View expenses in the general ledger

You can view records in any of the general ledger tables and make changes if necessary.

Before you begin

Role required: financial_mgmt_admin

Procedure

  1. Navigate to Financials > General Ledger and open one of these general ledgers: Staged Expenses, Cleansed Expenses, Groomed Expenses.
  2. Open an expense by clicking the value in the Number column for the expense.
  3. Modify the fields on the form as appropriate (see table).
  4. Click Submit.
    Figure 1. The Groomed General Ledger Data form
    The Groomed General Ledger Data form
    Table 1. Groomed General Ledger Data form fields
    Field Description
    Number Auto-generated identification number for the for the general ledger data record.
    State The current state of the record:
    • Unallocated: Allocations for this expense are not allocated.
    • Allocated: This expense has been allocated.
    • Locked: The general ledger expense is locked so that its allocation lines cannot be reverted.
    Account name Name of the account.
    Account number Account number this expense applies to. This field is mandatory on the Cleansed General Ledger Data form to ensure that all cleansed expenses appear in an account in the Bucketing stage of the workbench.
    Description Detailed description of the expense.
    Amount The amount of the expense.
    Cleansed expense [General Ledger Staged Data form]

    A reference to the corresponding record in the General Ledger Cleansed Data table. This is the expense in the General Ledger Cleansed Data table that is automatically created when you create an expense in the General Ledger Staged Data table.

    Staged expense [General Ledger Cleansed Data form]

    A reference to the corresponding record in the General Ledger Cleansed Data table.

    Groomed expense [General Ledger Cleansed Data form]

    A reference to the corresponding record in the Groomed General Ledger Data table.

    Grooming rule [General Ledger Cleansed Data form]

    The condition that the workbench uses to filter expenses that are put in buckets.

    Currency Currency that the expense is valued in. The currency is a three letter code defined in the Currency [fx_currency] table. If the value in this field does not match any code in the Currency table, dollar signs are displayed by default for all expenses. Make sure that your expenses in all general ledger forms are in the same currency as your system currency.
    Document amount Amount of the original expense document.
    Document currency Currency that the original expense document uses. As with the Currency field, the value in the field is a three letter code defined in the Currency table.
    Bucket [Groomed General Ledger Data form]

    Bucket that this expense is associated with.

    Sub-bucket [Groomed General Ledger Data form]

    Sub-bucket that this expense is associated with.

    Cost center Cost center this expense applies to.
    Department Department associated with this expense.
    Fiscal period [Groomed General Ledger Data form]

    Period during which this expense occurred.

    Document date Date on which the original expense document was issued.
    Import set The import set containing the data that you imported into the instance.
    Location The location of where the expense was incurred.
    Vendor The vendor record that is referenced from the Company [core_company] table.
    Posting date The date of when this expense was incurred.
    Local amount The amount represented in the local currency.
    Local currency The currency associated with the account.
    Segments Expense amounts for the segments that are defined in the IT chart of accounts.
    Related links
    Preview Allocation [Groomed General Ledger Data form]

    Opens the allocation viewer for unallocated expenses. This link does not appear on the form for allocated expenses.

    Visualize Allocation [Groomed General Ledger Data form]

    Opens the allocation viewer for allocated expenses. This link does not appear on the form for unallocated expenses.

    Related Lists
    Cost Allocations [Groomed General Ledger Data form]

    Allocation lines created from this expense.

    General Ledger Cleansed Data [Groomed General Ledger Data form]

    The records in the General Ledger Cleansed Data table that created the groomed expense records after the expenses are put into buckets.