Frequently Asked Questions (FAQs)
General Ledger Frequently Asked Questions
Getting Started
- I followed the Desktop Configuration Guide for setting up the Macro Security level in Excel, but I still don't see the Oracle icon when I open a Web ADI template. What's wrong?
After setting up the Macro Security level, close the Excel application. Then reopen the Web ADI template. The changes will be recognized by your computer and the Oracle icon will appear in the Excel toolbar.
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- How do you unprotect a worksheet in Excel?
From the toolbar go to Tools-->Protection--> select Unprotect sheet. If you would like to add more rows to the Web ADI template select Insert--> Rows from the toolbar.
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Creating and Modifying a Journal
- Can the journal be modified after it has been submitted for approval?
No. The approver can either correct the journal and send it to another approver for approval or reject the journal and have the preparer make the corrections.
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- How can I find out who prepared and approved a journal in RIAS?
You can select the RU GL Journal Inquiry link in the application or use the report entitled Document Lookup to view the preparer and approver information.
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- Why should journal lines be numbered in increments of 5?
It is recommended that journal lines be numbered in increments of 5 so that you can add a line between two existing journal line entries. The system will automatically adjust the number of the lines.
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- When I modify the journal header section, the changes are not reflected in the line descriptions. Why?
Modifying the journal header description does not automatically change the journal lines descriptions. In order for the change to populate in the line descriptions, you have to enter the changes in each line.
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- What is Manual Encumbrance?
Manual encumbrance journals (open commitments) are used to place funds aside for a particular transaction that you know will happen in the future. As expenses occur for this transaction, you have to manually create journals to reduce the encumbrance journal. The encumbrance journals will be reflected in financial reports and will be included in your account balance calculations.
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- Why does the message “failed to pass funds reservations” occur?
One reason for the “failed to pass funds reservations” message is that you selected a closed fiscal period for the journal. You must make sure that your journals are in the correct, open fiscal period. Another reason is that the Organization ID and/or Natural Accounts used on the journal is expired or became invalid. Contact your Business Manager or University Accounting for assistance on the matter.
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Web ADI Template
- Can a journal that was created using the Web ADI template be forwarded to someone for review?
Yes. Save the Web ADI template to your desktop. Send an email with the Web ADI template as an attachment. If the individual who receives the Web ADI template uploads the journal, that person becomes the preparer.
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- If I upload a Web ADI journal template using Internet Explorer 7.0 and the upload is just clocking, what should I do?
Check to ensure the scripting and download sections in your Internet settings are enabled. See the Desktop Configuration guide for complete details.
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- Rather than save the Web ADI Excel templates to my desktop and then create a journal, I would like to use the Web ADI Excel templates directly from the forms repository on the RIAS website. I do not use Excel 2007. What do I do?
In order to use the templates directly from the forms repository there is a desktop configuration setup which must be completed. This setup is not needed if you use Excel 2007. Click on My Computer. On the toolbar, select Tools-->Folder Options. The Folder Options window appears. From the Folder Options window select the File Types tab and select XLS Microsoft Excel Worksheet. Select Advanced. Make sure that Browse in same window is unchecked. Select OK. Then select Close.
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Attachments
- Who is able to view attachments?
Anyone that has access to the application is able to view any attachment. Be advised not to add attachments with any confidential information.
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- Do I have to add an attachment to a journal after I have submitted it to my Approver?
No, adding an attachment is optional. If you are creating a journal in the base application you can add an attachment to the journal before it is submitted to the Approver.
If you are creating a journal via the Web ADI (Excel) template, you can add an attachment to the journal only after submitting it to the Approver. The Web ADI (Excel) templates do not have the capabilities of adding attachments during the creation process. Once the journal has been submitted to the Approver, during the 30 minute window, login into the RIAS application, search for the journal and then add the attachment to the journal you just submitted.
For more detail instructions about attachments, view the online training demo Adding an Attachment.
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Notifications
- What is the notification process for a journal?
There is a 30 minute period before the journal is delivered to the approver. During this time, a preparer can add an attachment if needed. The notification process is as follows: a preparer submits a journal on Monday (Day 1) and receives a notification. On Tuesday (Day 2), Wednesday (Day 3), Thursday (Day 4) and Friday (Day 5) if the approver takes no action on the journal, another reminder notification is sent to the approver for each day of no action. On Saturday (Day 6), the preparer receives notification that the approver has not approved the journal(s). At that point the preparer can resubmit the journal(s) to the approver again, seek an alternate approver or select the Unreserve Funds button and delete the journal(s).
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- When I am on vacation, is there a way to setup a vacation message and delegate any notices?
Log on to the RIAS application. Select Full List under the notifications worklist. Choose Vacation Rules. Select the dates you will be out and your temporary approver. This feature is only available for an approver.
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- If a journal is rejected where do you see the rejection notification?
The user would see the rejected notification in their "FYI" notification list as opposed to their "TO DO" notifications list.
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- How long before my Approver receives my journal entry in their notifications/work list?
Once a journal has been submitted to the Approver, the system sends the journal to the Approver in 30 minute increments. This is done to provide time to add an attachment, if necessary.
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- How long does a journal notification stay in my worklist?
The journal notification stays in your work list approximately 120 days from its original creation.
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- How do you locate a journal that was created 5 months ago?
Use the RU GL Journal Inquiry to find the journal.
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Approving a Journal
- How do you submit a journal for approval?
At the bottom of the journal there is a button labeled Reserved Funds. Select this button. A note appears advising your transaction(s) passed funds reservation. Select OK. Then select the Approve button on either the batch screen or at the bottom of the journal.
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- What do I do if I receive a journal for approval and the fiscal period chosen has been closed?
You can reject the journal and have the preparer change the fiscal period or you can modify the journal with the current fiscal period and submit the journal to your approver. To change a fiscal period, select the Unreserve Funds button on either the journals screen or batch screen. A note window appears advising that your transaction(s) have passed unreservation. Select OK. Select the Change Period button on either the journals or batch screen. Enter in the new current fiscal period and select OK. Select the Reserve Funds button and then select the Approve button. The journal with the updated fiscal period will be sent to the approver.
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- What happens to a journal when an approver uses the Delegate button?
When an approver uses the Delegate button, the journal, along with a notification, is sent to the delegated approver for action to be taken within one day. If the delegated approver takes no action, the original approver receives a new notification the next day, advising them about the inactivity. Control of the journal then returns to the original approver for rejection, approval or re-delegation. The notification to the delegated approver is then removed from his or her worklist.
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