The General Ledger Inquiry Browse program has been designed specifically for use as a tool in the area of budget management. All useful inquiry screens and reports from the Budgetary Accounting System (BAS) system have been combined into one program. These programs will provide you with an easy to use method of administrating your budget requirements. The selection criteria options of this inquiry provide you with an equivalent to a Parent Account. These accounts are calculated dynamically from the selection criteria. Once selected, you have extensive access to the data that forms your summary. Our Security Management System (SMS) administers control over access to the programs, the GL accounts, and the associated data. Report options are also available from within the browse.
Year
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A box displaying all valid years for which a General Ledger Index file has been created will be presented on entry to the GL Inquiry Browse. We recommend using the most current GL index year as the basis for your browse as it will have the most up-to-date list of GL account numbers.
Criteria
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Enter a valid GL selection criteria from the GL selection criteria database. To obtain a list of the GL selection criteria or perform database maintenance, press use lookup at this prompt.
If you use lookup to select your criteria you will be presented with the following:
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Select |
Scroll through the list to select the criteria |
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Quick |
Click 'Quick' to create a criteria for this inquiry only. This allows you to create a criteria without having to set one up prior to accessing the GL Inquiry browse. This criteria may be used for this inquiry only or you may select the 'S'ave option to add the criteria to your database. Please refer to GL Selection Criteria database for instructions. |
To perform maintenance on the GL selection criteria database, choose one of the following options:
Note: Modifications to criteria through the GL Inquiry Browse will NOT be saved. If you wish to retain selection criteria modifications you must make the changes through the BAS Database module found in the Balancing and Audit menu.
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Save |
Click Save to browse further |
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Cancel |
Click Cancel to cancel the displayed GL Selection Criteria. The program will take you back to the previous screen where you can select a new criteria. |
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Modify |
Click Modify to modify the GL selection criteria. |
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Insert |
Click Insert to insert additional selection criteria. |
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Delete |
Click Delete to delete a GL selection criteria. |
When you select your criteria, the program accesses the index file to obtain the requested GL account. You will be presented with the following summary screen:
Information:
Selected
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The number of GL account numbers matching the GL selection criteria for the year specified.
Restricted
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The number of GL account numbers eliminated due to GL security reasons (SMS).
Presented
The number of GL account numbers presented in the totals.
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Cancel |
Click Cancel to exit from the GL inquiry browse program. |
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Detail |
Click Detail to display a list of the GL account numbers presented in this browse. |
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Criteria |
Click Criteria to return to the different GL selection criteria screen. |
Beside each GL Account the following information is provided:
Commitments
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This field will provide you with the total opening and current commitments for this account. This total includes any pending requisitions.
Expenditures
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This field will provide you with the total opening and current expenditures for this account.
Actual Budget
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This is the actual budget in this account.
Budget Available
This is the total budget available on this account.
Detail screen
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Options After Selecting Detail:
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Back |
Return to GL Browse summary screen. |
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Summary |
Displays summary of all information relating to the account number selected. The screen displayed is the GL Account Summary screen with an option to display the extended GL information. See GL Account Inquiry (Summary Option). |
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Budget |
Displays all budget information relating to the GL account number specified. See GL Account Inquiry (Budget Options). |
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Journal |
Displays all journal entries associated to the GL account number specified including further inquiries on batch, PO and invoice details for a specific period. See GL Account Inquiry (Journal Options). |
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History |
Displays all GL account history information for the GL account number specified. See GL Account Inquiry (History Options). |
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Requisitions |
Displays all requisitions for the account number specified. See GL Account Inquiry (Requisition Option). |
Summary Screen
Same format as the GL Account Inquiry Screen
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Click Back to return to the browse detail screen.
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Click Extended to view the extended GL information.
Displays a period by period breakdown of all budget information relating to the GL account specified.
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Click Transactions to proceed to the budget detail transactions.
Budget Transaction screen
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Displays all budget transactions for the year and GL account number specified.
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Back |
Click Back to return to the browse detail screen. |
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Batch |
Click Batch to display all budget entries for the batch selected. (Same as a batch balance report). See example on next page. |
Budget Batch Balance screen
Note: If GL account number security is enabled (SMS), some accounts may appear as '* RESTRICTED *' on the batch balance listing depending on your privileges.
Journal Entry Detail Screen
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Back |
Return to the browse detail screen. |
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Batch |
Displays all journal entries for the batch number selected. (Same as batch balance report). |
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Order |
Displays all PO information related to the purchase order number on the line selected. (Same as PO Inquiry). |
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Invoice |
Displays all invoice information related to the invoice number on the line selected. (Same as Invoice Inquiry). |
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Report |
The report option will enable you to produce a report for a period range for the GL selected. |
Batch Balance Report screen
P.O. Inquiry Screen
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Same format as the PO Inquiry Screen
Invoice Inquiry Screen
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Same format as Invoice Entry Inquiry Screen
G/L History Screen
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Displays history information related to the GL account number specified. <Enter> to return to the browse detail screen.
Requisition Screen