Current Year Report & Prior Year Report

for Reconciling Accounts

Introduction

It’s never too early in the fiscal year to start reconciling your accounts. Both the Current Year and Prior Year Reports are now available in Oracle. The Current Year Report (focusing on General Fund 1006) is designed to provide current fiscal year summary data for all funds and functions within one org or a group of orgs.

Use the Prior Year Report (focusing on General Fund 1005) for summary data for all funds and functions within one org or a group of orgs for fiscal years prior to July 1, 2006. The Current Year and Prior Year Reports were designed to query funds that are funded on a fiscal year basis. Use the Project Report to query projects with funding that span multiple years.

Instructions for Running the Current Year End Reports

Current Year End Doc [ On line - Current Year End]

1. Login to SDRPT
   
   
2. Select SDSU GL Inquiry responsibility
   
   
3. Under “All Reports & Processes”, select “Financial”.
   
   
4. When Request window appears with Individual Report radio button on, select OK.
   
   
5. This brings up a Request window.  On the Required Parameters tab of the Run Individual Reports page, select “CURRENT YEAR REPORT” from the LOV list of values for reports.  Select the period for which you are generating the report.
   
   
6. Move to the Optional Components tab of the Run Individual Reports page.  Invoke the list of values for Segment Override. 
             
   • Ledger should default in for you.
     
     
   • ORG is the Organization you select.
     
     
   • Select a specific activity or delete any value (including 000) under ACTY for all activities used by your Organization.
     
     
   • Select a specific endeavor or delete any value (including 0000) under ENDVR for all Endeavors used by your Organization.Then select “OK” for override segment definition.  (Do not modify NACCT, FUND, or FUNC)
     
     
7. Select “SUBMIT” TO RUN THE REPORT.
   
   
8. Return to the Required Parameters tab to find the Request ID # assigned to your report.
   
   
9. Under the GL Inquiry menu item Report Manager for r12, select Monitor Request.  Find your request in the list of requests by its Request ID#.  Hit the Refresh button to update Status of your request.  When the status is “Completed”,  you should see a view output icon under the output column.  The view output icon here looks like two pages of a report with a circular arrow over them.  Click on the output icon next to your report.
   
   
10. In Page Set Up, change the orientation of the report from Portrait to Landscape.
    
    
11. Change Scaling to Fit one to many.   File Save as, name your report with extension .xls. and save to a particular location on your desktop.  When you reopen the report on your desktop, change the  “Save as Type” from Web Page to Microsoft Excel Workbook.
    

Instructions for Running the Account Analysis Reports

Account Analysis [ On line - Account Anaylsis]

1. Login to SDRPT
   
   
2. Select SDSU GL Inquiry responsibility
   
   
3. Under “All Reports & Processes”, select “Standard”
   
   
4. When Request window appears with Single Request radio button on, select OK.
   
   This brings up a Request Parameters window.
   
   
5. From the LOV list of values for reports, select SDSU GL Account Analysis – xml2.
   
   
6. Complete your parameters.  You can select this report for balance type Actuals or Budget or Encumbrance.  You can run this report for a single period or a range of periods within the current fiscal year.  You can run this report for a single account or for a range of accounts.  Selecting Order by Account orders your output by Natural Account NACCT. Selecting Order by Balancing Segment would order your output by FUND.
   
   
7. Next select output options.  From the drop-down list, select EXCEL.  Click on Submit.  Note the request ID# for your report.  Respond NO to the select another report (unless you do wish to submit another request).
   
   
8. Under the GL Inquiry menu item Report Manager for r12, select Monitor Request.  Find your request in the list of requests by its Request ID#.  Hit the Refresh button to update Status of your request.  When the status is “Completed”  you should see a view output icon under the output column.  The view output icon here looks like two pages of a report with a circular arrow over them.  Click on the output icon next to your report.
   
   
9. In Page Set Up, change the orientation of the report from Portrait to Landscape.
   Change Scaling to Fit one to many.   File Save as, name your report with extension .xls. to a particular location on your desktop.  Set Save as Type from Web to Microsoft Office Excel Workbook.
10. You can now print your report or Close out of Oracle and access and print the report as you saved it to your desktop.
    

Fund Inquiry [ On line - Fund Inquiry]

1. Login to SDRPT.

2. Select SDSU GL Inquiry responsibility.

3. Select Funds Inquiry from the menu.

4. Oracle takes a few moments here to retrieve Forms.
   When the Funds Available Inquiry form appears, you can select parameters for your inquiry.

5. From the LOV list of values for Amount Type, select Period to Date, Quarter to Date Extended, Year to Date Extended, or Project to Date.  For our example query, we chose Year to Date Extended.

6. Select a Period for your Inquiry.

7. Select an account or a range of accounts for your inquiry.  Click on OK and your inquiry processes.

8. With your cursor on a line in the results of your query, select Period Balances from the Tools menu.

9. In a year to date inquiry, the monthly increments which built your year to date total are displayed.

10. With your cursor on any period, select Actual Lines from the Tools menu.  (You could also select Budget Lines or Encumbrance Lines for your drill).  With your cursor on the line of interest, select “Drilldown”.  You may need to minimize a blank window to see the results of your drill.   Much information about your transaction appears.  Select “View Transaction” to see more details.  If you have drilled into Receivables, select “Line” from the tools menu.  If you have drilled into Payables, select “View Invoice Overview” from the Tools menu or navigate to any of six tabbed regions to gain further information about the transaction.

11. Carefully minimize windows to close drilldown and return to query another line in your query results.

    
    
    

If you have any questions on how to run these reports, contact the BIS Help desk at ext. 4-0899.

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This page last updated  May 5, 2008
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