Financial Applications: GL Funds Inquiry Exporting Data from Oracle into Microsoft Excel Using the Budget Macro with Your GL Funds

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1 : GL Funds Inquiry Exporting Data from Oracle into Microsoft Excel Using the Budget Macro with Your GL Funds Exporting from Oracle...Budget Macro Updated: August 8, 2006

2 Contents GL Funds Inquiry... 3 Account Information... 7 Exporting Accounts to Excel... 9 Set Excel to Open the File Download the Budget Macro Working in Excel Run the Budget Macro Budget Macro Features Printing the Budget Worksheet Closure Page 2

3 GL Funds Inquiry Go to PGCPS Requestor (Users) or FinApps ManagerCC Manager (Approvers): Select GL Funds Inquiry from the right submenu: Page 3

4 The following screen is displayed: In the yellow Selection Criteria fields at the top, enter the following information, starting at the top left: Page 4

5 Budget: Select PGCPS Budget from the drop down list of values. Click OK. Period: Select or enter the current month and year, e.g. AUG-06. Note: In our training instance, we will use APR-06. Page 5

6 The fields at the right, Amount Type, Encumbrance Type and Account Level, are set at the correct default. Click in the first (gray) line under Accounts: The Find Accounts form is displayed: Notice the Low and High columns. This enables you to find a range of accounts, linked to your cost center. For Schools: Enter the following information in the Low and High columns: Note: 0201, in the High column, includes the Plant Operations/Building maintenance account, as well as the Health Supplies account for schools. Click OK. Page 6

7 For Offices: Enter the following information in the Low and High columns: Click OK. Note: You can also enter the entire 9-segment account for bring up information on only one account. The accounts for your cost center are displayed. Account Information Select an account at the left (click on the account number). Select the pencil icon on the toolbar : Page 7

8 The Accounting Flexfi eld form is displayed, providing descriptions for each account segment: Click OK when you have finished reading the account description. The list of accounts is again in view. For the each account, note the columns that are displayed: Account: The 31-digit account string attached to your cost center Example: Budget: Amount at beginning of fiscal year Example: $ Encumbrance: Total amount of approved requisitions for that account in the current month. Example: $ Note: Encumbrance amounts are further divided at the bottom of the screen into (see diagram below) Commitment: Total amount of requisitions created for this month; here, $0.00, indicating that no requisitions were created for April 2006, for this account. Obligation: Total amount of approved requisitions for this month; here, $ Other: Total amount of unreceived items, e.g. a purchase order has been delivered to a building, but the person who created the requisition did not Receive it through iprocurement; here, $0.00 indicates that there are no unreceived requisitions, which is what should be displayed here. Actual: Funds paid out from this account Example: $ Funds Available: Amount left, after Encumbrances and Actual amounts are subtracted from Budget amount. Example: $ Page 8

9 Note the Encumbrance amount is further detailed in Commitments, Obligations and Other, as described above. To view information on other accounts, follow the above procedure. Now, let s obtain a copy of your accounts that is easy to read and print, and provides sub-object description as well as filtering options. Exporting Accounts to Excel We are going to export the list of accounts into Microsoft Excel to use several helpful features. Select File > Export Page 9

10 The following message is displayed: Select Save. The Save As window is displayed: Enter a file name, e.g. Budget Aug Let s save the file in the My Documents. Select My Documents folder from the icons on the left. Select Save. Page 10

11 The following message is displayed, indicating the Download is complete. Exit Oracle. Select Close. Log out of Oracle. Select File > Exit Oracle Applications Click OK. Page 11

12 Set Excel to Open the File Locate the file for your accounts in the My Documents folder. Right-click on the file icon. From the drop down menu, Select Open with... Select Choose Program. Select Microsoft Excel. Click the box to Always use the selected program to open this kind of file. Your saved Budget file will open. Note: The next time you export, the file will open directly in Excel. Page 12

13 You will need to re-save the file. Select File > Save As The Save As window is displayed: Note the file name has been changed. Remove the quotation marks and the.tsv. Page 13

14 Select the down arrow by Save as type: Select Microsoft Excel Workbook. Select Save. If the Budget Macro has not been installed on your computer, follow the directions in the next section. You only install the macro once. Make sure you EXIT Microsoft Excel before you install the Macro. Page 14

15 Download the Budget Macro Go to the following website: Click the Installation Page link in the middle of the screen. Read the directions. Go to the bottom of the page. Click the link to install Oracle Budget Excel Macro. Depending on your version of Internet Explorer, you will see one of the windows displayed to the right. Select either Open (from the top screen) or Run (displayed in the second screen). The following message is displayed: Click OK. Close Internet Explorer. Page 15

16 Working in Excel Run the Budget Macro Open your Excel GL Funds file, which you have already exported. From the Excel Menu bar... Select Tools > Macro > Macros... The window displays a list of macros. Select PERSONAL.XLS!FndsAvSingleCC (for single cost centers) Note: There is a macro for Multi cost centers, as well as one for offices involved in Projects. Click RUN. The macro runs through the file, creating totals, subtotals, and filters at the top of each column. You may see a message that Excel can not determine which row contains column labels. Click OK Page 16

17 Budget Macro Features The Macro will continue to run until completed. Notice at the top of each column, a drop-down fi lter is available, with descriptions of the subtotaled groups from which to choose. For a quick overview of your budget, there are 3 small buttons to the left of column A. Click 1 To display the Grand Total. Click 2 To display Subtotals by Function. Click 3 To display all data. Let s look at the column for Sub-Objects Description. Click on the down arrow. Page 17

18 Scroll to Postage and Delivery. When you release the mouse, the Grand Total for that group is displayed, along with Approved (Beginning) Budget, Encumbrances, Expenses, and Remaining Balance. To return to the full list, click on the down arrow next to Sub Object Description, and scroll back up to ALL. When you release the mouse button, all sub object areas will be displayed. You can also click 3 (the button at the top left, again.) Continue to obtain information for other accounts in the same way. Save the file again. Select the disk icon on the toolbar: Let s print the file. Page 18

19 Printing the Budget Worksheet Select File > Page Setup. Select the Page tab. Select Landscape for Orientation. Other options: Change the size of the hardcopy using the Adjust to box. Select paper size. Page 19

20 Select the Margins tab. Click the Left and Right margins down arrow to change the margin to.25. Leave the top, bottom, header and footer as they are displayed. Select Center on page > Horizontal Select the Header/Footer tab. Note that the header and footer have been included already (from the Macro), even the file name! Make sure that you use a consistent file naming scheme each time you export the accounts from Oracle, e.g. always start with budget or account and then the current date, ex. budget aug Page 20

21 Select the Sheet tab. Select Gridlines (under Print) at the left. This makes reading a large spreadsheet of numbers much easier! Note other features: Print Area (columns A through O) is already entered. Change this only if you add information to the worksheet. Rows to repeat at the top ($1:$2) will print the column headings that are in row 1, and the blank row 2, at the top of each worksheet, again making it easier to read your copy. Select Print Preview to see how the worksheet will print. Page 21

22 A preview of you budget will be displayed: Select Print when you are ready to print. Closure At the beginning of the fiscal year, decide on: a method of organizing budget information a scheduled time, at least once, but preferably, several times a week, to export your accounts from Oracle, run the macro, and print out your accounts. Remember, during periods when many requisitions are being created and approved, your accounts will change often. Page 22

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