Procedure # / GL-10
Inquiry - GL Organizations
Created By
Updated By / Wendy Charnon
Mary Wolske / 8/18/09
09/28/10
Approved By / DRAFT STATUS

GENERAL LEDGER INQUIRY

GL Organizations

1.General

General Ledger inquiry provides tools for tracking transactions that build the balances in the general ledger accounts. A “drill down” to the originating sub ledger for the transaction is a feature within the general ledger inquiry.

2.Definitions

Chart of Accounts (COA) – General ledger codes for transactions. This would be the Organization Set and the Account Set in our new Logos system.

Organization Set – Structure of the COA’s used to identify a reporting area. The organization set will have up to four levels - Fund, Department, Division and CostCenter. The organization set is the first four components of the COA’s. When selection criteria provides for organization, this will provide the information at the organization level set for the validations of the expense classifications. For example, the validation processes are established for the Division Level, the information will be summarized to the divisions of the department.

Account Set – The account set has two components, the base account and the sub-account.

Base Account – First level of the account set that determines the nature of the transaction. Example: Fringe Benefits, Supplies, Maintenance.

Sub-Account – Second level of the account set that further defines the base account. The sub-account is also referred to as a detail account is areas of Logos.

Example: Fringe Benefits-FICA, Fringe Benefits-Health Insurance, Supplies-office, Supplies-Technology.

Roll up of Accounts and Organization Set Components - Allows a user to summarize sub-accounts to a base account level.

Detail Level – Level of summarization that would go to the sub account level of the COA’s and provides drill back capabilities within inquiries.

Breadcrumb - Set of hyperlinks that are displayed on the top left side of the navigation bar that shows a trail of pages you used to get to the current page. You can move back in within the process by clicking on the hyperlink.

3.Procedure:

Menu Selection: Financial Management InquiriesGeneral Ledger>GL Organizations

Organization Inquiry

  1. Choose the fiscal year you wish to inquiry
  2. Choose the fund you wish to inquiry by highlighting the selection.
  3. Select the Account Type you wish to inquire. The Balance Sheet is only available at the fund level.

  1. Click on the “hide” button to allow for only the detail screen to appear.

The down/up arrow button allows you to hide the left panel as an “auto hide” that will hide the panel every time you make a selection. It is enabled when arrows are pointing up and disabled when they are pointing down. The left/right arrow button will hide the panel one time.

  1. Information above is provided at the fund level for the balance sheet, summarized by classification. Summarization levels available are None, Account, Classification and Organization. You can change these levels by selecting through the drop down using the arrow by the summarization level field. Choosing “ None” will provide you with drill down capabilities through the GL Account Inquiry when hovering over the account number until it is underlined, and left clicking. (Refer to Procedure GL-9 – GL Accounts Inquiry)
  2. To return to organizational inquiry, breadcrumb back.
  1. To drill back to the department level, click the icon to the left of the fund, highlight the department and change the Account Type to Revenue or Expense.

  1. Click on the “hide” button to allow for only the detail screen to appear or use the scroll bars to view the information.
  2. Continue selections to roll down to the levels of inquiry established within your department by clicking the icon to the left of the level you are currently in and highlighting the next level you wish to inquire.

  1. When you reach the last roll down organization set established for your department and choose the summarization level of “None”, you may drill back to the GL Account Fiscal Year Summary capabilities by hovering over the account number until it is underlined and left click your mouse.

The system will link you to the G/L Account Fiscal Year Summary for additional drill down capabilities. (Refer to Procedure GL-9 – GL Accounts Inquiry)

  1. Breadcrumb back to the Organization Inquiry to select additional organizations sets to inquire.

Procedure #: GL-10 Inquiry – GL OrganizationsPage 1 of 7