Reviewing Financial Information in General Ledger

Purpose:   Use this document to navigate to and review financial information in General Ledger.

Audience: Finance Staff/Administrators.

You must have at least one of these local college managed security roles:

  • ZD General Ledger Inquiry
  • ZZ GL Local Configuration

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Overview:  in the General Ledger module there are several ways to create and review reports.  The following allows for cumulative totals based on a selected criteria.  It also has detail drill down capability.

Reviewing Financial Information in General Ledger

The General Ledger Review Financial Information can be used for cumulative totals of selected criteria, or for drilling down to specific detail.

Navigation: Menu > General Ledger > Review Financial Information > Review Ledger Information

  1. The Ledger run control search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., 010_FINGL (College, Process).
  3. The Ledger Inquiry page displays. Enter the Ledger Criteria field values:   
    1. Enter or look up Unit.
    2. Enter Ledger = LOCAL.
    3. Enter or look up Fiscal Year.
    4. Enter or look up From Period and To Period.  
  4. Check the boxes Include Closing Adjustments and Only in Base Currency.
  5. In the Chartfield Criteria section, up to fourteen criteria can be used.  
  6. Select the Save button to save this search.
  7. Select the Search button. 

Optional to add the Include Adjustment Periods to your Chartfield Criteria, by selecting specific Periods/Prior Year Periods.

Optional to change the default Max Ledger Rows = 100 to a higher field value.  

Ledger Inquiry page
  1. The Ledger Summary page displays the criteria requested. Review results.
  2. Scroll to the bottom of the page to view the Posted Total Amount (cumulative total for the criteria requested).
  3. Select the side arrow icon next to the Ledger Criteria to expand to view requested criteria or collapse to hide.
  4. To return and update results, select the Inquiry Criteria link.
Ledger Summary page
  1. From the main Ledger Summary page, select the Activity link of a specific row to drill into the Transaction Details.
Ledger Summary, select the Activity link
  1. On the Transaction Details page displays. Review Ledger by Period and Chartfields and Journals content.
  2. Select the Journal ID link to further drill down to the original document. On the Journal Inquiry Details page, use the links in the Go To section to navigate to other Journal Inquiry pages.
  3. Optional to select the Transaction Criteria link to open a window displaying the ChartField Criteria.
  4. Select the Ledger Summary link to return to the main Ledger Summary page.
Transaction Details page
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in steps listed above.  There is no audio included with this video.  Select the play button to start the video.

Video Tutorial via Panopto

View the link to Reviewing Financial Information in General Ledger.  This link will open in a new tab/window.

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