Overview

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Run the General Ledger Trial Balance Report to see any of the following:

• Beginning or ending balances
• Fund balance
• Balances by Project for a Financial Unit, Fund, Account
• Balances by Financial Unit 
• Balances by Segments of the chart string.  
  
  • Using the filter when running the report will allow departments to be able to view balances by a Financial Unit(s) or Fund or a variety of variations with filters on chart string segments

Critical Concepts

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• Reappropriation of carryforward balances to beginning budget balances no longer exist in Oracle, instead the ending net position (balance) is reflected separately in the Fund balance Account
• Conversion balances from IFIS posted in fiscal period June 20 were imported into the beginning balance in Oracle for July-20
• Account 300000 is the Fund Balance Account (Equity account)
• The Fund Balance in Account 300000 will not change during the year and will only update annually after fiscal year end close

Steps to Take

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Run the General Ledger Trial Balance Report

1. On the OFC Home page, select Tools, then Scheduled Processes or Tools > Reports and Analytics

2. Select tab Schedule New Process

3. Click on the drop down arrow and select Search

4. In the Name field, type General Ledger and click on Search

5. Select General Ledger Trial Balance Report and click OK and OK again

6. In Process Details, enter the required data, see blue arrows below:

a. Data Access Set: UCSD

b. Ledger: UCSD Primary Ledger

c. Currency Type: USD

d. Your From Period should be July-20 to get your beginning balance

e. Your To Period would be the period you want to review

7. Click on the Filter icon, see red arrow and box

8. Click on Add Fields and chart string segments will display

a. Click on the fields to narrow Search parameters, use drop down arrows if needed for to Search for segment values

The Ability to Run This Report on Various Filters Allows you to Find Balances for your Needs

Here are some examples:

Example:  For a Fund Balance, filter by at minimum Financial Unit and Account, you can also filter by Fund and Project if you want to limit your query

• • Entity does not need to be entered when Financial Unit is used because only one Entity is associated with each Financial Unit
  • For Account enter 300000, which is Fund Balance

Below is an example of adding filter fields Fund, Financial Unit, and Account

Example:  If you want to find the balance by Financial Unit(s), your filter will not include fields Account and Fund like the above screenshot, you can add more than one Financial Unit as well by selecting Add Fields and selecting Financial unit multiple times

Example: If you want to find a Balance on a Fund, you would only filter by Fund

The above examples include reports when selecting exact fields, but you have the ability to get Balances on a range of other parameters  

1. Click on the green drop down for any of the fields selected in your filter for advance filter options

2. You will see the options in the red box below when clicking on the drop down that is circled in green below

3. When the appropriate filter parameters are selected based on your reporting needs, click Ok and then Submit

4. Click on the Refresh icon and wait for the process to run, if the Status is not Succeeded, wait and click the Refresh icon again

• Once the status has been identified as Succeeded, click on it

 

5. In the Schedule Processes page, scroll to the middle, in the Output section click on Republish

6. A new window will display without data, click on the gear icon

7. Click on Export and select file type you would like to export the report

 

8. An example of General Ledger Trial Balance report:

Tips on reading the reports:

• On the PDF version if there are many digits in the values, the number will extend onto a second line
• If exporting to Excel, look at Sheet 2 for detailed breakdown 
• Year Beginning Balances is the starting total debits and starting total credits for the fiscal year listed out separately
• Net Beginning is the net amount of debits and credits from Year Beginning Balances.  For example, if the Year Beginning Balance had more value in debits than credits, then the Net Beginning will have a debit balance as it would be the difference of the debit and credit from the Year Beginning Balances, Net Beginning is generally where you want to look for your starting balance
• Prior Periods are the total debit and credit activity, listed separately, in any periods during the year that are before the period parameters entered during the query
• Period Activity are the total debits and credits, listed separately, during the period entered in the parameters of the query
• Ending Balances is the total debits and credits, listed separately, of Year Beginning Balances plus Prior Periods plus Period Activity, the debits and credits would be added and listed separately,
  it will not include any periods past the last period entered in the parameters
• Net Ending Balances is the net amount of debits and credits from Ending Balances, similar to Net Beginning, if the Ending Balance had more value in debits than credits, then the Net Ending Balance will have a debit balance