Oracle ERP Project

End User Training Manual: General Ledger

Document Date: 6th November 2009

EQUITY BANK LIMITED

By

GL TEAM
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CONTENTS

Contents ii

1 INTRODUCTION............................................................................................................... 4
1.1 Overview of ERP and General Ledger module......................................................4
1.2 Understanding the Application User Interface.....................................................5
1.2.1 Login to Oracle & Password..................................................................................5

1.2.2 What is a ‘Responsibility’?..................................................................................... 5

1.2.3 Selecting a Responsibility...................................................................................... 6

1.2.4 Understanding Windows....................................................................................... 9

1.2.5 The Toolbar.............................................................................................................. 10

1.2.6 The Navigator Window........................................................................................ 11

1.2.7 Changing passwords............................................................................................. 12

2 Journal Entry.................................................................................................................. 14
2.1 Entering New Journals (OMR)..................................................................................14
2.2 New Journals (Foreign Currency)............................................................................24
2.3 Create Recurring Journals.......................................................................................... 26
2.3.1 Skeleton...................................................................................................................... 27

2.3.2 Standard Recurring............................................................................................... 36

2.3.3 Formula Recurring Journals...............................................................................37

2.4 Mass Allocation............................................................................................................... 39

2.4.1 Steps............................................................................................................................ 39

2.4.2 Statistical Journals................................................................................................. 39

2.5 Copy Journals................................................................................................................... 45

2.6 Reverse Journals............................................................................................................. 52

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3 Journal Wizard (Upload through Excel)................................................................. 57

3.1 Uploading of Journals through Excel......................................................................57

4 Budget.............................................................................................................................. 61
4.1 Creation of budgets....................................................................................................... 61
4.2 Budget Transfer.............................................................................................................. 77

5 Inquiry............................................................................................................................. 84
5.1 Account Inquiry.............................................................................................................. 85
5.2 Budget/Funds Inquiry................................................................................................. 89
5.2.1 Budget Inquiry........................................................................................................ 89

5.2.2 Funds Inquiry.......................................................................................................... 91

5.3 Account Analysis & Drill Down.................................................................................92

6 Revaluation..................................................................................................................... 96
6.1 Overview of revaluation.............................................................................................. 96

7 Consolidation................................................................................................................. 99
7.1 Overview........................................................................................................................... 99

8 Reports.......................................................................................................................... 106
8.1 Predefined Reports..................................................................................................... 106
8.2 Financial Statement Generator Reports.............................................................109

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1 INTRODUCTION

1.1 OVERVIEW OF ERP AND GENERAL LEDGER MODULE

ERP stands for Enterprise Resources Planning.

It is a onetime installation of multiple modules (Supply Chain Management, Human Resources, General
Ledger, Accounts Payable, Fixed Assets etc,) to efficiently manage the organization resources.

Equity Group will benefit from implementation of ERP in the following ways:

 Fast and efficient delivery of results.

 Sharing of common data by different functions ensure that there is no data redundancy and
redundant data entry.

 Better tracking and forecasting.

The General Ledger module will enable us enter, maintain, and report on actual accounting
information for the enterprise efficiently. Among the functions it will handle include:

 Automatic reversal of journals

 Revaluations and translations

 Automatic posting of recurring entries

 Allocations of cost pools

 Budgeting

 Consolidations

 Reporting and online inquiries

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1.2 UNDERSTANDING THE APPLICATION USER INTERFACE

1.2.1 Login to Oracle & Password

1. Enter User Name

2. Enter Password

3. Click on Login

1.2.2 What is a ‘Responsibility’?

In Oracle ERP a responsibility is a level of authority in your organization, assigned to you by the
business. Your responsibility determines which functions, forms and data you can access as
appropriate to your role within Equity Bank.

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Responsibilities

1.2.3 Selecting a Responsibility

1. In the left pane under Applications click on the required responsibility, for example, EB
General Ledger Super User
2. In the right pane click on the task you wish to perform, for example, Journals > Enter

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A separate Window opens up before the application starts

Note: DO NOT CLOSE THIS WINDOW Click on the refresh button.

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1.2.4 Understanding Windows

The Graphical User Interface (GUI) enables you to navigate throughout the application with
ease.
It is composed of a series of menus and icons:

Drop Down Menus

Icons
Toolbar

Fields

Windows

Buttons

Mandatory

Note: All fields appearing in YELLOW are mandatory. They should be entered so that the
application allows you to go the next step.

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1.2.5 The Toolbar

The toolbar is a collection of icon buttons, where each button performs a specific action when
you choose it. Each toolbar button replicates a commonly used menu item. Depending on the
context of the current field or window, a toolbar button can be enabled or disabled. You can
display help for an enabled toolbar button by holding your mouse over the button.

The toolbar contains the following functions:

ICON NAME DESCRIPTION

New Opens a new record in the active form.

Find Displays the Find window to retrieve records.

Show Navigator Displays the Navigator window.

Save Saves any pending changes in the active form.

Next Step Updates the Process workflow in the Navigator by advancing

to the next step in the process.

Responsibility Allows you to change your responsibility

Print Prints the current screen that the cursor is in. In some cases
it may print a report associated with the current data.

Close Form Closes all windows of the current form.

Cut Cuts the current selection to the clipboard.

Copy Copies current selection to the clipboard.

Paste Pastes from the clipboard into the current field, and replaces
any selection. This command is available only if you have cut
or copied text.

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Clear Record Erases the current record from the window.

Delete Deletes the current record from the database.

Edit Field Displays the Editor window for the current field.

Attachments Allows you to add an attachment, such as a MS Word

document, to a record.

Attachments If one or more attachments already exist, the icon changes to

a paper clip on a piece of paper.

Window Help Displays help for the current window.

1.2.6 The Navigator Window

The Navigator window allows you to navigate to the required forms or windows within your
responsibility.

A cross beside a menu option, +, indicates that it contains sub-menus that can be expanded.

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The following symbols can be used to navigate within the Navigator window:

 – Expands a heading to display sub-menus

 – Collapses sub-levels to heading

 – Expands all levels for the selected heading

 – Expands all levels in the Navigation list

 – Collapses all levels in the Navigation list

1.2.7 Changing passwords

NAVIGATION: Edit  Preferences  Password

1. Enter Old Password

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2. Enter New Password

3. Re-enter new Password
4. Click on OK

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2 JOURNAL ENTRY

2.1 ENTERING NEW JOURNALS (OMR)

NAVIGATION: Journals  Enter

“Batch” is a set of journals. Related journals can be grouped into a batch to enable carrying out certain
tasks on the group like approvals. To create a new batch:

1. Click on Open

2. Click on New Batch or New Journal to enter the journal without batching.

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3. Enter “Batch” name

4. Enter the “Description”

5. Enter the Control Total (Optional)

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To enter the actual journal:

1. Click on Journals

2. Enter the Journal header information including:

a) “Journal” Name

b) “Journal Description”

c) “Category”

d) “Period’

e) “Effective Date’

f) Optionally, enter the “Control Total”

3. Click on “Lines” tab

4. Enter the Line information :

a) “Line” number

b) Select the Account

c) Enter the debit/credit amount

d) Enter the Line Description

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5. Click on “Other Information” tab

6. Optionally enter the “Reference” & “Reference Date”

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7. Save

Journal Entry Screen-“Other Information” tab

8. Check Funds by clicking on Check funds button

9. Reserve funds by clicking on Reserve Funds button

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10. Click on “Approve” to approve the journal entry

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11. Click on ‘OK’

Assumption: Preparer has sufficient approval limit for this journal

12. Click on ‘Post’

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13. Click on ‘OK’

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2.2 NEW JOURNALS (FOREIGN CURRENCY)

Assumption: Exchange rate types have been defined and rates entered (See App 1)

NAVIGATION: Journals  Enter

1) Follow the steps mentioned in 2.3 Steps 1 & 2

2) Select the “Currency”

3) Select the Rate as “Corporate” or “User”

4) For “User” type enter the “Rate”

5) Follow the steps in 2.3 for entering line and other information, checking/reserving funds, approval
and posting.

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Journals Screen

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2.3 CREATE RECURRING JOURNALS

NAVIGATION: Journals  Define  Recurring

Recurring Journals are used for the repetitive entries like Monthly Accruals etc

There are three types of recurring Journals:

 Skeleton

 Standard

 Formulas

2.3.1 Skeleton
This means only the “Natural accounts” will be set, without any amounts. System will generate the
empty Journal entry without any amounts, which can be entered in the journal at a future date.

1) Enter the Batch Name

2) Choose “Recurring Batch Type” as ‘Single Ledger”

3) Choose the Ledger as “EBL_Primary Ledger”

4) Enter the Journal Entry Name

5) Select the Category as “Accrual”

6) Click on Lines

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Journal Entry Lines screen

7) Enter the line number & select debit account

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Journal Entry Lines screen

8) Press down arrow to enter another entry as needed

9) Enter the line number & select account

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Journal Entry Lines screen

10) For the credit entry, enter line no as 99

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11) Save & Close

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To generate the journal

1) Click on “Generate”

Recurring Journals screen

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2) Select Period

3) Select Submit

Re-query the journal

NAVIGATION: Journals  Enter

1) Enter the Journal Name

2) Click on Find

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3) Click on Review Journal

4) Enter the amounts to be posted

5) Check funds, reserve and approve/post

6) To check status, close the journal entry screen and click on re-query button

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2.3.2 Standard Recurring

1) Follow Steps 1 to 6 as in Skeleton

2) Enter the debit and credit accounts and amounts

3) Generate and post as in skeleton journals.

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2.3.3 Formula Recurring Journals

1) Follow Steps 1 to 6 as in Skeleton

2) At the formula section of the screen (see below), enter formular steps. E.g.to get 10% of the amount
spent on advertising expenses,

a) Enter the advertising expenses account no to get the amount. Select the balance type and
amount type as required

b) Enter the operator in this case multiplication and the percentage in the amount cell

3) Generate and post as in skeleton journals.

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2.4 MASS ALLOCATION

2.4.1 Steps
1. Create & Post a statistical (ratio of allocation) journal for the allocation of the expense
2. Post the expense journal
3. Define Mass Allocation Formula
4. Generate the Mass Allocation Journal
5. Post the Mass Allocation Journal

2.4.2 Statistical Journals

NAVIGATION: Journals  Enter

Statistical Journals are used for allocation of expenses across departments etc

1) Follow the steps mentioned in Section 2.2

2) Select the “Currency” as “Stat”

3) Choose the Category as ‘Rent allocation” or “Adjustment”

4) Select the Account for which expenses to be allocated say “Rent”

5) Enter the ratio, in which expenses are to be allocated

6) Save & Post

7) Note: No need to enter the credit.

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Step 2: Post the expense journal (See Section 2.2)

(N) JournalsEnter

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Step3: Define the Mass Allocation Formula

NAVIGATION: JournalsDefineAllocation

 Enter Batch Name

 Click on ‘Formulas’

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Formulas screen

A = Select the “Source” account for the base amount for allocation

B = Select the ‘Source” or any other account, for statistical quantity with Currency type

As “Statistical” (Choose “L” for Type for Account) to get the numerator value.

C = Select the ‘Source” or any other account, for statistical quantity with Currency type

As “Statistical” (Choose “C” for Type for Account) to get the denominator value.

T = Select the ‘Target” or any other account, to which the allocated amount has to be

Posted (Choose “L” for Type)

O = Select the “Target” account (ie credit account) which is selected for type “A”

Step 4: Generate the Mass Allocation Journal

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NAVIGATION: Define  Allocation

1. Query the Batch
2. Click on Generate
3. Select the Balancing Segment Value
4. Select Period
5. Select Allocation Method as “Full”
6. Click on ‘Full’

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Step5: Post the Mass Allocation Journal

NAVIGATION: Journal  Enter  Find

2.5

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2.6 COPY JOURNALS

NAVIGATION: Journals  Enter  Find

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Enter Journals screen

1) Select the line to be copied

2) Click on “Auto Copy”

3) Enter New Batch Name

4) Click on OK

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Enter Journals screen

5) Click on “Requery”

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6) Select the new batch entered above

7) Click on “Review Batch”/”Review Journal”

Enter Journals screen

8) Make the necessary changes

9) Save & Post

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2.7 REVERSE JOURNALS

NAVIGATION: Journals  Enter  Find

1) Select the “Posted” journal

2) Click on “Reverse Batch” for reversing all the journals in the batch (Or)

3) Click on “Reverse Journal” for reversing single journal in the batch

Enter Journals screen

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4) Select the Period in which the journal to be reversed

5) Ok

6) Re-query the Journal in the journal screen

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Enter Journals screen

7) Click on Review Journal

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8) Approve and Post the journal

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3 JOURNAL WIZARD (UPLOAD THROUGH EXCEL)

3.1 UPLOADING OF JOURNALS THROUGH EXCEL

NAVIGATION: Journals  Launch Journal Wizard

1. Select Layout

2. Click on Create Document

3. Click on Open

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4. Select Ledger

5. Select Category

6. Select Source

7. Select Currency

8. Select Accounting Date

9. Select Code Combination

10. Enter Amount

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To upload the journals

NAVIGATION: Tool bar  Oracle  Upload

Click on upload

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4 BUDGET

4.1 CREATION OF BUDGETS

The steps involved in creating a budget include:

1. Define Budget – (Budget Name)

2. Define Budget Organization – (Budget Accounts)

3. Enter Budget amounts (Natural Accounts)

4. Create Budget Journals

5. Post Budget Journals

6. Start entering the transactions against the budget

Step 1: Define Budget – (Budget Name)

Navigation: Budgets  Define  Budget

1) Enter Budget Name

2) Enter Budget Description

3) Select the Ledger

4) Select the status as “Open”

5) Enable “Require Budget Journals”

6) Select the “First” Period of budget

7) Select the “Last” period of budget

8) Click on “Open Next Year” (i.e. corresponding to Budget Periods)

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Step 2: Define Budget Organization – (Budget Accounts)

NAVIGATION: Budgets  Define  Organization

1. Enter “Organization” name

2. Enter the “Description”

3. Select the “Ledger”

4. Select display sequence as “1-2-3-4-5-6-7”

5. Click on “Ranges”

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Budget Organization screen

1) Enter the Line number

2) Select the “Range” of Accounts for the budget

3) Enter the Currency

4) Click on “Budgetary Control”

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Budget Organization screen

1) Select the “Funds Check Level” as “Absolute”

2) Select “Amount Type” as YTD

3) Select “Boundary” as “Period”

4) Select “Funding Budget”

5) Save

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Budget Organization screen

1) Click on Range Assignment

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2) Enter the accounts for which budget is required.

3) Save

Step 3: Enter Budget amounts (Natural Accounts)

NAVIGATION: Budgets  Enter  Journals

1) Select the Budget

2) Select the “Budget Organization”

3) Select the Accounting Period From & To

4) Click on “Worksheet Mode” rows

5) Click on OK

6) Budget account will display with “Nil” value

Enter Budget Journals Screen

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7) Enter the budget values for each period (Or)

8) Click on Budget Rules to enter the budget amount

9) Click on ‘Apply’

10) Click on “Create Journals’

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Step 4: Create Budget Journals

1) Enter the “Journal Batch” name

2) Select the “Category” as “Budget”

3) Click on ‘Check Funds”

4) Click on ‘Reserve Funds”

5) Click on “Done”

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Step 5: Post Budget Journals

NAVIGATION: Journal  Enter

1. Select “Source” as “Budget – Journal”

2. Select Category as “Budget”

3. Select Posting as “Unposted”

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Enter Journals screen

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4. Post all “Budget Journals”

Step 6: Start entering the transactions against the budget account

NAVIGATION: Journal  Enter  New Journal

1. Enter all the necessary details for creation of “Journal”

2. Enter the “Budget Account”

3. Enter the Amount

4. Save

5. Click on Check Funds

6. If “Funds Check” failed, renter the amount & “Check Funds” again
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7. Click on “Reserve Funds”

8. Click on Post

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Enter Journals screen

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4.2 BUDGET TRANSFER

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NAVIGATION: Budgets  Enter  Transfer

1. Select the “Source” Budget

2. Enter the “Batch Name”

3. Enter the “From” Budget Organization

4. Enter the “Account”

5. Enter the “To” Organization

6. Enter the “Account”

7. Click on “Transfer Amounts”

Budget Transfer screen

8. Enter the Period

9. Enter the Amount

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10. Save and close

Budget Transfer screen

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11. Click on Check Funds

12. Click on Reserve Funds

13. Save

14. Close

Budget Transfer screen

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Budget Transfer screen

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Requery the budget journal to confirm the transfer

NAVIGATION: Journals  Enter

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Query the unposted journal & post

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Enter Journals screen

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5 INQUIRY

5.1 ACCOUNT INQUIRY

Enables inquiry of the Actual balance and comparisons between Actual and Budget

NAVIGATION: General Ledger  Inquiry  Account

The following parameter can be selected to view the account balances and comparison between Actual
and Budget

1. Accounting period from

2. Accounting period To

3. Click on account Line

4. Select the range of account to be inquired

5. Click on “Show Journal Details” to see the Period balances

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Account Inquiry screen

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6. Click on detail balances to see the line entries.

Account Inquiry screen

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7. Click on journal details to see the line entries.

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8. Click on Show Full Journal

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5.2 BUDGET/FUNDS INQUIRY

5.2.1 Budget Inquiry

Displays the original budget balances that have been entered for summary accounts only.

NAVIGATION: Inquiry  Budget

1. Select Budget

2. Select Period

3. Select the Account

4. Click on Show Balance

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5.2.2 Funds Inquiry

Displays the available budget balances

NAVIGATION: Inquiry  Funds

1. Select Budget

2. Select Period

3. Select the Account

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5.3 ACCOUNT ANALYSIS & DRILL DOWN

NAVIGATION: InquiryAccount analysis and Drilldown

This feature facilitates the export of the account analysis reports for the selected account with the
option of the selecting required fields…..
1. Enter the search criteria and click on GO

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2. Enter the account

3. Click on Go

4. Click on Export for export to excel

5. Click on PTD to see the breakup of PTD

Account Analysis and Drilldown screen

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6 REVALUATION

6.1 OVERVIEW OF REVALUATION

Revaluation process, revalues all the foreign currency denominated balances to the exchange rate of the
specified date.

NAVIGATION: Currency  Revaluation

1. Enter the “Revaluation” process name
2. Enter the description
3. Select the Currency/All Currencies
4. Select the Currency Type as “Corporate”
5. Optionally, enter one Time rate for Single Currency
6. Enter the unrealized gain/loss account
7. Enter the account or range of accounts for which the revaluation has to be made
Click on Revalue

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1. Select the Period

2. Enter the effective date
3. Enter the rate date
4. Submit

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Re-query the Journal

Navigation: Journals  Enter
Post the Journal

7 CONSOLIDATION
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7.1 OVERVIEW

Consolidation is the period-end process of combining the financial results of separate subsidiaries with
the parent company to form a single, combined statement of financial results.
NAVIGATION: ConsolidationWorkbench

By default system will consider the current ledger as the Parent ledger for consolidation
1. Click on Find

Consolidation workbench

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2. Click on Consolidation
Consolidation Definition screen

3. Enter Consolidation and Description

4. Enter Parent, Subsidiary, Method as Balances, Currency
5. Click on Mapping

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Chart of Accounts mapping screen

6. Enter Mapping name and description

7. Chart of Accounts-Target and Source
8. Click on Segment Rules

Segment rules screen

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9. Assign Segment rules as shown above

Segment Rules window

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10. Click on Transfer button to transfer journal entries from subsidiaries to Consolidation Parent.
11. Click on Review Journal to review consolidation journals.
12. Click on Post to post the journals

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8 REPORTS

8.1 PREDEFINED REPORTS

Various pre-defined reports can be gotten from the application.

Account Analysis - Contra Account Use this report to print balances by account
segment and list the subledger document number
for transactions imported from subledgers. You
can print this report by date range, accounting
flexfield range, contra account, and amount range.

Account Analysis – (132 Char) This report prints the journal entry lines and
beginning and ending balances of the accounts you
request. For each journal entry line, the report
prints the source, category, batch name, journal
entry name, account, description,
entry/line/source item reference

information, and the debit or credit amount

Budget - Funds Available Analysis Use the Funds Available Analysis Report to
measure budgets against expenditures to
determine the balance of funds available for your
future expenditures.

Funds Available Analysis calculates the difference

between the amount you are authorized to spend
and the amount of your expenditures plus
commitments

depending upon account type.

Chart of Review all segment values for a specific account

segment. This listing includes information about
Accounts - Segment Values Listing each segment value, such as whether your
segment value is enabled, whether it is a parent,
and whether posting and budgeting are allowed.

Currency - Daily Conversion Rates This listing prints the rate type for each conversion
rate as well as the date on which you defined the
Listing
rate. General Ledger sorts the listing alphabetically
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by rate type. For each rate type, General Ledger

sorts the conversion rates in ascending order by
date

entered.

Journals by Document Number Report General Ledger prints the journals in ascending
order by document number. For each journal, the
report prints the creation date, batch name,
journal name, category, posting status, posted
date, currency, and journal amounts.

Journals - Day Book Review posted journal entries and journal details
chronologically by accounting date for a specified
range of dates, journal source, and journal
category.

Journals – Voucher Use this report to produce output for journal

vouchers:

Journals – Check Use the Journal Check Report to check the data
entry of manually entered journals prior to
posting. You can check, field by field, all data
entered into the system or data imported from
external sources

Journals - Extended Use this report to view data contained in each field
for your journals. You can check manually entered
data or data imported to General Ledger from
other sources.

Trial Balance – Detail Review your general ledger actual account

balances and activity in detail

Trial Balance – Translation Trial balance in the foreign currency (Translated)

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To request for any of the reports,

MENU: View  Request  Submit

1. Select the Report from the LOV

2. Click on OK

3. Enter the Report Parameters

4. Submit the Report

8.2 FINANCIAL STATEMENT GENERATOR REPORTS

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Submission of Report
NAVIGATION: Reports  Request  Financial

 Select the Report Name, Period & Click on Submit

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Output of the report

NAVIGATION: ViewRequestFind

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