General Ledger (GL)

 

GL 1 Accounting Basics (online)

Introduces the basic accounting concepts related to the General Ledger in the Financials system. After completing this course, participants will be able to explain the relationship between Balance Sheet and Income Statement categories, use the Debits and Credits Guide, and interpret a university accounting style report.

Topics Covered: • A Balance Sheet is the financial statement that shows a university department’s financial position as of a point in time. The Income Statement summarizes the earning and spending activity for a period of time. • On the Balance Sheet, assets reflect what is owned. Liabilities reflect what is owed. • Debits and credits are used to make changes to, and state the amount of, financial statement items. • The key to using the Debits and Credits Guide is making sure that you are looking at the correct column representing a financial statement category. • Accounting style reports present the information using debits and credits. Length: Varies by Learner Audience: Financial Users and those who need an understanding of accounting basics. For a more friendly screen reader experience, after registering for this training, go to your transcript and select the drop-down arrow next to the Launch button, select View Training Details, and then select the Resources link.

GL 2A Journal Entry Initiator (online)

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Introduces the basic concepts of processing journal entries in the Financials system. After completing this course, participants will be able to describe the responsibilities of a Journal Entry Initiator, identify the components of the ChartField, process a journal entry, identify reasons that journal entry errors occur and explain the purpose of Interdepartmental Billing (IDB) journal entries.

Initiator GL Experience 

Provides an opportunity for hands-on learning. These two-hour sessions allow participants to create General journal and IDB journal entries within the training environment. New users will be able to:

  • View the Financials system pages
  • Complete entry fields
  • Use the look up feature
  • Identify the fields with default values
  • Become familiar with the navigational features
  • Practice, practice, practice

GL 2B Spreadsheet Upload (online)

Describes the spreadsheet upload process for making journal entries into GL in the Financials system. After completing this course, participants will be able to prepare the Departmental Spreadsheet and complete a Spreadsheet Upload template to successfully upload journal entries. Once the journal entries are uploaded, they will be able to review and modify as needed.

                                                        GL 3 Deposits (online)

Piggy Bank_snagitIntroduces the basic concepts of processing Deposit journal entries in the Financials system. After completing this course, participants will be able to describe responsibilities when making deposits, explain the difference between Deposit and Other Bank Activity (OBA) journals, describe when each deposit method is used, and explain the steps in the process for making Deposit journal entries.

Deposit GL Experience

Provides an opportunity for hands-on learning. These two-hour sessions allow participants to create Deposit and OBA entries within the training environment. New users will be able to:

  • View the Financials system pages
  • Complete entry fields
  • Use the look up feature
  • Identify the fields with default values
  • Become familiar with the navigational features
  • Practice, practice, practice

GL 4 Journal Entry Approver (online)

Describes the responsibilities and steps for approving and posting journal entries in the Financials system. After completing this course, participants will be able to explain how workflow is used in the Financials system, access a Worklist, approve or deny journals, and explain which changes to a journal will restart workflow.

GL 5 Inquiry and Timesavers (online)

Explains when and how to use each of the General Ledger inquiry tools and several helpful Timesavers in the Financials system. After completing this course, participants will be able to explain the differences between the three primary inquiry tools, identify the best use for each tool, inquire on journal entries, and use Timesaving tools to improve the accuracy of entering transactions.

Inquiry GL Experience

Provides an opportunity for hands-on learning. These two-hour sessions allow participants to use different Inquiry methods and Timesaver tools within the training environment. New users will be able to:

  • View the Financials system pages
  • Complete search fields
  • View search results
  • Become familiar with the Timesaver tools
  • Practice, practice, practice

Initiator Final Assessment

The Final Assessment will include questions and problems to solve based on typical day-to-day assignments of an Initiator. As an example, participants will create several general journal entries (JRNL) and Interdepartmental billing (IDB) journal entries using the training database. The results will be reviewed for accuracy and appropriateness. The two hour assessment sessions will be held in a computer lab at Mount Hall.

GL 6 eReports (online)

Teaches General Ledger users how to access and navigate eReports. After completing this course, participants will be able to identify three categories of reports, download Standard Monthly Reports, set parameters to run ad hoc reports, work with pivot tables and save reports as Excel files. Demos are included for each type of report as well as instructions on how to work with a pivot table.

GL 7A Fund Accounting (online)Calculator Tape_snagit

Introduces the basic concepts of fund accounting at the university. After completing this course, participants will be able to identify the seven different types of funds, define Current and Non-Current Funds including unrestricted and restricted, and describe the difference between Endowment Principal and Endowment Income and Expense. The final sections of the course introduce concepts about budget and fund transfers by describing what budget means by type of fund and explaining how funds are transferred between Fund groups.

GL 7B Budget and Fund Transfers (online)

Describes the basic concepts of processing Budget and Fund Transfers in the Financials system. After completing this course, participants will be able to describe the responsibilities of a Transfer Initiator, explain when each Transfer type is used, and be able to use the Transfer Account Values Matrix to determine the appropriate To and From accounts to use for each Fund Transfer. In addition, the steps for entering a General Fund Spending Authority (GFSA) Transfer, Present Budget Allocation (PBA) Transfer, and Fund Transfer are described. There is also a tab to describe the process for approving or denying transfers.

Budget and Fund Transfer GL Experience 

Workshop Registration or Cancellation: go.osu.edu/BuckeyeLearn

Provides an opportunity for hands-on learning. These two-hour sessions allow participants to use the budget and fund transfer tools within the training environment. New users will be able to:

  • View the Financials system pages
  • Complete entry fields
  • Use the look up feature
  • Identify the fields with default values
  • Become familiar with the navigational features
  • Practice, practice, practice

In addition to the four prerequisite core courses, the chart below provides a list of required and recommended training courses and GL Experience sessions for each role.

GL 9 Endowment Funds

This course discusses basic and intermediate level concepts about endowment funds at the university, including endowment distributions and reporting. Topics included in this course describe stewardship responsibilities of managing endowment principal funds, the distribution calculation of the Long-Term Investment Pool and other issues in managing endowment distributions and analyzing reports.

GL 10 Unrelated Business Income (UBI)

This course defines what UBI is and how to properly identify it within a university earnings operation. It explains the reasons why the University must comply with IRS UBI regulations. The course also describes the requirements and circumstances that define whether your earnings fund is considered UBI and identifies examples and exclusions of UBI.

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You may also use the checklist of the Steps for Becoming a Journal Entry Initiator to follow your progress.

 

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