Instructions for the

General Ledger Detail Activity Website

 

If you are the advisor, president or treasurer of an agency organization you will no longer have access to use this website. All financial information for your student organization is in the Hub under the Finance section for your group.

 

For all other groups not able to use the Hub, please follow these instructions to view the financial activity for your group.

 

  1. Log on to: http://www.units.muohio.edu/controller/prod/general_accounting/?showme=aofs.htm, the following Login prompt will appear on the screen:

 

 

 

 

Unique ID: (this is your email/network login name) same as logging into the myMiami web page.

MUnet Password: (this is your email/network password) same as logging into the myMiami web page.

Click on the Login button.

 

 

 

 

  1. The next screen to appear is: General Ledger Detail Activity selection screen

 

 

Index: click on the drop down arrow and select the index code of the organization you wish to view. The index list will be limited to those you have authorization to access.

Fiscal Year: click on the drop down arrow and select the fiscal year you wish to view. Example – Fiscal Year 2010 is July 1, 2009 – June 30, 2010.

Click on the Submit button.

 

  1. The next screen to appear is: General Ledger Detail Activity identity screen

 

 

In the small box at the top left

Fund – organization’s fund number and name

Index – organization’s index code and name

Fiscal Year – fiscal year that you selected to view

Beginning Balance – balance that is in your organization’s account as of July 1, of the fiscal year selected.  A Beginning Balance in brackets < > indicates a deficit balance.

Ending Balance – balance in your account for the fiscal year you selected.  Please remember that the ending fund balance for the current fiscal year will not reflect any deposits or expenses that have not been posted to the General Ledger.  Only deposits and expenses that are listed in the report are actually reflected in the ending balance.  Any check requisitions, S numbers or other expenses and/or revenue in process that are not listed on this report; these items will need to be added to or subtracted from the ending balance.  If the Ending Balance is in brackets < > , this indicates a deficit balance.

 

 

In the General Ledger Detail Activity box you will see that you may choose the record to begin viewing as well as how many records to view at one time.  If you wish to begin viewing record 31 out of 59 records then enter 31 and select the “Go” button.  Only records 31 to 59 will be displayed on the screen.  If you wish to review more than 25 records select the drop down arrow and choose the number of records to be listed at one time.  Example: If there are 75 records, select “All” from the drop down arrow and select the “Go” prompt then all 75 records will be displayed.

 

Column 1 – FY - fiscal year chosen

Column 2 – Period – month of the fiscal year

 

00 – carry over from previous fiscal year
01 – July 07 - January
02 – August 08 - February
03 – September 09 - March
04 – October 10 - April
05 - November 11 - May
06 – December 12 – June

 

Column 3 – Date – date when the expense or the deposit was posted

Column 4 – Account – account code where the expense or the deposit was posted.

Column 5 – Account Description – description of the account code where the expense or the deposit was posted

Column 6 – Document – original document number that was assigned to the expense or deposit.

Column 7 – Description – vendor name, payee, or description of the expense or the deposit

Column 8 – Amount – dollar amount of the expense or the deposit, ( ) indicates the entry reduced the fund balance

Column 9 – Balance – new balance after the expense is subtracted or the deposit is added to the previous balance entry.  If a ( ) is noted, this indicates a deficit balance.

 

Report Options:

  Download Excel

  Download Text

At the bottom left are two different ways to export the general ledger detail.  If you select the Download Excel function it will export all of the columns listed above into an excel spreadsheet.  If you select the Download Text function it will export all of the columns listed above into a .txt document.

 

Additional Queries:

At the bottom of the page the General Ledger Detail Activity box appears again.  If you wish to review records for a different index code or a different fiscal year you may make your selections from the drop down arrows then select the submit prompt. 

 

Logout:

When you have finished reviewing the records please select the Logout box at the top right of the page.

 

Questions:

If you have any questions please contact us at GeneralAccounting@MiamiOH.edu or call us at 529-6118.