How to...

Performing Common Tasks & Functions

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Instructions

HOW TO... Last Updated May 2006
Performing Common Tasks & Functions
Topic	Report or Inquiry Name	Description / Purpose
Account Balances	r11 Legacy Actuals	Actuals Inquiry form — used to return all actual expense and revenue transactions posted for the accounts and time period you specify. The data in this inquiry comes from Oracle Reports. The data is current as of the previous business day unless otherwise specified. The results of this report can be saved as an Excel file.
Account Balances	r11 Legacy Encumbrance	Encumbrance Inquiry form — used to return all encumbrance transactions on either: 1) the account number(s) specified, or 2) a specific Purchase Order. The data in this inquiry comes from Oracle Reports. The data is current as of the previous business day unless otherwise specified. You may choose to view all POs, or just those that have outstanding encumbrances. Outstanding encumbrances are calculated by deducting invoice payments from Requisition encumbrances (commitments) and Purchase Order encumbrances (obligations). Balances also reflect any Accounting transactions that have been entered to adjust an encumbrance, as long as the transaction references a PO number. Transactions are grouped by PO number, then summarized. The results of this report can be saved as an Excel file. Non-matching accounting entries (those that cannot be tied to any specific PO) appear at the bottom of the report. Most non-matching entries are accrual transactions. The first time you use this inquiry, identify those transactions that do not cancel each other, then determine which PO they belong to. When you run the inquiry after that, you'll only need to examine any new non-matching transactions.
Account Balances	Current Year Report	The Current Year Report is designed to provide account managers with current year financial information for all accounts in a budget management format. The Current Year Report provides information for current year, general fund and all other funds containing current year activity. Actual expense and encumbrance data is compared against budget. This report can be selected for a specific ORG (Organization) or a specific CONTENT SET (a defined group of Organizations and/or Activities).
Account Balances Prior Year	Project Report	The Project Report is structured like the Current Year ReJanuary 28, 2008Date balances. Information for Prior Year General Fund and Project-to-Date information on all other funds is provided in this report.
Account Balances	SDSU Budget Funds Available Report	This report shows your total budget, encumbrances, actual expenditures and funds available for the time period you specify. The data is current as of the prior business day. If you have multiple activities and multiple funds within your ORG, use the Funds Inquiry to obtain account balances.
Overview of all Transactions	SDSU Account Analysis Report	Run this report for an overview of all your account transactions. It shows the account number, source, amount, and month posted for each transaction. If you need more details about a Payables transaction, review the SDSU Payables Account Analysis Report. If you need more details about a Receivables transaction, review the SDSU Sales Journal by GL Account Report.
Invoices for External Vendors	Encumbrance	The Encumbrance Inquiry is used to return all encumbrance transactions on either: 1) the account number(s) specified, or 2) a specific PO. Perform an Invoice Inquiry if you need further details about an invoice.
Chargeback (Internal Vendor) Transactions	SDSU Sales Journal by GL Account report	This report shows internal invoices charged to you by SDSU departments such as TNS, Physical Plant, and Business Services (including Central Mail & Reprographics). It includes the Invoice Number and GL Date for each invoice. Perform a Transaction Summary Inquiry if you need further details about an internal invoice.
Open Purchase Orders	SDSU Open POs by ORG Extract report	Run this report to review your open purchase orders for those that should be closed but are not. Follow the instructions in the PO Review Document to resolve open purchase orders shown on the report.
Request Set of all Custom Reports	Request Set	A request set allows you to run six SDSU custom reports at one time, without changing responsibilities. A request set saves time, because when the same parameters are called for in more than one report you only need to enter them once.
Viewing Completed Oracle Reports	n/a	This document explains how to save an SDSU report as an Excel file.
Chargeback (Internal Vendor) Transactions	Transaction Summary Inquiry	The transaction summary inquiry is used to find out details about your internal vendor transactions, or chargebacks. You'll need the Invoice Number from the SDSU Sales Journal by GL Account Report before starting your inquiry. Or you can use a work order number or Central Stores sales order number instead.
Invoices for External Vendors	Invoices Inquiry	If you want to view details about external vendor invoices, use the invoices inquiry. You'll need the Invoice number, Vendor (Supplier) Name, and/or the Purchase Order Number from the SDSU Payables Account Analysis Report before starting your inquiry. This inquiry will also show any holds or payments made on the invoice, so you can find out if and/or when it was paid.
Purchase Requisitions	Purchase Requisition Summary	Use the purchase requisition summary to find out details about a requisition, such as the buyer name and whether a purchase order has been created from the requisition.
Purchase Orders	Purchase Order Summary	The purchase order summary is used to obtain details such as the buyer’ name, status, amount, and account to which the item(s) was charged.
Supplier Information	Supplier Inquiry	Use the supplier inquiry to find out if a supplier is already entered into Oracle. You can obtain supplier addresses, phone numbers, contact information, and SDSU account numbers.
How to Review Accounts	in Training Binder “Oracle Navigation, Inquiries & Reports”, Chap. 4 Getting Started	Look at account summary from: 1) the Current Year Report — <SDSU GL Inquiry> | <Reports> | <Financial> or 2) Funds Inquiry — <SDSU GL Inquiry> | <Funds Inquiry> or 3) SDSU Budget Funds Available Report — <SDSU GL Inquiry> | <Reports> | <Standard> or 4) Trial Balance — <Detail>
Funds Available Database Inquiry and Excel Macro Procedure Guide	Funds Available Inquiry & Macro  Download file to your desktop, and save as, “AcctSeg022107.xls”	Excel file “AcctSeg022107.xls” contains embedded macro instructions to reformat exported database-inquiry results, to an excel workbook, with two tabs: 1) “Orig” displaying values in their original database-defined format 2) “Parsed” null-value rows are deleted, data values are reformatted in account-segment format, and table-row and column headers are displayed See Procedure Guide for details.
Purchasing Category Codes	View Table of Category Values	Category code is a commodity code description that groups goods, supplies and services for reporting purposes.
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