General Ledger Inquiry Quick Guide
What is General Ledger
Inquiry?
The general ledger is a tool accountants use to record
transactions. Each time a company makes a
transaction, a corresponding journal entry is captured.
The company then uses the general ledger to compile
T Accounts, which show the balance of each account.
From here, the company will compile financial
statements: the income statement, the balance sheet
and the cash flow statement. The general ledger is
important then because it is the basic building block
for the company’s financial statements.
General Ledger Inquiry is a method used to retrieve
financial transactions using a set of criteria (Business
Unit, Ledger, Cost Center, Account number, Fund
Code, etc.).
A Ledger is a set of posted balances that represent a
set of books for a department. PeopleSoft General
Ledger supports detail, multiple, and summary
ledgers. We use the ACTUALS ledger to store all
balances.
A Journal is created when you edit journal lines
(accounting entries) online in PeopleSoft General
Ledger or when the Journal Generator process is run
in our subsystems (Travel and Expense, Payroll, etc.),
imported, or batch accounting entries.
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How to login
Logging in:
1. Go to an Internet browser (accepted browsers
include Internet Explorer, Firefox, Safari or
Chrome).
2. Type http://galaxy.utdallas.edu in address line.
3. Press Enter.
4. Type NetID and Password. Press Signin.
5. Click Gemini Financials. Click Main Menu.
Contacts
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Payroll Distribution: your department’s budget analyst,
Budget: [email protected]
Financial Reporting and Account Reconciliation
Application: [email protected]
Grants Billing: [email protected]
Purchasing, Accounts Payable, Travel, Purchasing
Cards: [email protected]
Payroll: [email protected]
Training: [email protected]
General Ledger Inquiry Quick Guide
Use 30% for Fund
Balance
Use the Cost Center
or Department
Finding a Fund Balance
To look-up a fund balance, you need to identify the
Ledger Criteria, YTD Balances, Closing Adjustments, Fund
Balance Account and Cost center or Department.
Create Fund Balance Lookup
1. Login in Galaxy.
2. Click General Ledger. Click Review Financial
Information. Click Ledger.
3. Type a name in Inquiry. Click Add.
4. Type or select DAL01 in Unit.
5. Type or select ACTUALS in Ledger.
6. Type or select four digit year in Fiscal Year.
7. Type 1 in From Period.
8. Type 12 in To Period.
9. Click Show YTD Balance
10. Click Include Closing Adjustments.
11. Type 30% in Value for Account row.
12. Type Cost Center in Value for Cost Center row.
13. Click Search
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Notes on Fund Balance
Wildcards
% is a wildcard and retrieves any values based on any
character appearing before or after this symbol. (i.e.,
30% means find all accounts beginning with 30).
Accounts
Our Fund Balances are stored in the Funds beginning with
30. To use this are your search value, enter 30%. % is a
wildcard we use to help us locate the group of accounts
for our Funds.
General Ledger Inquiry Quick Guide
Click to go back Criteria
page
Click to see journal
Indicates the total
transaction amount
Ledger Summary
The Ledger Summary page of a Fund Balance search shows the
beginning and ending balance of the selected Cost Center.
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Notes on Results
Period 0 is the beginning of budget year.
Period 999 is the end of the budget year.
General Ledger Inquiry Quick Guide
Use exact Account
or the Value Set
EXPENSES
Finding Transactions
The Ledger Summary page displays balances and
transactions for those balances.
To look-up transactions, you need to identify the Ledger
Criteria, Account and Cost center or Department.
Create Fund Balance Lookup
1. Login in Galaxy.
2. Click General Ledger. Click Review Financial
Information. Click Ledger.
3. Type a name in Inquiry. Click Add.
4. Type or select DAL01 in Unit.
5. Type or select ACTUALS in Ledger.
6. Type or select four digit year in Fiscal Year.
7. Type 1 in From Period.
8. Type a month (2) in To Period.
9. Two options: 1) type an account 2) type Value
Set (Expenses) in Account.
10. Type Cost Center in Value for Cost Center row.
11. Click Search
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Value Sets Available
There are a number of Value Sets or groupings of
accounts for a type of activity. For instance, all accounts
for Expenses are grouped together.
Here’s a sampling of the Value Sets.
Value Set
Name
EXPENSES
Description
SALARY
All Accounts in the salary group
Operating
EXP
All accounts for 0perating
expenses
REVENUE
All accounts starting with 4xxx.
Salaries
All accounts starting with 5xxx
(Salary and Benefits)
All Accounts (Salary and M&O)
starting with 5xxx or 6xxx
General Ledger Inquiry Quick Guide
Ledger Summary
The Journal Inquiry Details page displays header
information and journal lines for the journal transaction.
You can navigate through the pages using the Go To
links. Click the Transaction Details link.
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