General Ledger Transactions Lookup

Capital Asset Management > Capital Asset Management Transaction Documents

General Ledger Transactions Lookup

When a user enters a moveable capital asset object code into a Cash Receipt, Distribution of Income and Expenses, General Error Correction, Internal Billing, Service Billing, or Procurement Card document, the system allows the user to capitalize the expense or modify information about the asset. Then the system collects the data, routes the document for required approvals, and updates the affected accounts in the General Ledger. After the transaction has been approved and the General Ledger has been updated, nightly processes collect the transactions and make them available for further processing via the General Ledger Transactions Lookup.At this point, authorized users use this Lookup to retrieve the associated documents and apply or add payments for these moveable capital assets.

When you select General Ledger Transactions the system opens the General Ledger Transactions Lookup.

Here you may enter information into any combination of search fields in order to retrieve the G/L entries you want to work with.

General Ledger Transactions Lookup field definitions

Title	Description
Account Number	Retrieves records based on the university's account number for this pool of funds. Either enter a value or use the lookup icon to find it.
Chart Code	Retrieves records based on chart code. These codes identify the valid charts that make up the high-level structure for the Chart of Accounts. Either enter a value or use the lookup icon to find it.
Document Number	Retrieves records based on a specific document number.
Document Type	Retrieves transactions by a code that distinguishes between the different types of transactions (e.g. general error correction, cash receipts).Either enter a value or use the lookup icon to find it.
Fiscal Period	Retrieves transactions by fiscal period code.
Fiscal Year	Retrieves records based on the fiscal year the transaction was posted to the General Ledger. Either enter a value or use the lookup icon to find it.
Object Code	Retrieves records based on an optional element of the accounting string that permits tracking of financial activity within a particular account at a finer level of detail. Either enter a value or use the lookup icon to find it.
Object Type Code	Retrieves records based on object type code (an attribute of Object Code that is used to identify its general use, such as income, asset, expense, liability or fund balance). Either enter a value or use the lookup icon to find it.
Organization Document Number	Retrieves records based on the reference identification number entered on the document.
Organization Reference Id	Retrieves records based on the ID assigned by the organization that is part of the accounting record.
Origin Code	Retrieve records based on the system from which the transaction originates.
Reference Document Number	Retrieves documents based on the original document reference number entered on the General Error Correction (GEC) document.
Reference Origin Code	Retrieves records based on the system in which the original transaction was created (for example, a legacy GL system).
Sub-Account Number	Retrieves records based on an optional element of the accounting string that permits tracking of financial activity within a particular account at a finer level of detail. Either enter a value or use the lookup icon to find it.
Submit to CAMS	Displays transactions based on whether they have been submitted to the CAM module yet: When Submit to CAMS is set to Yes, the search result shows the acct lines being submitted to the CAM module via the create asset or apply payment button. When No is selected, the search result shows only the account lines remaining to be processed to the CAM module.
Sub-Object Code	Retrieves records based on an optional element of the accounting string related to the university object code that allows you to create finer distinctions within a particular object code for a specific account. Either enter a value or use the lookup icon to find it.
Transaction Date From/To	Retrieves payment requests and credit memos for given dates. The transaction post date is the date the transaction was posted to the General Ledger. Either enter a date or use the calendar tool to find it.

After you enter search criteria and click search, the system displays a list of matching transactions.

To process one of these transactions and make it the primary accounting line on the General Ledger Processing document, click the process link in the Actions column. The system displays the General Ledger Processing document.