Setting up the GL Journal Cube - UGA Endowments

   Overview   

This tutorial demonstrates how to re-create the UGA Endowments view of the of the General Ledger (GL) Journal Cube. The GL Journal Cube, available in the Data Warehouse, can be used to review posted transactions over a given spending period. It provides actuals information at the summary and detail levels. It downloads as an Excel Cube with Pivot Table functionality. 

To access the General Ledger Journal Cube, you must be signed into the VPN using 02 Restricted access. The OIR homepage can be accessed at https://oir.uga.edu/ and you can reach the report using the Operational Reports link. You can also access the report at reports.uga.edu.

 

In this article, you will learn the steps to setup the Gl Journal Cube with UGA Endowment data in Excel.

1. Step 1

Gl Journal Cube Excel worksheet displayed with the New Sheet button highlighted

With the Gl Journal Cube open in Excel, click the New Sheet button.

2. Step 2

Excel Spreadsheet displayed with the Insert tab highlighted

A new sheet is displayed.

NOTE: Cell A1 should be selected.

Click the Insert  tab.

3. Step 3

Excel Spreadsheet displayed with the Click Pivot Table button highlighted

The Insert menu ribbon is displayed. 

Click the PivotTable button.

4. Step 4

Create Pivot Table popup displayed with the Use an external data source option highlighted

The Create Pivot Table popup is displayed.

Click the Use an external data source option.

5. Step 5

Create Pivot Table popup displayed with the Choose Connection...  button highlighted

The Create Pivot Table popup is displayed.

Click the Choose Connection...  button.

6. Step 6

Existing Connections popup displayed with the QA_JOURNAL_TRANSACTIONS_CUBE link highlighted

The Existing Connections popup is displayed.

Click the QA_JOURNAL_TRANSACTIONS_CUBE link.

7. Step 7

Existing Connections popup displayed with the Open button highlighted

Click the Open button.

8. Step 8

Create PivotTable popup displayed with the OK button highlighted

Click the OK button.

9. Step 9

Blank PivotTable displayed with the Amount option highlighted

A blank PivotTable is inserted. To begin setting up the cube, you will need to select the appropriate PivotTable Fields.

Click and drag the Amount option in the PivotTable Fields menu into the Values box.

10. Step 10

Amount column displayed with the UGAFUND option and Filters box highlighted

The Amount column is displayed.

Click and drag the UGAFUND option in the PivotTable Fields menu into the Filters box.

11. Step 11

UGAACCTREE column displayed woth the UGAFUND option and the Filters box highlighted

The UGAACCTREE column is displayed.

Click and drag the UGAFUND option in the PivotTable Fields menu into the Filters box.

12. Step 12

UGAFUND column displayed with the JOURNAL_DATE option and the Columns box highlighted

The UGAFUND column is displayed.

Click and drag the JOURNAL_DATE option in the PivotTable Fields menu into the Columns box.

13. Step 13

Excel Spreadsheet displayed with the More Fields option highlighted

Under the Class filter options, click the More Fields option.

14. Step 14

Excel Spreadsheet displayed with the Class ID Descr option and the Rows box highlighted

Additional options under the Class filter are displayed.

Click and drag the Class ID Descr option in the PivotTable Fields menu into the Rows box.

15. Step 15

UGAACCTREE menu displayed with the UGAACCTREE:  All drop-down menu highlighted

The UGAACCTREE menu is displayed.

Click the UGAACCTREE:  All drop-down menu.

16. Step 16

UGAACCTREE menu displayed with the All tree item highlighted

Click the All tree item.

17. Step 17

UGAACCTREE menu displayed with the 000000 - Accounts tree item highlighted

Click the 000000 - Accounts tree item.

18. Step 18

UGAACCTREE menu displayed with the 100000 - Assets tree item highlighted

Click the 100000 - Assets tree item.

19. Step 19

UGAACCTREE menu displayed with the OK button highlighted

Click the OK button.

20. Step 20

UGAFUND menu displayed with the UGAFUND:  All drop-down menu highlighted

The UGAFUND menu is displayed.

Click the UGAFUND:  All drop-down menu.

21. Step 21

UGAFUND menu displayed with the UGAFUND:  All tree item highlighted

Click the All tree item.

22. Step 22

UGAFUND menu displayed with the UGA_FUND - UGA_FUND tree item highlighted

Click the UGA_FUND - UGA_FUND tree item.

23. Step 23

UGAFUND menu displayed with the ENDOWMENT - Endowment Funds tree item highlighted

Click the ENDOWMENT - Endowment Funds tree item.

24. Step 24

UGAFUND menu displayed with the 40000 - Endowment Funds tree item highlighted

Click the  40000 - Endowment Funds tree item.

25. Step 25

Endowment Funds information displayed with the Grand Total cell highlighted

The Endowment Funds information is displayed. The Grand Total column is populated with sums across the row and not useful in the endowment view.

 Right-click the Grand Total cell.

26. Step 26

Endowment Funds information displayed with the Remove Grand Total menu highlighted

To hide the column, click the Remove Grand Total menu.

27. Step 27

Endowment Funds information displayed with the Amount: Column Labels drop-down menu highlighted

To filter by Fiscal year, click the Amount: Column Labels drop-down menu.

28. Step 28

Endowment Funds information displayed with the Select All option highlighted

To remove current values, click the deselect (Select All) option.

29. Step 29

Endowment Funds information displayed with the 2021 tree item highlighted

Click the 2021 tree item.

30. Step 30

Endowment Funds information displayed with the OK button highlighted

Click the Ok button.

31. Step 31

GL Journal Cube is displayed with FY 2021 UGA Endowment data highlighted

The GL Journal Cube is displayed with FY 2021 UGA Endowment data.

Additional Information:

To access the General Ledger Journal Cube, you must be signed into the VPN using 02 Restricted access. The OIR homepage can be accessed at https://oir.uga.edu/ and you can reach the report using the Operational Reports link. You can also access the report at reports.uga.edu.

 
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