field.6. The cursor will appear in the Acct field. Type in the account number.7. The Financial Inquiry Menu By Account screen will display as shown below:GLSFINFINANCIAL INQUIRY MENU BY ACCOUNTACTION: V CODE: OSL ACCT: 123456789ESL - EXPENDITURE SUMMARY LEDGEREDL - EXPENDITURE DETAIL LEDGEREST - EXPENDITURE SUMMARY TENTATIVEOSL - OUTSTANDING ENCUMBRANCE SUMMARYRSL - REVENUE SUMMARY LEDGERRDL - REVENUE DETAIL LEDGERRST - REVENUE SUMMARY TENTATIVETBL - CREATE USERS QUERY TABLESABR - ACCOUNT BALANCE RECAPSOE - SUMMARY OBJECT EXPENDITURESOR - SUMMARY OBJECT REVENUEDOE - DETAIL OBJECT EXPENDITUREDOR - DETAIL OBJECT REVENUEGSC - G/L SUMMARY CONTROLGBS - G/L BALANCE SHEETGFB - G/L CHANGE IN FUND BALANCEGDL - G/L DETAIL LEDGER1= 2=CODEMENU 3= 4= 5=PROJINQ 6=FORMMENU7= 8= 9=COAMENU 10=GLSMENU 11=SYSMENU 12=LOGOFF8. Press Enter.9. Choose one of the following:a. If you want to view information for a range of account numbers, tab to the second Acctfield and type in the last account number in the range to be viewed -- for example,188530500 188539999.b. Subgroups of accounts can be viewed by using a combination of digits and wild cards(%). The percent sign (%) is the wild card character. For example, to view all accountsin the College of Basic Sciences which have a 4 in the sixth digit enter: 115%%4%%%.This "masking" procedure can be used on all inquiry transactions.c. If you want to view information for a specific object code, tab to the Obj field and typea specific object code or a range of object codes.d. To view past month activity, the Date field must be filled in. For example, if you wantto view activity in February you would type 02291992. This field defaults to the currentINQUIRING Rev 06/93FINANCIAL REPORTING INQUIRY
date.10. Below is a brief description of each screen. If you have any questions, please call AccountingServices at 388-3321 and ask for help on the General Ledger System.ESLdisplays summaries of current budget, encumbrances, expenditures, balances for eachdetail object code, and an account balance. PF2 can be used view tentative summaryinformation.EDL displays every budget entry, encumbrance entry, and expenditure entry that affects theaccount in the month selected.ESTdisplays all tentative budget, encumbrances, expenditures, balances for each object code,and an account balance.OSL displays any outstanding orders, that have yet to be paid.RSLdisplays current anticipated and current realized revenues by detail object.RDL displays every revenue entry that affects the account in the month selected.RSTdisplays the status of tentative revenues.ABR displays a concise summary of an accounts budget, expenditures, encumbrances, andrevenues. This screen displays both tentative and current information.SOE displays all current budget, encumbrances, expenditures, balances for each summaryobject code, and an account balance. PF2 can be used to view tentative summaryinformation. This screen is useful when viewing a range of account numbers for a rangeof summary object codes -- for example, if you want a list of all department expendituresfor 3000 and 4000 object codes.SOR displays current anticipated and current realized revenues by summary object. This screenis useful when viewing a range of account numbers for a range of summary object codes-- for example, if you want a list of all department revenues for 0300 object codes.DOE displays summary information for each detail object code for encumbrances,expenditures, and budget.DOR displays summary information for each detail object code for anticipated and realizedrevenues.GSC displays the beginning balance, current month activity, and current balance for generalledger accounts by summary control object.INQUIRING Rev 06/93FINANCIAL REPORTING INQUIRY
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General Ledger SystemManualIndex of
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Purpose of User's GuideThe General
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Funds of similar characteristics ar
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LOUISIANA STATE UNIVERSITYSECURITY
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Account Code StructureThe account c
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administration and course and curri
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Louisiana State UniversityGeneral L
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COAACC01/17/01 11:02:31REQUIRED DAT
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28. F/S REV LINK - A number identif
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PF3 from the COAMENU will display t
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26. FAC & ADM RATE - The fac & adm
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From the Code Tables Menu, PF4 will
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Project NumbersProject numbers are
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7. Press the appropriate PF key for
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2. TPX commands can be executed any
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5. Press ENTER. This will display t
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1=HELP 2=CODEMENU 3=ACCOUNT 4=VAEI
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7=PREVPAGE 8=NEXTPAGE 9=HEADER 10=G
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1= 2= 3= 4= 5= 6=7= 8= 9= 10=GLSMEN
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8. The Internal Transaction - Vehic
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5. The ACCOUNTING ENTRY INQUIRY scr
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18. Press PF2 - VEH/ORD. This will
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Budget AdjustmentsBudget Adjustment
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. Tab to the Dept Ref # field. This
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information.19. Tab to Line 002 and
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ADJUSTMENT ENTRY screen will now di
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Simple Journal Voucher (SJ)Simple J
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18. The cursor will appear in the A
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step #29.29. Tab to the Override Er
Page 63 and 64: Compound Journal Voucher (CJ)Compou
Page 65 and 66: 7= 8= 9= 10=GLSMENU 11=SYSMENU 12=L
Page 67 and 68: UPDATING Rev 06/93COMPOUND JOURNAL
Page 69 and 70: 36. If the print location is correc
Page 71 and 72: 7. Leave the Form # field blank.8.
Page 73 and 74: sure you have entered the correct p
Page 75 and 76: Petty Cash ReimbursementsI. Office
Page 77 and 78: II.Creating a Petty Cash Reimbursem
Page 79 and 80: 23. If a line is a debit amount tha
Page 81 and 82: Departmental TransmittalsI. Office
Page 83 and 84: 6. The cursor will appear in the En
Page 85 and 86: 18. The cursor will appear in the M
Page 87 and 88: 32. Take the original and the copy
Page 89 and 90: 7= 8=AIAE 9=COAMENU 10= 11=SYSMENU
Page 91 and 92: 22. Press F3 - EndEntry. This check
Page 93 and 94: 5. Press Enter. This will display t
Page 95 and 96: UPDATINGENCUMBERING INTERNAL TRANSA
Page 97 and 98: How To Delete An Encumbering Intern
Page 99 and 100: 13. Press Enter. This will display
Page 101 and 102: 22. If no errors are found, the mes
Page 103 and 104: UPDATING Rev 06/93FORM
Page 105 and 106: How To Use A Form1. Start at the GL
Page 107 and 108: How To Delete A Form1. Start at the
Page 109 and 110: Louisiana State UniversityGeneral L
Page 111 and 112: 5. Press Enter.6. The Accounting En
Page 113: 14. Press Enter.15. See the Updatin
Page 117 and 118: Louisiana State UniversityGeneral L
Page 119 and 120: 5. CumulativeRevs/Expends - The tot
Page 121 and 122: This printed ledger information is
Page 123 and 124: June 30. In future fiscal years, th
Page 125 and 126: Reconciling Your AccountsEvery acco
Page 127 and 128: Reconciliation1. Entries affecting
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