Reviewing Balances and Transactions

This chapter provides overviews of online inquiries, statutory inquiries, trial balances, and account ledger and account balance inquiries and discusses how to:

• Review trial balances, ledgers, and subledgers.

• Review trial balances.

• Review account ledgers.

• Review account balances.

Note. Country-specific functionality for reviewing balances and transactions exists for Chile and Peru.

See Also

(CHL and PER) Working With General Ledger Functionality for Chile and Peru

Understanding Online Inquiries

You can access the most current general ledger information that is available in your system by using online inquiry programs.

In general, online inquiries use information from the F0902 and F0911 tables. Trial Balance and Account Balance inquiries use information from the F0902 table and Account Ledger inquiries information from the F0911 table.

When displaying information for online inquiries, the system uses these two automatic accounting instructions (AAIs) to determine income statement accounts:

• GLG6 - Beginning Revenue Account

• GLG12 - Ending Income Statement Account

Accounts outside this range (GLG6 – GLG12) are considered balance sheet accounts. These AAI accounts are also used to retrieve the cumulative balance for a trial balance report or inquiry.

For each online inquiry, you can summarize accounting information at different levels of detail, depending on your needs.

See Also

Reviewing Accounts in Domestic, Foreign, and As If Currencies

Understanding Statutory Inquiries

Statutory inquiry programs provide information used for government reporting. To review statutory information, you can use these online inquiry programs:

• Account Inquiry by Category Code (P09202).

• Balance Inquiry by Account/Category Code (P76H9006).

• Statutory Account Inquiry (P09218A).

See Also

Defining an Alternate Chart of Accounts for Statutory Reporting

Understanding Trial Balance Inquiries

To review trial balances for accounts quickly and in a variety of sequences, use the trial balance inquiry programs. These inquiry programs display summarized information from the F0902 table and provide access to more detailed information.

The inquiry program that you choose depends on how you want to review the account and what information you want to see. These are the trial balance inquiry programs:

All four programs have a processing option that enables you to review account balances as of a specific date, instead of viewing balances only as of the ending date for a period.

If you do not specify a date for the review, the programs identify the current (open) period for the company in the Company Constants table (F0010) and use the period-ending date for that period as recorded in the Date Fiscal Patterns table (F0008).

The cumulative balance for balance sheet accounts includes the cumulative balance forward for the prior year. The cumulative balance for income statement accounts does not include this amount.

Understanding Account Ledger and Balance Inquiries

You might need to review detailed transactions and balances for your accounts in different formats and sequences. The online ledger and balance inquiry programs provide information for specific accounts. These programs access either the F0911 table, which contains detailed transactions or the F0902 table, which contains posted balances, or both of these tables. The inquiry program that you choose depends on what you want to review and how you want to see information displayed. The account ledger and account balance inquiry programs are listed in this table:

Reviewing Trial Balances, Ledgers, and Subledgers

This section provides overviews of trial balances and ledger comparisons and discusses how to:

• Set processing options for Trial Balance/Ledger Comparison (P09210A).

• Review trial balances and ledger comparisons.

• Review trial balance subledger information.

Understanding Trial Balance and Ledger Comparisons

Use the T/B / Ledger Comparison program (P09210A) to review account balances for a specific account or to review balances for all accounts within a business unit. You might also need to analyze account balances between two different ledgers. This is especially helpful when comparing budget amounts to actual amounts or when analyzing budget variances.

You control the level of detail in which to review information. You can compare ledger types from different fiscal years or specific general ledger dates. You can define the type of format that you use to view your account balances by rearranging the columns in the detail area.

Using processing options, you define how the program calculates the balances and variances. The system calculates the variance using the ledger types and calculation method that you specify in the processing options. If you change the ledger types or calculation method, the variance also changes.

Forms Used to Review Balances, Ledgers, and Subledgers

Setting Processing Options for Trial Balance/Ledger Comparison (P09210A)

Processing options enable you to specify the default processing for programs and reports.

Default

Display

Currency

Select

Reviewing Trial Balances and Ledger Comparisons

Access the Trial Balance / Ledger Comparison form.

Skip to Account	Enter an account number to review account balances for a specific account or enter a business unit number to review account balances for all accounts in a business unit.
Select / Skip To	Based on the value that you entered in the Skip to Account field: To review account balances for a specific account, select this check box. To review account balances for all accounts in the business unit, do not select this check box.
Ledger Type 1, Ledger Type 2, Type/Subledger, and Level of Detail	Change the default information in these fields, if necessary. To display all subledger information posted to accounts, enter * in the Subledger field. If you leave this field blank, the system displays only posted amounts without subledgers.
Period / Date	To review account balances through the ending date of a specific period, select this check box. To review account balances through a specific date within a period, clear this check box.
LT 1 Thru Date and LT2 Thru Date	Change the values in these fields, if necessary. If you leave the LT 1 Thru Date and LT 2 Thru Date fields blank, the system uses the current date for the company in which the business unit belongs. To review account balances through a specific date within a period, enter the date in the LT 1 Thru Date and LT 2 Thru Date fields and clear the Period / Date check box. You must set the Date Effective Balances processing option for this program to Y to review account balances through a specific date.

Access to Other Programs from the Row Menu

You can access several other programs from within the T/B / Ledger Comparison program. Selections from the Row menu enable you to access these forms:

• Work with Account Ledger

• Account Balances

• Account Balance by Currency Code

• Account Balance by Subledger

• Work With Order Details

• Work With Commitment Inquiry

Reviewing Trial Balance Subledger Information

Access the Account Balance by Subledger form.

Reviewing Trial Balances

This section provides an overview of trial balance review and discusses how to:

• Set processing options for T/B by Object Account (P09214).

• Set processing options for T/B by Company (P09216).

• Set processing options for T/B by Subledger (P09215).

• Review balances by object.

• Review balances by company.

• Review balances by subledger.

Understanding Trial Balance Review

You can review trial balances by:

• Object account

• Company

• Subledger

Use the Trial Balance by Object Account program (P09214) to review account balances across all business units. You can also review balances for two ledger types at the same time, which enables you to review actual amounts and currency or budget amounts side by side and so on.

Use the T/B by Company program (P09216) to review balance information for a specific account across business units for a single company.

Use the T/B by Subledger program (P09215) to review account balances for one subledger or all subledgers. You can review balances for one ledger type only.

Forms Used to Review Trial Balances

Setting Processing Options for T/B by Object Account (P09214)

The processing options for the T/B by Object Account program are the same as those for the Trial Balance / Ledger Comparison program except for the processing options described in this section.

See Setting Processing Options for Trial Balance/Ledger Comparison (P09210A).

Select

Default

Display

Setting Processing Options for T/B by Company (P09216)

The processing options for the T/B by Company program are the same as those for the Trial Balance / Ledger Comparison program except for the processing option described in this section.

Display

Setting Processing Options for T/B by Subledger (P09215)

The processing options for the T/B by Subledger program are a subset of those used by the Trial Balance / Ledger Comparison program.

See Setting Processing Options for Trial Balance/Ledger Comparison (P09210A).

Reviewing Balances by Object Account

Access the Trial Balance by Object form.

Select / Skip To	To review balances only for the account number in the Object/Subsidiary field, select this check box. To begin the list of accounts that display with the account number in the Object/Subsidiary field and include all account numbers greater than the account, do not select this check box.
Period / Date	To specify a period, select this check box and enter the period number in the Thru Period field.
Thru Period	Enter the period number. This field appears only if you select the Period / Date check box.
Thru Date	To specify a through date, enter the date in this field. If you leave this field blank, the system uses the ending date of the current period for the company.

Access to Other Programs from the Row Menu

You can access several other programs from within the Trial Balance by Object Account program. Selections from the Row menu enable you to access these forms:

• Work with Account Ledger

• Account Balances

• Account Balance by Currency Code

• Account Balance by Subledger

Reviewing Balances by Company

Access the Trial Balance by Company form.

The fields that appear on this form are similar to those on the Trial Balance by Object Account form.

See Reviewing Balances by Object Account.

Reviewing Balances by Subledger

Access the Trial Balance by Subledger form.

Access to Other Programs from the Row Menu

You can access several other programs from within the T/B by Subledger program. Selections from the Row menu enable you to access these forms:

• Work with Account Ledger

• Account Balances

Reviewing Account Ledgers

You can review account ledger information using different programs:

• Account Ledger Inquiry (P09200).

• Account Inquiry by Object Account (P09201).

• Account Inquiry by Category Code (P09202).

This section provides an overview of account ledger inquiry, account ledger by object account, and account ledger by category code and discusses how to:

• Set processing options for Account Ledger Inquiry (P09200).

• Set Processing options for Account Inquiry by Object Account (P09201).

• Set processing options for Account Inquiry by Category Code (P09202).

• Review account ledger transactions.

• Review ledgers by object account.

• Review account ledgers by category code online.

Understanding Account Ledger Inquiry

Use the Account Ledger Inquiry program (P09200) to review detailed transactions for an account by date range, subledger, and ledger type. The system displays both posted and unposted transactions from the F0911 table and provides a ledger total (posted and unposted amounts) and an unposted total. The difference between these totals is the posted total.

The year-to-date period amount equals the posted ledger total if your date selection meets this criteria:

• The From Date is the first day of the fiscal year.

• The Thru Date is the last day of the month specified.

• The From Date and the Thru Date are in the same fiscal year.

The year-to-date and cumulative-period amounts might not equal the posted ledger total if you cross over a fiscal year or if you display only part of the current fiscal year.

If you are reviewing an income statement account, the year-to-date and cumulative period amounts are equal. The cumulative period amount does not appear for an income statement account.

If you set the Second Ledger processing option accordingly, you can review amounts for two ledger types, such as actual and currency restatement ledgers, at the same time. A second ledger type is especially beneficial in multicurrency environments because you can see transactions for foreign and domestic currencies at the same time.

Understanding Account Ledger by Object Account

Use the Account Inquiry by Object Account program (P09201) to review detailed transactions for an object account across all business units. The system displays both posted and unposted transactions from the F0911 table. To limit your search for transactions to review, you can use the same criteria that is available in the Account Ledger Inquiry program (P09200).

If you set the Second Ledger processing option accordingly, you can review amounts for two ledger types, such as actual and budget ledgers, at the same time.

Understanding Account Ledger by Category Code

Use the Account Inquiry by Category Code program (P09202) to review detailed transactions for any of the category codes that are set up for an alternate (statutory) chart of accounts. You specify the category code (21, 22, or 23) in the Category Code processing option for this program. The system displays both posted and unposted transactions from the F0911 table. To limit your search, you can use the same criteria that is available in the Account Ledger Inquiry program.

If you set the Second Ledger processing option accordingly, you can review amounts for two ledger types, such as actual and budget ledgers, at the same time.

Forms Used to Review Account Ledgers

Setting Processing Options for Account Ledger Inquiry (P09200)

These processing options specify the default values that the system uses on the Work with Account Ledger form.

Defaults

Select

Display

Process

Currency

Setting Processing Options for Account Inquiry by Object Account (P09201)

The processing options for the Account Inquiry by Object Account program are the same as those for the Account Ledger Inquiry program except for the processing option described in this section.

See Setting Processing Options for Account Ledger Inquiry (P09200).

Defaults

Setting Processing Options for Account Inquiry by Category Code (P09202)

The processing options for the Account Inquiry by Category Code program are the same as those for the Account Ledger Inquiry program except for the processing options described in this section.

See Setting Processing Options for Account Ledger Inquiry (P09200).

Category Code

Defaults

Reviewing Account Ledger Transactions

Access the Work With Account Ledger form.

Ledger Type 1	Change the value in this field to review a ledger other than AA (actual amounts) ledger. The program uses AA as the default ledger type.
Ledger Type 2	Change the value in this field, if necessary. This field appears only if a processing option is set to display a second ledger type.

Reviewing Ledgers by Object Account

Access the Work With Account Ledger by Object Account form.

Reviewing Ledgers by Category Code

Access the Work With Account Ledger By Category Code form.

Reviewing Account Balances by Month

You can use two programs to review account balances:

• Account Balance by Month (P0902P1).

• Account Balance by Subledger (P092131).

This section provides an overview of account balances review and discusses how to:

• Set processing options for Account Balance by Month (P0902P1).

• Set processing options for Account Balance by Subledger (P092131).

• Review monthly account balances.

• Review balances by subledger.

Understanding Account Balances Review

Use the Account Balance by Month program (P0902P1) to review account balances for a general ledger period including:

• Monthly net changes (net postings) and cumulative monthly balances for each period of the fiscal year for a single account.

• Prior year-end net posting amounts for profit-and-loss accounts.

• Prior year-end balance forwards for balance-sheet accounts.

This online inquiry displays information from the F0902 table. Reviewing information on this inquiry form is especially helpful after you run the Annual Close program (R098201) because you can quickly review amounts for balance forward and prior-year ending net postings to verify that the closing was successful.

Use the Account Balance by Subledger program (P092131) to review account balance information by subledger and subledger type for a particular account. This program displays posted amounts and balances for the current period and year to date from the F0902 table. It does not have processing options.

Forms Used to Review Account Balances

Setting Processing Options for Account Balance by Month (P0902P1)

Processing options enable you to specify the default processing for programs.

Defaults

Reviewing Monthly Account Balances

Access the Account Balances form.

Balance Forward

Displays the cumulative prior year-end balance. The system uses this amount as the beginning balance for balance sheet and job cost carry-forward accounts. Note. Do not confuse this amount with the prior year-end net posting amount. The prior year-end net posting amount includes only the postings from the prior year. It does not include the ending balance of the previous year. The prior year-end net postings are typically used for profit and loss statement comparisons.

PYE Net Postings (prior year-end net postings)

Displays the prior year-end net postings. The system uses this number for profit and loss statement comparisons.

Reviewing Balances by Subledger

Access the Account Balance by Subledger form.

The system displays subledger detail information on this form only if the posting edit code is not S.

The Net Posting Thru Date field shows the net balance posted year-to-date while the Net Posting for Period field shows the net balance for the current period.