In the right place? If you need step-by-step instructions to complete an ENPET, please see How to Use ENPET.
Ledger Annotator Selection page: The information below explains how to select the transactions that you want to review. Click a link for help on a particular part of the page:
Selection and sort options
You can use any of the Ledger Annotator selection fields below to select specific transactions for your report.
- Accounting Period and Thru fields: Select the beginning and ending dates of the accounting period(s) that you want to view. You may view multiple accounting periods, if necessary.
- Dept Ref No (Department Reference Number) can be used to view transactions that have been identified within your department with a specific reference number. Please view the related glossary term in the left column of this page for further information.
- Select by your department index.
- Enter the fund number if you need to view transactions for an entire fund. This field is usually used only with the organization code, or if the fund is unique to your organization.
- Select by your organization code. This field is usually used with the fund.
- The Program field is optional.
- Use the Project field if you have grouped specific index numbers into a project using FinancialLink's Project Maintenance module. Type the project name in this field.
- Enter Account codes to search for transactions for a specific account type. You can enter a full account code (638000), multiple account codes separated by commas (638018, 638020), partial account codes (638), ranges of account codes (637000-637999), or any combination of these methods.
- The Document number selection field refers to the IFIS document number that is created when you initiate a transaction. Partial numbers are permitted.
- Document Reference Number can be used when an additional number is present, such as an invoice number. Some transactions contain a user-definable document reference number, which can be used by departments as a unique tracking number. Other transactions contain a system-generated number in this field. Partial numbers are permitted.
- Rule class can be used as a selection criteria only in conjunction with an index, or with the fund /organization/ program. Partial numbers are permitted.
- Description: All transactions contain a description. If you know the description, you can enter all or part of the description in this field.
- Sort Options: Before you run the report, you can specify an alternate sort order for the report presentation. Click the down arrow to display the entire box. If you do not make a selection, your report will be sorted by index, then by date, and then by account code. You can use only those selections in the drop-down box.
Note: You can also sort the report after displaying it. Click any underlined heading, and the report will re-display in the newly sorted order.
When searching for transactions, enter enough information to accurately and narrowly define your search. For example, if you use campuswide fund numbers (such as 19900A) by themselves, your search might deliver transactions that don't belong to you. Examples of effective searches might include:
- Date range and index number
- Department reference number
- Date range, fund, and organization
Buttons
Use the gray buttons to either submit your form or for the other special purposes described below.
- Submit Form: When all report selections have been made, click this button to send your report to the system for processing. The system will, in turn, display your formatted Ledger Annotator report to your screen.
- Reset Form: This button restores the form to the original defaults before you made any selections.
- Find IFOP: Use this button if you need to search for the fund, organization, and program when you know the index or partial index number. If you click this button, you will leave the Ledger Annotator and proceed to the FinancialLink Index, Fund, Organization and Program Lookup module. You will need to use your browser's Back button or the FinancialLink sidebar buttons to come back to the Ledger Annotator.
- Find Project: If you have created projects, you can use this button to find them. The Project Lookup module allows you to search on specific index numbers, a description, or a partial project name. You will need to use your browser's Back button or the FinancialLink sidebar buttons to come back to the Ledger Annotator.
- Save To Disk: When using the Ledger Annotator as a report generator (but not during the ENPET process), this button allows you to save this report to disk, rather than display it on the screen. You can include or exclude various report elements, and you must provide certain information about your system.
Note: Do not use this option when using the ENPET process. The ENPET process cannot be run on your local computer.
Report display options
Before you submit your report, or if you need to re-run the report for any reason, you can modify the report display options by clicking the appropriate box.
- Include Debit and Credit Indicators? For all transactions, the report will indicate if the transaction is a Debit (D) or Credit (C). Default is blank (NO).
- Include Report Dropdown List? This box refers to the list on the upper right corner of your report, which allows you to switch between FinancialLink reports without re-running the selection process. If you are downloading this report to Excel or another database, uncheck this box. Default is checked (YES).
- Check for Blank Indexes? If you are selecting transactions for a specific index number, you may want to select those transactions with the same Fund/ Org/ Program but without an index number. Default is blank (NO).
- Show Error & Warning Transactions Only? This option produces a subset of your transactions that have Error or Warning flags. This could indicate that the category of expenditure is not allowed on the specific fund source. Default is blank (NO).
- Include Report Heading? This option is typically used only if you are downloading the report to your local computer, i.e. if you used the Save To Disk button. For displayed reports, your report would probably be very confusing without headings. Default is checked (YES).
- Include Un-checked Transactions Only? If you have previously used the Ledger Annotator check column, and have marked any of your transactions, they will be excluded from your report. This could be useful to eliminate those transactions that do not need further research. Default is blank (NO).
- Show Checked Transactions Only? Similarly, if you wish to see only those transactions you have already checked, then you can click this option. This could be useful as a progress or status check. Default is blank (NO).
Next help page |
Questions? See OPAFS Contacts.
|
At Your Service Online
