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General Ledger - Period End Processes

Created on Wednesday, July 02, 2008

Table of Contents
Introduction .............................................................................................................. 5 Month End Processes and Queries........................................................................ 1
GL.070.002 - Building Subledger Reconciliation Table.......................................................1 GL.070.003 - Running the Recon by Subsystem Report-FIN5001 .....................................7 GL.070.004 - Running the Recon by Chartfield Report-FIN5005 .....................................13 GL.030.005 - Creating EOM AM Accounting Entries ........................................................19 GL.030.018 - Reversing Posted AM Accounting Entries ..................................................24 GL.100.001 - Closing Period Depreciation........................................................................30 GL.100.003 - Mass Updating Open/Close Accounting Periods ........................................35 GL.030.002 - Running Allocations - Plant Suspense ........................................................39 GL.030.003 - Running Allocations - Grant Revenue.........................................................45 Month End Processes - Review Questions.......................................................................50

Fiscal Year End Processes and Queries.............................................................. 53


GL.020.024 - Processing Year-End Closing .....................................................................53 GL.040.010 - Running Year End Summer Faculty............................................................60 GL.020.018 - Closing Asset Accounting Period ................................................................64 GL.020.041 - Update Allocation Step................................................................................67 GL.020.035 - Defining Chartfield Value Sets (Tree Node)................................................71 GL.020.034 - Defining Chartfield Value Sets (Selected Detail).........................................75 GL.070.051 - Running Footnote 7 - Deferred Rev Rpt (BORRG028) ...............................79 GL.070.050 - Running Footnote 8 - LT Liabilities Rpt (BORRG031) ................................84 GL.070.042 - Running GASB Auxiliary SRECNA (nVision) Report ..................................89 GL.070.041 - Running GASB Aux Statement Net Assets(nVision) Rpt ............................96 GL.070.040 - Running GASB Cash Flow Statement (nVision) Report ...........................102 GL.070.039 - Running GASB Natural vs Functional (nVision) Rpt .................................108 GL.070.038 - Running GASB Restr Expendable Net Assets (nVision)...........................115 GL.070.037 - Running GASB SRECNA (nVision) Report ...............................................121 GL.070.036 - Running GASB Statement of Net Assets (nVision) Rpt ............................128 GL.070.035 - Running GASB Unrestricted Net Assets (nVision) Rpt .............................134 GL.070.071 - Running GASB Capital Asset Disclosure (nVision)...................................141 Fiscal Year End Processes - Review Questions.............................................................147

Training Guide
General Ledger - Period End Processes

Introduction
This chapter covers key Month End and Fiscal Year End processes and queries. At the end of each month and fiscal year, certain actions must be taken in order to reset balances and prepare for the new period. This chapter is separated into those actions that must be completed at the end of each month, and those that must be completed at the end of each Fiscal Year.

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Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

Training Guide
General Ledger - Period End Processes

Month End Processes and Queries


This lesson covers key Month End processes and queries. Some of the key month end processes include transactions from the Asset Management module. Financial transactions that you enter into the Asset Management system generate the balancing accounting entries that the system uses to create journal entries for posting to the GL. In addition, certain queries should be run to determine which, if any, transactions did not post to the GL or have not yet been budget checked. Finally, allocations should be run for the Plant and Grant Revenue groups. Lesson Objectives: Upon completion of this lesson, you will be able to: - Build the Subledger Reconciliation table. - Run the Reconciliation by Subsystem Report (FIN5001). - Run the Reconciliation by Chartfield Report (FIN5005). - Create End of Month (EOM) Asset Management Accounting Entries. - Reverse posted Asset Management Accounting Entries. - Close Period Depreciation. - Mass Update Open/Close Accounting Periods. - Run the Allocations Plant Suspense process. - Run the Allocations Grant Revenue process.

GL.070.002 - Building Subledger Reconciliation Table


This topic demonstrates how to build the Subledger Reconciliation Table. This process extracts transactions from PeopleSoft source systems (such as AR, AP, etc.) and GL. After building the Subledger Reconciliation table, you can then retrieve Reconciliation reports by either Subsystem or by Chartfield. These reports allow you to compare GL balances to the subsystem application accounting transaction. To load the Subledger Reconciliation Table, you can specify the Fiscal Year, Periods and Business Units to include. You can also specify exactly which Chartfields to include. Topic Objectives: Upon completion of this topic, you will be able to: - Describe what the Subledger Reconciliation Table build process does. - Identify what parameters you can input to build the Subledger Reconciliation Table. - Build the Subledger Reconciliation Table.

Procedure

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Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

Training Guide
General Ledger - Period End Processes
For this topic, imagine that you need to build the Subledger Reconciliation Table for the 10th period in FY2007, and you need to include all Chartfields. Lets see how this is done.

Step 1. 2.

Action To begin, navigate to General Ledger by clicking the vertical scrollbar. Click the General Ledger link.

Step 3. 4.

Action Click the General Reports link. Click the GL Subsystem Reconciliation link.

Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

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Training Guide
General Ledger - Period End Processes
Step 5. Action Click the Load Reconciliation Data link.

Step 6. 7. 8.

Action Click the Add a New Value tab. Enter "LOAD_RECONCILIATION_DATA" in the Run Control ID field. Click the Add button.

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Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

Training Guide
General Ledger - Period End Processes
Step 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. Action Enter "Load Reconciliation Data" in the Description field. Enter "2007" in the Fiscal Year field. Enter "10" in the From Period field. Enter "10" in the To Period field. Click the All Business Units checkbox. Click the Refresh button. Click the Include CF checkbox. Click the Include CF checkbox. Click the Include CF checkbox. Click the Include CF checkbox. Click the Include CF checkbox. Click the Include CF checkbox.

Step 21.

Action Click the Include CF checkbox for Budget Reference.

Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

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Training Guide
General Ledger - Period End Processes

Step 22. 23.

Action Click the Save button. Click the Run button.

Step 24.

Action Click the Server Name listbox. For this topic, PSUNX is seleted.

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Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

Training Guide
General Ledger - Period End Processes
Step 25. Action Click the OK button.

Step 26.

Action Click the Process Monitor link.

Step 27.

Action Click the Refresh button.

Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

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Training Guide
General Ledger - Period End Processes

Step 28.

Action Refresh the process monitor until the Run Status shows 'Success'. To continue, click in the highlighted area or press Enter.

29.

Congratulations. You have just completed the Building the Subledger Reconciliation Table topic. Below is a summary of the key concepts of this lesson: - By building the Subledger Reconciliation Table, transactions from PeopleSoft source systems and GL are extracted. - When building the Subledger Reconciliation Table, you can specify Fiscal Year, Periods, Business Units, and Chartfields. - After Building the Subledger Reconciliation Table, you can run the Reconciliation by Subsystem report or the Reconciliation by Chartfield report. End of Procedure.

GL.070.003 - Running the Recon by Subsystem Report-FIN5001


This topic demonstrates how to run the Reconciliation by Subsystem Report. This report compares GL balances to the subsystem application accounting transaction. The parameters for this report include Business Unit, Ledger, Fiscal Year, and Periods. You can choose to display the full numeric field or generate a summary report. You can also specify which system sources and Chartfields to include. Topic Objective: Upon completion of this topic, you will be able to: - Run the Reconciliation by System Source Report.

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Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

Training Guide
General Ledger - Period End Processes

Procedure
For this topic, imagine that you need to run the Reconciliation by Subsystem Report for the Actuals Ledger, covering the 10th period in FY2007. Create a summary report that includes all system sources and all Chartfields. Lets see how this is done.

Step 1. 2.

Action Begin by navigating to General Ledger. Click the vertical scrollbar. Click the General Ledger link.

Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

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Training Guide
General Ledger - Period End Processes
Step 3. 4. 5. Action Click the General Reports link. Click the GL Subsystem Reconciliation link. Click the Reconciliation by System Srce link.

Step 6. 7. 8.

Action Click the Add a New Value tab. Enter "RECONCILE_BY_SOURCE" in the Run Control ID field. Click the Add button.

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Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

Training Guide
General Ledger - Period End Processes
Step 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. Action Enter "27000" in the Business Unit field. Enter "ACTUALS" in the Ledger field. Enter "2007" in the Fiscal Year field. Enter "10" in the From Period field. Enter "10" in the To Period field. Click the Summary Report checkbox. Click the Refresh button. Click the Include CF checkbox. Click the Include CF checkbox. Click the Include CF checkbox. Click the Include CF checkbox. Click the Include CF checkbox. Click the Include CF checkbox. Click the Include CF checkbox. Click the Save button. Click the Run button.

Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

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Training Guide
General Ledger - Period End Processes

Step 25.

Action Click in the Server Name listbox. For this topic, PSUNX has been selected.

Step 26.

Action Click the OK button.

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Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

Training Guide
General Ledger - Period End Processes

Step 27.

Action Click the Report Manager link.

Step 28.

Action Click the Administration tab.

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Training Guide
General Ledger - Period End Processes

Step 29. 30. 31.

Action Click the Refresh button. Click the Reconciliation by System Srce link. Review the report and determine if any corrected actuion is required. Press Enter to continue.

32.

Congratulations. You have just completed the Running the Reconciliation by Subsystem Report topic. This report compares GL balances to the subsystem application accounting transaction. End of Procedure.

GL.070.004 - Running the Recon by Chartfield Report-FIN5005


This topic demonstrates how to run the Reconciliation by Chartfield Report. This report compares GL balances to the subsystem application accounting transaction. The parameters for this report include Business Unit, Ledger, Fiscal Year, and Periods. You can choose to display the full numeric field or generate a summary report. You can also specify which system sources and Chartfields to include. Topic Objective: Upon completion of this topic, you will be able to: - Run the Reconciliation by Chartfield Report.

Procedure
For this topic, imagine that you need to run the Reconciliation by Chartfield Report for the Actuals Ledger, covering the 10th period in FY2007. Create a summary report that includes

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Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

Training Guide
General Ledger - Period End Processes
all system sources and the Account, Fund Code, Department, and Budget Reference Chartfields. Lets see how this is done.

Step 1. 2.

Action Click the vertical scrollbar. Click the General Ledger link.

Step 3. 4. 5.

Action Click the General Reports link. Click the GL Subsystem Reconciliation link. Click the Reconciliation by ChartFields link.
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Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

Training Guide
General Ledger - Period End Processes

Step 6. 7. 8.

Action Click the Add a New Value tab. Enter "RECONCILIATION_BY_CHARTFIELD" in the Run Control ID field. Click the Add button.

Step 9. 10.

Action Enter "27000" in the Business Unit field. Enter "ACTUALS" in the Ledger field.

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Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

Training Guide
General Ledger - Period End Processes
Step 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. Action Enter "2007" in the Fiscal Year field. Enter "10" in the From Period field. Enter "10" in the To Period field. Click the Refresh button. Click the Include CF checkbox. Click the Include CF checkbox. Click the Include CF checkbox. Click the Include CF checkbox. Click the Save button. Click the Run button.

Step 21.

Action Click the Server Name listbox. For this topic, PSUNX has been selected.

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Training Guide
General Ledger - Period End Processes

Step 22.

Action Click the OK button.

Step 23.

Action Click the Report Manager link.

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Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

Training Guide
General Ledger - Period End Processes

Step 24.

Action Click the Administration tab.

Step 25. 26. 27.

Action Click the Refresh button. Click the Reconciliation by Chartfields link. Review the report for accuracy and completeness. Press Enter to continue.

Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

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Training Guide
General Ledger - Period End Processes
Step 28. Action Congratulations. You have just completed the Running the Reconciliation by Chartfield Report topic. This report compares GL balances to the subsystem application accounting transaction. End of Procedure.

GL.030.005 - Creating EOM AM Accounting Entries


This topic demonstrates how to create End-of-Month (EOM) Asset Management Accounting Entries. Asset accounting entry creation is one step in the Month End Processing of financial asset data. However, it may be run at any time during the period to process Open Transactions. The other EOM processes are Depreciation Calculation, Depreciation Close, and Journal Generation. Financial transactions that you enter into the Asset Management system generate the balancing accounting entries that the system uses to create journal entries for posting to the GL. Many sources of accounting entries are in Asset Management. The primary sources include: - Accounting entries created from financial transactions, such as additions, adjustments, and retirements. - Accounting entries that are created from the depreciation close process for a particular accounting period. - Accounting entries that are created from lease payments. When you run the Creating EOM Accounting Entries process, the system applies the associated accounting entry templates (AET) to open transactions. The system uses the following information from the asset transaction to determine which AET to apply for accounting entry creation: Accounting Entry Template ID, Category, Cost Type, Transaction Type, and Transaction Code.

Topic Objectives: Upon completion of this topic, you will be able to: - Identify sources of accounting entries in Asset Management. - Identify the EOM processes. - Create End of Month Accounting Entries.

Procedure
For this topic, imagine that you need to create EOM AM Accounting Entries. Lets see how this is done.

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Training Guide
General Ledger - Period End Processes

Step 1.

Action Click the Asset Management link.

Step 2. 3.

Action Click the Accounting Entries link. Click the Create Accounting Entries link.

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Training Guide
General Ledger - Period End Processes

Step 4. 5. 6.

Action Click the Add a New Value tab. Enter "RUNACCTENT" in the Run Control ID field. Click the Add button.

Step 7. 8.

Action Click the Look up Unit (Alt+5) button. Click an entry in the Business Unit column.

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Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

Training Guide
General Ledger - Period End Processes
Step 9. 10. 11. 12. 13. Action Click the Look up Book Name (Alt+5) button. Click an entry in the Asset Book Name column. Click the Process Frequency list. Click the Always list item. Click the Run button.

Step 14. 15. 16. 17. 18.

Action Click the Server Name drop down list. Click the PSUNX list item. Click the Format list drop down list. Click the PDF list item. Click the OK button.

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Training Guide
General Ledger - Period End Processes

Step 19.

Action Click the Process Monitor link.

Step 20.

Action Click the Refresh button to monitor the process until the Run Status shows Success and the Distribution Status show posted.

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Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

Training Guide
General Ledger - Period End Processes
Step 21. Action Congratulations. You have just completed the Creating End of Month Asset Management Accounting Entries topic. Below is a summary of the key concepts of this lesson: - Asset accounting entry creation is one step in the Month End Processing of financial asset data. - The End of Month processes are Depreciation Calculation, Creating EOM Accounting Entries, Depreciation Close, and Journal Generation. - Asset Management sources for accounting entries include entries created from additions, adjustments, retirements, depreciation, and lease payments. End of Procedure.

GL.030.018 - Reversing Posted AM Accounting Entries


This topic demonstrates how to Reverse Posted Asset Management Accounting Entries. This procedure reverses accounting entries that have been created and posted to the General Ledger from Asset Management (GL.030.005). This process creates reversing entries and marks old entries with a status of Reversed. This option allows for the correction and retention of those corrections in Asset Management. In the DIST_LN table, you will see the credits for the Deprecation Expense and the debits for the Accumulated Depreciation in the Depreciation journal entries. Topic Objectives: Upon completion of this topic, you will be able to: - Identify the purpose of reversing accounting entries from Asset Management to GL. - Identify when Depreciation Close may be rerun when reversing accounting entries. - Reverse Posted Accounting Entries.

Procedure
For this topic, imagine that you need to reverse the posted accounting entries for Business Unit 36000 for the 2nd period in FY08. Lets see how this is done.

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Training Guide
General Ledger - Period End Processes

Step 1.

Action Click the Asset Management link.

Step 2. 3.

Action Click the Accounting Entries link. Click the Close Depreciation link.

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Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

Training Guide
General Ledger - Period End Processes

Step 4. 5. 6.

Action Click the Add a New Value tab. Enter "REVAEC" in the Run Control ID field. Click the Add button.

Step 7. 8. 9.

Action Enter "36000" in the Unit field. Click the Book Name list. Click the ENTERPRISE list item.

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Training Guide
General Ledger - Period End Processes
Step 10. 11. 12. 13. 14. Action Enter "2008" in the Fiscal Year field. Enter "2" in the Period field. Click the Process Frequency list. Click the Always list item. Rerun Depreciation Close may be processed at the same time that the posted accounting entries are reversed. You would only want to do that if the desired corrections have been made and processed through Accounting Entry Creation. If you have not made your corrections yet, select only Reverse Posted Entries. Click the Reverse Posted Entries checkbox.

15.

Step 16.

Action Click the Run button.

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Training Guide
General Ledger - Period End Processes

Step 17.

Action Click the OK button.

Step 18. 19. 20.

Action Click the Server Name list. Click the PSUNX list item. Click the OK button.

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Training Guide
General Ledger - Period End Processes

Step 21. 22.

Action Click the OK button. Click the Process Monitor link.

Step 23.

Action Click the Refresh button until the Run Status goes to Success and the Distribution Status says Posted. In the DIST_LN table, you will see credits for the Depreciation Expense and debits for the Accumulated Depreciation in the Depreciation JEs.

24.

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Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

Training Guide
General Ledger - Period End Processes
Step 25. Action Congratulations. You have just completed the Reversing Posted Asset Management Accounting Entries topic. Below is a summary of the key concepts of this lesson: - By reversing posted accounting entries, you can correct the accounting entries that were created and posted to GL from Asset Management. - You can rerun Depreciation Close at the same time that the posted accounting entries are reverse, only if the desired corrections have been made and processed through Accounting Entry Creation. - In the DIST_LN table, you will see credits for the Depreciation Expense and debits for the Accumulated Depreciation in the Depreciation journal entries. End of Procedure.

GL.100.001 - Closing Period Depreciation


This topic demonstrates how to Close Period Depreciation. This process generates period depreciation entries for all depreciable assets in a particular accounting period, including lease payments and offset accounts for the period. You can run this process only for accounting periods that have not yet been closed in Asset Management. Closing Period Depreciation is one of the End of Month processes. The other EOM processes are Depreciation Calculation, Creating EOM Accounting Entries, and Journal Generation. Topic Objectives: Upon completion of this topic, you will be able to: - Identify the purpose of the Period Depreciation Close process. - Identify when the Period Depreciation Close process can be run. - Close Period Depreciation.

Procedure
For this topic, imagine that you need to close period depreciation for the 11th period of FY2007. Lets see how this is done.

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Training Guide
General Ledger - Period End Processes

Step 1.

Action Click the Asset Management link.

Step 2. 3.

Action Click the Accounting Entries link. Click the Close Depreciation link.

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Training Guide
General Ledger - Period End Processes

Step 4. 5. 6.

Action Click the Add a New Value tab. Enter "DEPCLOSE" in the Run Control ID field. Click the Add button.

Step 7. 8. 9.

Action Click the Process Frequency list. Click the Always list item. Enter "27000" in the Unit field.
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Training Guide
General Ledger - Period End Processes
Step 10. 11. 12. 13. 14. Action Click the Book Name list. Click the ENTERPRISE list item. Enter "2007" in the Fiscal Year field. Enter "11" in the Period field. Click the Run button.

Step 15. 16. 17. 18. 19.

Action Click the Server Name list. Click the PSUNX list item. Click the Format list. Click the PDF list item. Click the OK button.

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Training Guide
General Ledger - Period End Processes

Step 20.

Action Click the Process Monitor link.

Step 21.

Action Click the Refresh object until the Run Status shows Success and the Distribution Status shows Posted.

Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

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Training Guide
General Ledger - Period End Processes
Step 22. Action Congratulations. You have just completed the Closing Period Depreciation topic. Below is a summary of the key concepts of this lesson: - The Period Depreciation Close process generates period depreciation entries for all depreciable assets in a particular accounting period, including lease payments and offset accounts for the period. - You can only run the Period Depreciation Close process for accounting periods that have not yet been closed in Asset Management. End of Procedure.

GL.100.003 - Mass Updating Open/Close Accounting Periods


This topic demonstrates how to make mass changes to open accounting periods for business units. You can make changes to open periods for General Ledger business units and ledger groups, or an applications business units, and migrate General Ledger open period changes to specified applications. You can also make changes to the open periods for a single business unit and ledger group, or business unit and transaction group. Topic Objectives: Upon completion of this topic, you will be able to: - Identify what mass changes can be made to open periods. - Describe how to migrate GL open period changes to subsystem applications. - Make mass changes to open accounting periods.

Procedure
For this topic, imagine that you want to update all ledger groups for all GL transaction types from Accounting Period 6 in 2008 to Accounting Period 12 in 2008. Lets see how this is done.

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Training Guide
General Ledger - Period End Processes
Step 1. Action Click the Set Up Financials/Supply Chain link.

Step 2. 3. 4. 5. 6.

Action Click the Business Unit Related link. Click the General Ledger link. Click the Open Periods link. Click the Open Periods Mass Update link. The GL PeopleSoft Product defaults into the Selection Criteria box. You may select to update individual ledger groups or all ledger groups. In this case we are going to update all ledger groups.

Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

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Training Guide
General Ledger - Period End Processes

Step 7.

Action Click in the ledger group field and press [Delete]. Delete the Ledger Group value in order to use the wildcard value for all ledger groups.

8. 9. 10.

Enter a '%' value in the Ledger Group field to retrieve all ledger groups. Click the Search button. Click the vertical scrollbar. A complete list of all ledger groups and GL transaction types appear on the page.

11. 12. 13. 14. 15.

Enter "2008" in the From Year field. Enter "6" in the From Period field. Enter "2008" in the To Year field. Enter "12" in the To Period field. Click the Select All link. In this case we are selecting to update all ledger groups for all GL transaction types. You may use the Clear All check box to clear all selections or you may select the ledger group and GL transaction type individually.

16.

Click the Apply button to update the selected rows using the mass update processes. Once the changes have been made on the screen, the component must be saved. Navigate to the bottom of the component. Click the vertical scrollbar.

17.

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Training Guide
General Ledger - Period End Processes
Step 18. Action Click the vertical scrollbar.

19. 20.

Click the Save button. Once the ledger groups have been closed, the open period settings need to be migrated to the submodules. Navigate back to the top of the screen. Click the vertical scrollbar. Click the AP checkbox. In order to mass update all other applicable subsystem modules you may select the individual module check box.

21.

22. 23. 24. 25.

Click the EX checkbox. Click the AM checkbox. Click the AR checkbox. Click the Migrate button. This action will migrate the mass update to the selected subsystem modules.

26.

Once the migration has occurred, the component must be saved again. Navigate to the bottom of the page. Click the vertical scrollbar. Click the vertical scrollbar.

27.

28. 29.

Click the Save button. Congratulations. You have just completed the Mass Updating Open/Close Accounting Periods topic. Below is a summary of the key concepts of this topic: - Changes to open periods for GL business units and ledger groups, or an applications business units can be made. - General Ledger open period changes can be migrated to specified applications, such as AP, EX, AM, and AR. End of Procedure.

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General Ledger - Period End Processes

GL.030.002 - Running Allocations - Plant Suspense


This topic demonstrates how to allocations for the Plant Process Group. To run an allocation, you first specify the request parameters, specifically the allocation group, process date, and output options. The Calculation Log identifies the process steps performed during the allocation run and can be used to determine whether any errors occurred. This topic demonstrates running an allocation for the Plant Allocation group, and showing an error in the processing. Topic Objective: Upon completion of this topic, you will be able to: - Run allocations for the Plant Allocation group.

Procedure
For this topic, you will run an allocation with request parameters of PLANT Allocation Group, for the date 12/31/2007. You will then select to create the Calculation Log and Output to view the processing steps. You will see that there was an error in processing the Plant Allocation group. Let's see how this is done.

Step 1.

Action Click the Allocations link.

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Training Guide
General Ledger - Period End Processes

Step 2. 3.

Action Click the Define and Perform Allocations link. Click the Request Allocation link.

Step 4. 5. 6.

Action Click the Add a New Value tab. Enter "ALLOCATE_PLANT" in the Run Control ID field. Click the Add button.

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Training Guide
General Ledger - Period End Processes

Step 7. 8. 9. 10. 11. 12. 13. 14.

Action Click the Process Frequency list. Click the Always list item. Click the Allocation Group button. Click an entry in the Allocation Group column. Click the Request Date Option list. Click the As-Of Date list item. Enter "12/31/2006" in the As of Date field. Click the *Output Options Listbox. For this topic, Create Calc Log and Output has been selected.

15. 16.

Click the Save button. Click the Run button.

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Training Guide
General Ledger - Period End Processes

Step 17.

Action Click the Server Name Listbox. For this topic, PSUNX has been selected.

18. 19.

Click the Select checkbox. Click the *Format Listbox. For this topic, PDF has been selected.

20.

Click the OK button.

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General Ledger - Period End Processes
Step 21. Action Click the Process Monitor link.

Step 22.

Action Click an entry in the Details column.

Step 23.

Action Click the View Log/Trace link.

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Training Guide
General Ledger - Period End Processes

Step 24.

Action Click an entry in the Name column.

Step 25.

Action Note Error. Press Enter to continue.

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Step 26. Action Congratulations. You have just completed the Running Allocations Plant Suspense topic. To run an allocation, you first specify the request parameters, and then run the allocation. The Calculations Log displays a chronology of the processing steps and can be used to identify any errors that may have occurred. End of Procedure.

GL.030.003 - Running Allocations - Grant Revenue


This topic demonstrates how to run allocations for the Grant Revenue Allocations Group. To run an allocation, you first specify the request parameters, specifically the allocation group, process date, and output options. The Calculation Log identifies the process steps performed during the allocation run and can be used to determine whether any errors occurred. Topic Objective: Upon completion of this topic, you will be able to: - Run allocations for the Grant Revenue Group.

Procedure
For this topic, you will run an allocation with request parameters of Grant Revenue Allocation Group and a date of 12/31/2006. You will then select to create the Calculation Log and Output to view the processing steps. Let's see how this is done.

Step 1.

Action Click the Allocations link.

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Step 2. 3.

Action Click the Define and Perform Allocations link. Click the Request Allocation link.

Step 4. 5.

Action Click the Add a New Value tab. Enter "GRANT_REVENUE" in the Run Control ID field.

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Step 6. Action Click the Add button.

Step 7. 8. 9. 10. 11. 12. 13. 14. 15. 16.

Action Click the Process Frequency list. Click the Always list item. Click the Allocation Group button. Click an entry in the Allocation Group column. Click the Request Date Option list. Click the As-Of Date list item. Enter "12/31/2006" in the As of Date field. Click the Output Options list. Click the Create Calc Log and Output list item. Click the Save button.

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Step 17. Action Click the Run button.

Step 18. 19.

Action Click the Select checkbox. Click the OK button.

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Step 20. Action Click the Process Monitor link.

Step 21. 22.

Action Click the Refresh button. Click an entry in the Details column.

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Step 23. 24. 25. Action Click the View Log/Trace link. Here you can see the Calculation Log for the Grant Revenue Allocation Group. Congratulations. You have just completed the Running Allocations Grant Revenue topic. To run an allocation, you first specify the request parameters, and then run the allocation. The Calculations Log displays a chronology of the processing steps and can be used to identify any errors that may have occurred. End of Procedure.

Month End Processes - Review Questions


These are review questions for the lesson you just completed: Month End Processes. When completing the review questions, please note the following: - Select the most correct answer from the options provided. - Select your answer by clicking directly on your choice; clicking anywhere else but the correct answer will result in a wrong answer. - You must answer the questions in order. - If you have selected the correct answer, you will move on to the next question. - If you have selected an incorrect answer, you will be prompted to try again. - There is no official scoring of review questions; however, you will see a summary of your results at the end of the review questions.

Procedure
The following are Lesson Review Questions for Month End Processes. Please keep the following in mind when completing the review questions: - Questions are not scored. - To select an answer, click directly on your choice; clicking anywhere but the correct answer will register as an incorrect choice. - Completing the review questions will help prepare you for the end of chapter quiz.

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Step 1.

Action Click the correct object. Select the correct answer by clicking directly on it.

2. 3.

Click the correct object. Select the correct answer by clicking directly on it. Click the correct object. Select the correct answer by clicking directly on it.

4.

Click the correct object. Select the correct answer by clicking directly on it.

5.

Click the correct object. Select the correct answer by clicking directly on it.

6.

This completes this lessons review questions. End of Procedure.

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Fiscal Year End Processes and Queries


This lesson covers key Fiscal Year End processes and queries. The Fiscal Year runs from July 1st through June 30th. At the end of each fiscal year, certain measures need to be taken in order to accrue and reverse the expenses for the payrolls that span two fiscal years. Asset Management accounting periods are also closed at the end of the fiscal year. In addition, a number of reports are run at the end of each fiscal year. Lesson Objectives: Upon completion of this lesson, you will be able to: -Run the Year End Payroll Accrual process. -Run the Year End Maymester Faculty process. -Run the Year End Summer Faculty process. -Run the Year End Zero Personal Services Encumbrance process. -Close the Year End Asset Accounting Period. -Perform Year End Closing Activities. -Run the Footnote 7 Deferred Revenue report. -Run the Footnote 8 Long Term Liabilities report. -Run the GASB Auxiliary SRECNA (nVision) report. -Run the GASB Auxiliary Statement of Net Assets (nVision) report. -Run the GASB Cash Flow Statement (nVision) report. -Run the GASB Natural vs. Function (nVision) report. -Run the GASB Restricted Expendable Net Assets (nVision) report. -Run the GASB SRECNA (nVision) report. -Run the GASB Statement of Net Assets (nVision) report. -Run the GASB Unrestricted Net Assets (nVision) report. -Run the GASB Capital Disclosure (nVision) report.

GL.020.024 - Processing Year-End Closing


When you record year-end adjustments, it is often desirable to post these entries to a period other than one of the normal accounting periods. PeopleSoft General Ledger maintains special periods that are not stored in normal calendar periods, so that they do not distort the period-to-period or year-to-year results. You can include them when you run reports, inquiries, or other processes such as summary ledgers. To get around this problem, you can make year-end adjustments to a special period, period 998, so that reports for the entire fiscal year include the year-end entries, but no one previous month's activity is changed or skewed. Posting the adjustments to period 998 also helps to segregate the final adjusting entries from others for easier analysis of the adjustments. The closing process can be initiated manually, or you can schedule the process to run automatically at a later time by using the Process Scheduler. During year-end closing, the profit and loss (P/L) accounts for the defined closing sets are set to zero and the balances are moved to retained earnings. The balances for the balance sheet accounts carry forward to the new fiscal year. For interim closing, the process is similar, but the system does not close out the P/L accounts.
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Topic Objectives: Upon completion of this topic, you will be able to: - Identify how the Year-End Process can be initiated. - Identify what takes place during year-end closing.

Procedure
In this topic, you are going to apply the year-end closing rule you previously created for Manufacturing and close it out for fiscal year 2004. Let's see how this is done.

Step 1.

Action Click the General Ledger link.

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Step 2. 3. 4. Action Click the Close Ledgers link. Click the Request Ledger Close link. A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values.

Step 5.

Action You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the process may help you remember it for future use. Click the Add a New Value tab.

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Step 6. 7. 8.

Action Enter "2007_YEAREND_CLOSE" in the Run Control ID field. Click the Add button. The Ledger Close Request page enables you to enter or select the closing set, business unit, fiscal year, and ledger that you want to close.

Step 9.

Action Use the Process Frequency field to specify how many times the process can be executed. Click the Always option.

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Step 10. Action Use the Close Request Type list to specify whether you are running a Close or Undo process. For this example, accept the default value. 11. Use the Fiscal Year field to enter the year to be closed. Click in the Fiscal Year field. Enter "2007" in the Fiscal Year field. Use the Business Unit for Prompting field to select the business unit to be closed, which will determine which ledger groups and closing rules can be selected. Click in the Business Unit for Prompting field. Enter "27000" in the Business Unit for Prompting field. Use the Check only, Do not process option to perform validation checking during the close, but the system will not calculate retained earnings or balance forward amounts. Click the Check only, Do not process checkbox. Use the Closing Rule field to enter or select the closing rule to be processed for this request. Click in the Closing Rule field. Enter "FY06_ACT" in the Closing Rule field. Use the Ledger Group field to select the ledger group for the ledger being closed. Click in the Ledger Group field. Enter "ACTUALS" in the Ledger Group field. Use the As of Date option to specify a date for the closing process. Click the As of Date option. Use the Specify field to enter either a Business Unit (BU) Process Date or the As of Date. In this example, you want to process the interim close on June 30, 2007. Click in the Specify field. 22. Enter "06/30/2007" in the Specify field.

12. 13.

14. 15.

16.

17. 18.

19. 20.

21.

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Step 23. Action In the Selections region, you can select the business units to be closed. You can specify selected business units or you can use trees to identify which business units you want to close. If you select the Selected Detail Values option, you can enter a specific business unit value, or values, in the Business Unit to Close region. 24. Use the Select Value field to select business units to be closed. Click in the *Select Value field. Enter "27000" in the *Select Value field. Click the Run button.

25. 26.

Step 27.

Action Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format. You must select a Server Name to identify the server on which the process will run. If you use the same Run Control ID for subsequent processes, the server name that you last used will default in this field. Click the Server Name list.

28. 29.

Click the relevant entry in the Server Name list. Click the OK button.

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Step 30.

Action Notice the Process Instance number appears. This number helps you identify the process you have run when you check the status. You should check to make sure the process completed successfully. Click the Process Monitor link.

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Step 31. Action Use the Process List page to view the status of submitted process requests. The current status of the process is Success/NA. The process is finished when the status is Success/Posted. Continue to click the Refresh button until the status is Success/Posted. Click the Refresh button. 32. The Run Status reads Success/Posted, which indicates that the closing was successful. Click the Go back to Vendor Summary Listing link. Congratulations. You have just successfully completed Processing Year-End Closing topic. Below is a summary of the key concepts of this topic: - This is the ledger closing process. It has moved the net income to the institutions fund balance section and set revenue and expense accounts to zero in preparation for the beginning of a new fiscal year. - The year-end process can be initiated either manually or you can schedule the process to run automatically at a later time by using the Process Scheduler. End of Procedure.

33.

GL.040.010 - Running Year End Summer Faculty


This topic demonstrates how to run the year end Summer Faculty payroll process. This process will create the data needed to accrue/reverse the salary and fringe expenses for the Summer Faculty payroll. The data will need to be journal generated to produce one journal to reverse the faculty payroll in the new fiscal year, and one journal to expense the same faculty payroll in the old fiscal year. In order for the transactions to post to the general ledger, journal generation, edit, budget check, and post must complete successfully without errors. The new PYRLEXPDEF accounting entry definition and the new PAYROLL_EX journal generator template will need to be used for journal generating the year end accrual accounting entries. Topic Objectives: Upon completion of this topic, you will be able to: - Identify the purpose of the Year End Summer Faculty process. - Run the Year End Summer Faculty process.

Procedure
For this topic, imagine that you need to run the Year End Summer Faculty Process for end of FY2007. Lets see how this is done.
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Step 1.

Action Click the BOR Menus link.

Step 2. 3. 4. 5.

Action Click the BOR General Ledger link. Click the BOR Year End link. Click the Interface link. Click the Year End Summer Faculty link.

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Step 6. 7. 8.

Action Click the Add a New Value tab. Enter "YESUM" in the Run Control ID field. Click the Add button.

Step 9. 10. 11.

Action Enter "730" in the Payrun ID field. Enter "212102" in the Payroll Accrual Offset Account field. This account should be between 212000 and 212999.

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Step 12. Action Click in the Acct Date field. Press [Delete]. 13. 14. 15. Enter "063007" in the Acct Date field. This will be the date used for the old year journal. Click in the Acct Date field. Press [Delete]. 16. 17. 18. 19. 20. Enter "07/01/07" in the Acct Date field. This will be the date used for the new year journal. Enter "2007" in the Budget Period field. Enter "2008" in the Budget Period field. Click the Run button.

Step 21. 22.

Action Click the OK button. One report will be produced by the BORIF06B interface process, the Year End Summer Faculty Payroll Expense Journal Load report. You may view the report by navigating to Report Manager. After the process completes successfully the data will need to be journal generated and the journals processed (Edit, Budget Check and Post).

23.

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Step 24. Action Congratulations. You have just completed the Running Year End Summer Faculty Process topic. Below is a summary of the key concepts of this lesson: - The Year End Summer Faculty Process creates the data needed to accrue/reverse the expenses for the Summer Faculty Payroll that spans two fiscal years. - After the data is produced from this process, it will need to be journal generated to produce one journal to reverse the faculty payroll in the old fiscal year and one journal to expense the same faculty payroll in the new fiscal year. End of Procedure.

GL.020.018 - Closing Asset Accounting Period


This topic demonstrates how to Close the Year End Asset Accounting Period. Asset Management accounting periods are closed at the end of a fiscal year after all data in the AM module has been journal generated and posted to the Capital Ledger and after all data for the entire fiscal year has been extracted and accepted to the data warehouse (FRS). After closing your Fiscal Year End, you will close the first accounting period for that fiscal year. You will then process closing for each subsequent period until all twelve periods have been closed. This procedure should only be done once a year, for all periods during that Fiscal Year. Topic Objectives: Upon completion of this topic, you will be able to: - Identify what must be done prior to closing the year end asset accounting period. - Close the Year End Asset Accounting Period.

Procedure
For this topic, imagine that you need to close the year end asset accounting periods for FY2006. After closing your Fiscal Year End, you will close the first accounting period for that fiscal year, then process closing for each subsequent period until all twelve periods have been closed, This process should be done for all 12 periods after ensuring that all data has been processed for the entire fiscal year, and that all year-end reports and FRS submissions have been completed. Lets see how this is done.

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Step 1.

Action Click the Asset Management link.

Step 2. 3.

Action Click the Accounting Entries link. Click the Close Accounting Period link.

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Step 4. 5. 6. 7.

Action Enter "27000" in the Business Unit field. Click the Look up Asset Book Name (Alt+5) button. Click an entry in the Asset Book Name column. Click the Search button.

Step 8. 9.

Action Enter "2006" in the Year field. Enter "2" in the Period field.

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Step 10. 11. Action Click the Save button. Congratulations. You have just completed the Closing Year End Asset Accounting Period topic. Below is a summary of the key concepts of this lesson: - Before closing the year end asset accounting period, ensure that all data in the AM module has been journal generated and posted to the Capital Ledger. - Another requirement before closing the year end asset accounting period is that all data for the entire fiscal year must have been extracted and accepted to the data warehouse (FRS). - After closing your Fiscal Year end, you will close the first accounting period for that fiscal year. You will then process closing for each subsequent period until all 12 periods have been closed. This process should be done for all 12 periods of the year after ensuring that all data has been processed for the entire fiscal year, and that all year-end reports and FRS submissions have been completed. End of Procedure.

GL.020.041 - Update Allocation Step


This topic demonstrates how to update the Budget Reference year in an allocation step. At the end of each year, some allocation steps will require the budget reference field be updated. The following business process walks users through this process. Topic Objective: Upon completion of this topic, you will be able to: - Update an Allocation Step for the next fiscal year.

Procedure
For this topic, imagine that you need to update the NONOPISTAT allocation step to reflect the new Budget Reference year. Let's see how this is done.

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Step 1.

Action Click the Allocations link.

Step 2. 3.

Action Click the Define and Perform Allocations link. Click the Define Allocation Step link.

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Step 4.

Action Enter "NONOPISTAT" in the Allocation Step field. Note: The value specified in this example is representative. Users should not infer NONOPISTAT is the only allocation step to update. Please verify all allocation steps each year.

5.

Click the Search button.

Step 6.

Action Click the Target tab.

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Step 7. 8.

Action Enter "2009" in the Budget Reference Value field. Click the Offset tab.

Step 9. 10.

Action Enter "2009" in the Budget Reference field. Click the Save button.

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Step 11. Action Congratulations. You have just completed the Update Allocation Step topic. Below is the key concept of this topic: - At the end of the Fiscal Year all allocations should be checked to see if any updates need to be made for the next year. End of Procedure.

GL.020.035 - Defining Chartfield Value Sets (Tree Node)


This topic demonstrates how to define chartfield value sets using tree nodes. ChartField value sets enable you to define combinations of ChartField values to be used for source data during the general ledger closing process and the Commitment Control ledger closing process. They can also be used to define the source data for consolidations, equitization, and various other process. For example, you can create one ChartField value set for the income statement accounts used in interim closing and a different set to be used in year-end closing. When you define closing rules for the interim close or the year-end close, you select which ChartField value sets to use. The are three ways to specify chartfield value sets: - Selected Detail Values- if you want to select individual ChartField values to include in the set. - Detail-Selected Parents- if you want to select values based on tree nodes. This option activates a Tree edit box where you can specify a tree from which to select nodes. - Range of Values- to enter a value From and a value To. Topic Objective: Upon completion of this topic, you will be able to: - Define a chartfield value set using tree nodes.

Procedure
For this topic, imagine that you need to create a Chartfield Value Set for balance sheet accounts based on tree nodes of the ACCOUNT_REPORTS tree. Let's see how this is done.

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Step 1.

Action Click the Set Up Financials/Supply Chain link.

Step 2. 3. 4. 5.

Action Click the Common Definitions link. Click the Design ChartFields link. Click the ChartField Value Sets link. Click the Setup ChartField Value Sets link.

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Step 6. 7. 8.

Action Click the Add a New Value tab. Enter "BALSHTACCTS" in the ChartField Value Set field. Click the Add button.

Step 9. 10.

Action Enter "01/01/1901" in the Effective Date field. Enter "Balance Sheet Accounts" in the Description field.

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Step 11. 12.

Action Click the Account list item from the Field Name dropdown menu. Click the Detail - Selected Parents list item from the How Specified dropdown menu.

Step 13. 14.

Action Enter "ACCOUNT_REPORTS" in the Tree Name field. Click the Tree View button.

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Step 15. 16. 17. 18. 19. 20. 21. Action Click the Expand Folder button. Click the Expand STATEMENT_NET_ASSETS button. Click the ASSETS link. Click the LIABILITIES link. Click the NET ASSETS link. Click the Save button. Congratulations. You have just completed the Defining Chartfield Value Sets (Tree Node) topic. Below is the key concept of this topic: - If you want values based on tree nodes to be included in the value set select Detail-Selected Parents in the How Specified field. End of Procedure.

GL.020.034 - Defining Chartfield Value Sets (Selected Detail)


This topic demonstrates how to define Chartfield value sets using detail chartfield values. ChartField value sets enable you to define combinations of ChartField values to be used for source data during the general ledger closing process and the Commitment Control ledger closing process. They can also be used to define the source data for consolidations, equitization, and various other process. For example, you can create one ChartField value set for the income statement accounts used in interim closing and a different set to be used in year-end closing. When you define closing rules for the interim close or the year-end close, you select which ChartField value sets to use. The are three ways to specify chartfield value sets: - Selected Detail Values- if you want to select individual ChartField values to include in the set. - Detail-Selected Parents- if you want to select values based on tree nodes. This option activates a Tree edit box where you can specify a tree from which to select nodes. - Range of Values- to enter a value From and a value To. Topic Objective: Upon completion of this topic, you will be able to: - Define a chartfield value set using selected detail values.

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Procedure
For this topic, imagine that you need to create a Chartfield Value Set for two specific Project IDs. Let's see how this is done.

Step 1.

Action Click the Set Up Financials/Supply Chain link.

Step 2.

Action Click the Common Definitions link.

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Step 3. 4. 5. Action Click the Design ChartFields link. Click the ChartField Value Sets link. Click the Setup ChartField Value Sets link.

Step 6. 7. 8.

Action Click the Add a New Value tab. Enter "GRANTS" in the ChartField Value Set field. Click the Add button.

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Step 9. 10.

Action Enter "01/01/1901" in the Effective Date field. Enter "Specific Grants" in the Description field.

Step 11.

Action Click the Project list item from the Field Name dropdown menu.

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Step 12. 13. 14. 15. 16.

Action Enter "UATGRT1" in the Look up Select Value (Alt+5) field. Click the Add a new row at row 1 (Alt+7) button. Enter "UATGRT4" in the Look up Select Value (Alt+5) field. Click the Save button. Congratulations. You have just completed the Defining Chartfield Value Sets (Selected Detail) topic. Below is the key concept of this topic: - If you want individual ChartField values to be included in the value set select Selected Detail Values in the How Specified field. End of Procedure.

GL.070.051 - Running Footnote 7 - Deferred Rev Rpt (BORRG028)


This topic demonstrates how to run the Footnote 7 Deferred Revenue Report. Footnote 7 appears on the year end financial statements and lists Deferred Revenue. Deferred revenue is revenue the institution possesses but has not yet been earned, such as payment received for work not yet performed. Deferred revenue is a liability. The Fiscal Year is the only parameter for the report. Topic Objective: Upon completion of this topic, you will be able to: - Run the Footnote 7 - Deferred Revenue interface

Procedure
For this topic, imagine that you need to run the Footnote 7 Deferred Revenue report for FY2007. Lets see how this is done.
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Step 1.

Action Click the BOR Menus link.

Step 2. 3. 4. 5.

Action Click the BOR General Ledger link. Click the BOR Year End link. Click the Year End Reports link. Click the Footnote 7 - Deferred Revenue link.

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Step 6. 7. 8.

Action Click the Add a New Value tab. Enter "FOOTNOTE7" in the Run Control ID field. Click the Add button.

Step 9. 10.

Action Enter "2007" in the For Fiscal Year Ending field. Click the Run button.

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Step 11.

Action Click the OK button.

Step 12.

Action Click the Process Monitor link.

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Step 13.

Action Click the Refresh button periodically until the Run Status shows Success and the Distribution Status shows Posted. Click an entry in the Details column.

14.

Step 15.

Action Click the View Log/Trace link.

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Step 16. 17. 18.

Action Click an entry in the Name column. Review the report for accuracy and completeness. Congratulations. You have just completed the Running the Footnote 7 Deferred Revenue Report topic. Footnote 7 appears on the year end financial statements and lists Deferred Revenue. End of Procedure.

GL.070.050 - Running Footnote 8 - LT Liabilities Rpt (BORRG031)


This topic demonstrates how to run the Footnote 8 Long Term Liabilities report. Footnote 8 appears on the year end financial statements and lists long term liabilities. Long term liabilities are institution obligations that extend beyond one year, such as mortgage payments on an occupied building. The Fiscal Year is the only parameter for the report. Topic Objective: Upon completion of this topic, you will be able to: - Run the Footnote 8 Long Term Liabilities report.

Procedure
For this topic, imagine that you need to run the Footnote 8 Long Term Liabilities report for FY2007. Lets see how this is done.

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Step 1.

Action Click the BOR Menus link.

Step 2. 3. 4. 5.

Action Click the BOR General Ledger link. Click the BOR Year End link. Click the Year End Reports link. Click the Footnote 8 - LT Liabilities link.

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Step 6. 7. 8.

Action Click the Add a New Value tab. Enter "FOOTNOTE8" in the Run Control ID field. Click the Add button.

Step 9. 10.

Action Enter "2007" in the For Fiscal Year Ending field. Click the Run button.

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Step 11.

Action Click the OK button.

Step 12.

Action Click the Process Monitor link.

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General Ledger - Period End Processes

Step 13.

Action Click the Refresh button periodically until the Run Status shows Success and the Distribution Status shows Posted. Click an entry in the Details column.

14.

Step 15.

Action Click the View Log/Trace link.

Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

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General Ledger - Period End Processes

Step 16. 17. 18.

Action Click an entry in the Name column. Review the report for accuracy and completeness. Congratulations. You have just completed the Footnote 8 Long Term Liabilities topic. Footnote 8 appears on the year end financial statements. Long term liabilities are institution obligations that extend beyond one year, such as mortgage payments on an occupied building. End of Procedure.

GL.070.042 - Running GASB Auxiliary SRECNA (nVision) Report


This topic demonstrates how to run the GASB Auxiliary SRECNA nVision report. The Report ID for the GASB Auxiliary SRECNA report is AUXSREC. Topic Objective: Upon completion of this topic, you will be able to: - Run the GASB Auxiliary SRECNA nVision report.

Procedure
In this topic, you will run the GASB Auxiliary SRECNA nVision report. Lets see how this is done.

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Training Guide
General Ledger - Period End Processes

Step 1.

Action Click the Reporting Tools link.

Step 2. 3.

Action Click the PS/nVision link. Click the Define Report Request link.

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General Ledger - Period End Processes

Step 4. 5. 6. 7. 8.

Action Click the Look up Business Unit (Alt+5) button. Click an entry in the Business Unit column. Click the Search button. Click the vertical scrollbar. Click an entry in the Report ID column.

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General Ledger - Period End Processes
Step 9. Action Click the Run Current Report Request button.

Step 10. 11. 12.

Action Click the Server Name list. Click the PSNT list item. Click the OK button.

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General Ledger - Period End Processes
Step 13. Action Click the Report Manager link.

Step 14.

Action Click the Administration tab.

Step 15.

Action Click the Refresh button periodically until your report appears and the Status shows Posted.

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Training Guide
General Ledger - Period End Processes
Step 16. Action Click an entry in the Details column.

Step 17.

Action Click an entry in the Name column.

Step 18.

Action Click the Open button.

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General Ledger - Period End Processes
Step Action or Press [Alt+O].

Step 19.

Action Click the Yes button. or Press [Alt+Y].

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General Ledger - Period End Processes
Step 20. 21. Action Click the Maximize/Restore button. Review the report. Click the horizontal scrollbar. 22. 23. 24. Click the vertical scrollbar. Press [Enter] to continue. Congratulations. You have just completed the Running GASB Auxiliary SRECNA nVision Report topic. End of Procedure.

GL.070.041 - Running GASB Aux Statement Net Assets(nVision) Rpt


This topic demonstrates how to run the GASB Auxiliary Statement of Net Assets nVision report. The Report ID is AUXSNA. Topic Objective: Upon completion of this topic, you will be able to: - Run the GASB Auxiliary Statement of Net Assets nVision report.

Procedure
In this topic, you will run the GASB Auxiliary Statement of Net Assets nVision report. Lets see how this is done.

Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

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Training Guide
General Ledger - Period End Processes
Step 1. Action Click the Reporting Tools link.

Step 2. 3.

Action Click the PS/nVision link. Click the Define Report Request link.

Step 4.

Action Click the Look up Business Unit (Alt+5) button.

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Training Guide
General Ledger - Period End Processes
Step 5. 6. 7. 8. Action Click an entry in the Business Unit column. Click the Search button. Click the vertical scrollbar. Click an entry in the Report ID column.

Step 9.

Action Click the Run Current Report Request button.

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General Ledger - Period End Processes
Step 10. 11. 12. Action Click the Server Name list. Click the PSNT list item. Click the OK button.

Step 13.

Action Click the Report Manager link.

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General Ledger - Period End Processes
Step 14. Action Click the Administration tab.

Step 15.

Action Click the Refresh button periodically until your report is displayed and the Status shows Posted. Click an entry in the Details column.

16.

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General Ledger - Period End Processes
Step 17. Action Click an entry in the Name column.

Step 18.

Action Click the Open button. or Press [Alt+O].

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General Ledger - Period End Processes
Step 19. 20. 21. 22. 23. Action Click the Maximize button. Click the horizontal scrollbar to review the report. Click the horizontal scrollbar. Click the vertical scrollbar. Congratulations. You have just completed Running GASB Auxiliary Statement of Net Assets nVision Report topic. End of Procedure.

GL.070.040 - Running GASB Cash Flow Statement (nVision) Report


This topic demonstrates how to run the GASB Cash Flow Statement (nVision) report. The Report ID is CASHFLOW. Topic Objective: Upon completion of this topic, you will be able to: - Run the GASB Cash Flow Statement nVision report.

Procedure
In this topic, you will run the GASB Cash Flow Statement nVision report. Lets see how this is done.

Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

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Training Guide
General Ledger - Period End Processes
Step 1. Action Click the Reporting Tools link.

Step 2. 3.

Action Click the PS/nVision link. Click the Define Report Request link.

Step 4.

Action Click the Look up Business Unit (Alt+5) button.

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Training Guide
General Ledger - Period End Processes
Step 5. 6. 7. 8. Action Click an entry in the Business Unit column. Click the Search button. Click the vertical scrollbar. Click an entry in the Report ID column.

Step 9.

Action Click the Run Current Report Request button.

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General Ledger - Period End Processes
Step 10. 11. 12. Action Click the Server Name list. Click the PSNT list item. Click the OK button.

Step 13.

Action Click the Report Manager link.

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General Ledger - Period End Processes
Step 14. Action Click the Administration tab.

Step 15.

Action Click the Refresh button periodically until your report appears and the Status shows Posted. Click an entry in the Details column.

16.

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General Ledger - Period End Processes
Step 17. Action Click an entry in the Name column.

Step 18.

Action Click the Open button. or Press [Alt+O].

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Training Guide
General Ledger - Period End Processes
Step 19. Action Click the Yes button. or Press [Alt+Y].

Step 20. 21. 22. 23. 24. 25.

Action Click the Maximize/Restore button. Click the horizontal scrollbar to review the rest of the report. Click the horizontal scrollbar. Click the vertical scrollbar. Click the vertical scrollbar. Congratulations. You have just completed the Running GASB Cash Flow Statement nVision Report topic. End of Procedure.

GL.070.039 - Running GASB Natural vs Functional (nVision) Rpt


This topic demonstrates how to run the GASB Natural vs. Functional (nVision) report. The Report ID is NAT. Topic Objective: Upon completion of this topic, you will be able to: - Run the GASB Natural vs. Functional (nVision) report.
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General Ledger - Period End Processes

Procedure
In this topic, you will run the GASB Natural vs. Functional (nVision) report. Lets see how this is done.

Step 1.

Action Click the Reporting Tools link.

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Training Guide
General Ledger - Period End Processes
Step 2. 3. Action Click the PS/nVision link. Click the Define Report Request link.

Step 4. 5. 6. 7. 8. 9.

Action Click the Look up Business Unit (Alt+5) button. Click an entry in the Business Unit column. Click the Search button. Enter "n" in the Report ID field. Click the Search button. Click an entry in the Report ID column.

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General Ledger - Period End Processes

Step 10.

Action Click the Run Current Report Request button.

Step 11. 12. 13.

Action Click the Server Name list. Click the PSNT list item. Click the OK button.

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General Ledger - Period End Processes

Step 14.

Action Click the Report Manager link.

Step 15.

Action Click the Administration tab.

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General Ledger - Period End Processes

Step 16.

Action Click the Refresh button periodically until your report appears and the Status shows Posted. Click an entry in the Details column.

17.

Step 18.

Action Click an entry in the Name column.

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General Ledger - Period End Processes

Step 19.

Action Click the Open button. or Press [Alt+O].

Step 20.

Action Click the Yes button. or Press [Alt+Y].

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General Ledger - Period End Processes

Step 21. 22. 23. 24. 25.

Action Click the Maximize/Restore button. Click the horizontal scrollbar to review the rest of the report. Click the horizontal scrollbar. Click the vertical scrollbar. Congratulations. You have just completed the Running GASB Natural vs. Functional (nVision) Report topic. End of Procedure.

GL.070.038 - Running GASB Restr Expendable Net Assets (nVision)


This topic demonstrates how to run the GASB Restricted Expendable Net Assets (nVision) report. The Report ID is RNA. Topic Objective: Upon completion of this topic, you will be able to: - Run the GASB Restricted Expendable Net Assets (nVision) report.

Procedure
In this topic, you will run the GASB Restricted Expendable Net Assets (nVision) report. Lets see how this is done.

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Training Guide
General Ledger - Period End Processes

Step 1.

Action Click the Reporting Tools link.

Step 2. 3.

Action Click the PS/nVision link. Click the Define Report Request link.

Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

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Training Guide
General Ledger - Period End Processes

Step 4. 5. 6. 7. 8. 9.

Action Click the Look up Business Unit (Alt+5) button. Click an entry in the Business Unit column. Click the Search button. Enter "r" in the Report ID field. Click the Search button. Click an entry in the Report ID column.

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Training Guide
General Ledger - Period End Processes
Step 10. Action Click the Run Current Report Request button.

Step 11. 12. 13.

Action Click the Server Name list. Click the PSNT list item. Click the OK button.

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General Ledger - Period End Processes
Step 14. Action Click the Report Manager link.

Step 15.

Action Click the Administration tab.

Step 16.

Action Click the Refresh button periodically until your report appears and the Status shows Posted.

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Training Guide
General Ledger - Period End Processes
Step 17. Action Click an entry in the Details column.

Step 18.

Action Click an entry in the Name column.

Step 19.

Action Click the Open button.

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General Ledger - Period End Processes
Step Action or Press [Alt+O].

Step 20. 21. 22.

Action Click the Maximize button. Click the horizontal scrollbar to review the rest of the report. Congratulations. You have just completed the Running GASB Restricted Expendable Net Assets (nVision) Report topic. End of Procedure.

GL.070.037 - Running GASB SRECNA (nVision) Report


This topic demonstrates how to run the GASB SRECNA (nVision) report. The Report ID is SRECNA. Topic Objective: Upon completion of this topic, you will be able to: - Run the GASB SRECNA (nVision) report.

Procedure
In this topic, you will run the GASB SRECNA nVision report. Lets see how this is done.

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Training Guide
General Ledger - Period End Processes

Step 1.

Action Click the Reporting Tools link.

Step 2. 3.

Action Click the PS/nVision link. Click the Define Report Request link.

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General Ledger - Period End Processes

Step 4. 5. 6. 7. 8.

Action Click the Look up Business Unit (Alt+5) button. Click an entry in the Business Unit column. Enter "s" in the Report ID field. Click the Search button. Click an entry in the Report ID column.

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Training Guide
General Ledger - Period End Processes
Step 9. Action Click the Run Current Report Request button.

Step 10. 11. 12.

Action Click the Server Name list. Click the PSNT list item. Click the OK button.

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General Ledger - Period End Processes
Step 13. Action Click the Report Manager link.

Step 14.

Action Click the Administration tab.

Step 15.

Action Click the Refresh button periodically until your report appears and the Status shows Posted.

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Training Guide
General Ledger - Period End Processes
Step 16. Action Click an entry in the Details column.

Step 17.

Action Click an entry in the Name column.

Step 18.

Action Click the Open button.

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General Ledger - Period End Processes
Step Action or Press [Alt+O].

Step 19.

Action Click the Yes button. or Press [Alt+Y].

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Training Guide
General Ledger - Period End Processes
Step 20. 21. 22. 23. 24. Action Click the Maximize/Restore button. Click the horizontal scrollbar to review the rest of the report. Click the horizontal scrollbar. Click the vertical scrollbar. Congratulations. You have just completed the Running GASB SRECNA (nVision) Report topic. End of Procedure.

GL.070.036 - Running GASB Statement of Net Assets (nVision) Rpt


This topic demonstrates how to run the GASB Statement of Net Assets (nVision) Report. The Report ID is SNA. Topic Objective: Upon completion of this topic, you will be able to: - Run the GASB Statement of Net Assets (nVision) report.

Procedure
In this topic, you will run the GASB Statement of Net Assets (nVision) report. Lets see how this is done.

Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

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Training Guide
General Ledger - Period End Processes
Step 1. Action Click the Reporting Tools link.

Step 2. 3.

Action Click the PS/nVision link. Click the Define Report Request link.

Step 4.

Action Click the Look up Business Unit (Alt+5) button.

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Training Guide
General Ledger - Period End Processes
Step 5. 6. 7. 8. Action Click an entry in the Business Unit column. Enter "s" in the Report ID field. Click the Search button. Click an entry in the Report ID column.

Step 9.

Action Click the Run Current Report Request button.

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General Ledger - Period End Processes
Step 10. 11. 12. Action Click the Server Name list. Click the PSNT list item. Click the OK button.

Step 13.

Action Click the Report Manager link.

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Training Guide
General Ledger - Period End Processes
Step 14. Action Click the Administration tab.

Step 15.

Action Click the Refresh button periodically until your report appears and the Status shows Posted. Click an entry in the Details column.

16.

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General Ledger - Period End Processes
Step 17. Action Click an entry in the Name column.

Step 18.

Action Click the Open button. or Press [Alt+O].

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Training Guide
General Ledger - Period End Processes
Step 19. Action Click the Yes button. or Press [Alt+Y].

Step 20. 21. 22. 23.

Action Click the Maximize button. Click the vertical scrollbar to review the rest of the report. Click the vertical scrollbar. Congratulations. You have just completed the Running GASB Statement of Net Assets (nVision) Report topic. End of Procedure.

GL.070.035 - Running GASB Unrestricted Net Assets (nVision) Rpt


This topic demonstrates how to run the GASB Unrestricted Net Assets (nVision) report. The Report ID is UNA. Topic Objective: Upon completion of this topic, you will be able to: - Run the GASB Unrestricted Net Assets (nVision) report.

Procedure

Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

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Training Guide
General Ledger - Period End Processes
In this topic, you will run the GASB Unrestricted Net Assets nVision report. Lets see how this is done.

Step 1.

Action Click the Reporting Tools link.

Step 2. 3.

Action Click the PS/nVision link. Click the Define Report Request link.

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Training Guide
General Ledger - Period End Processes

Step 4. 5. 6. 7. 8.

Action Click the Look up Business Unit (Alt+5) button. Click an entry in the Business Unit column. Enter "u" in the Report ID field. Click the Search button. Click an entry in the Report ID column.

Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

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General Ledger - Period End Processes
Step 9. Action Click the Run Current Report Request button.

Step 10. 11. 12.

Action Click the Server Name list. Click the PSNT list item. Click the OK button.

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Training Guide
General Ledger - Period End Processes
Step 13. Action Click the Report Manager link.

Step 14.

Action Click the Administration tab.

Step 15.

Action Click the Refresh button periodically until your report appears and the Status shows Posted.

Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

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General Ledger - Period End Processes
Step 16. Action Click an entry in the Details column.

Step 17.

Action Click an entry in the Name column.

Step 18.

Action Click the Open button.

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Training Guide
General Ledger - Period End Processes
Step Action or Press [Alt+O].

Step 19.

Action Click the Yes button. or Press [Alt+Y].

Step 20.

Action Click the vertical scrollbar to review the rest of the report.
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Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

Training Guide
General Ledger - Period End Processes
Step 21. Action Congratulations. You have just completed the Running GASB Unrestricted Net Assets (nVision) Report topic. End of Procedure.

GL.070.071 - Running GASB Capital Asset Disclosure (nVision)


This topic demonstrates how to run the GASB Capital Asset Disclosure (nVision) report. The Report ID is CAPASS. Topic Objective: Upon completion of this topic, you will be able to: - Run the GASB Capital Asset Disclosure (nVision) report.

Procedure
In this topic, imagine that you need to run the Capital Asset Disclosure nVision report. Let's see how this is done.

Step 1.

Action Click the Reporting Tools link.

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Training Guide
General Ledger - Period End Processes

Step 2. 3.

Action Click the PS/nVision link. Click the Define Report Request link.

Step 4. 5. 6. 7.

Action Click the Look up Business Unit (Alt+5) button. Click an entry in the Business Unit column. Enter "c" in the Report ID field. Click the Search button.

Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

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General Ledger - Period End Processes
Step 8. Action Click an entry in the Report ID column.

Step 9.

Action Click the Run Current Report Request button.

Step 10.

Action Click the Server Name list.

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Training Guide
General Ledger - Period End Processes
Step 11. 12. Action Click the PSNT list item. Click the OK button.

Step 13.

Action Click the Report Manager link.

Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

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General Ledger - Period End Processes
Step 14. Action Click the Administration tab.

Step 15.

Action Click the Refresh button periodically until your report appears and the Status shows Posted. Click an entry in the Details column.

16.

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Training Guide
General Ledger - Period End Processes
Step 17. Action Click an entry in the Name column.

Step 18.

Action Click the Open button. or Press [Alt+O].

Step 19.

Action Click the vertical scrollbar to review the rest of the report.
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Training Guide
General Ledger - Period End Processes
Step 20. Action Congratulations. You have just completed the Running GASB Capital Asset Disclosure (nVision) Report topic. End of Procedure.

Fiscal Year End Processes - Review Questions


These are review questions for the lesson you just completed: Fiscal Year End Processes. When completing the review questions, please note the following: - Select the most correct answer from the options provided. - Select your answer by clicking directly on your choice; clicking anywhere else but the correct answer will result in a wrong answer. - You must answer the questions in order. - If you have selected the correct answer, you will move on to the next question. - If you have selected an incorrect answer, you will be prompted to try again. - There is no official scoring of review questions; however, you will see a summary of your results at the end of the review questions.

Procedure
The following are Lesson Review Questions for Fiscal Year End Processes. Please keep the following in mind when completing the review questions: - Questions are not scored. - To select an answer, click directly on your choice; clicking anywhere but the correct answer will register as an incorrect choice. - Completing the review questions will help prepare you for the end of chapter quiz.

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Training Guide
General Ledger - Period End Processes
Step 1. 2. Action Click the correct object. Select the correct answer by clicking directly on it. Click the correct object. Select the correct answer by clicking directly on it.

3. 4.

Click the correct object. Select the correct answer by clicking directly on it. This completes this lessons review questions. End of Procedure.

Published: October 16, 2008 2008 Board of Regents at the University System of Georgia. All Rights Reserved.

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