15 Correct Account Balances to Transactions

This chapter contains these topics:

• Section 15.1, "Overview"

• Section 15.2, "Running the Account Balance to Transaction Report"

• Section 15.3, "Correcting Discrepancies"

15.1 Overview

You can locate discrepancies between account balances and posted transactions by period.

After running the report and correcting discrepancies, you can prevent future out-of-balance conditions by:

• Placing security on the Batch Header Revisions form to prevent improper changes

• Assigning responsibility for out-of-balance posting to one individual

• Submitting the post jobs to only one, single-threaded job queue

• Allowing only one user to void, change, or delete entries

15.2 Running the Account Balance to Transaction Report

Navigation

From General Accounting (G09), choose Integrity Reports and Updates

From Integrity Reports and Updates (G0922), choose Account Balance to Transactions

To assist you in locating damaged data that causes an out-of-balance condition in your system, you can run the Account Balance to Transaction Integrity Report (P09705).

This report:

• Compares Account Balance (F0902) transactions to supporting Account Ledger (F0911) transactions and identifies those amounts that do not have supporting Account Ledger detail.

• Prints out-of-balance conditions only and does not perform any updates.

It is similar to the report only version of the Repost Account Ledger program, but instead of comparing Account Ledger (F0911) transactions to the Account Balance (F0902) file it starts with the Account Balance (F0902) and compares this to the posted transactions in the Account Ledger (F0911) file.

Lack of account detail is often caused by:

• Damaged F0911 records

• More than one BU/Obj/Sub combination with the same Account ID

• Change of the Posting Edit Code from L to S

• Change in the currency code of the account

• Turning Multi-Currency Conversion on or off

• Recording Account Balances by Currency

Run the Transaction Integrity Report (P09705) to identify Account Balance (F0902) amounts that do not have supporting Account Ledger (F0911) detail. This report prints out-of-balance conditions only and does not perform any updates.

You should run this report when an out-of-balance condition exists that the Repost Account Ledger program has located, or if the system failed while running the Post program (P09800).

This report compares Account Balance (F0902) transactions to supporting Account Ledger (F0911) transactions.

To limit the results of report, include any of the following in your data selection:

• Fiscal Year

• Ledger Type

• Company

• Account ID

Note:

Do not include any ledger types for which Account Ledger (F0911) detail does not exist (such as BA) or every Account Balance (F0902) record will be listed on the report for that ledger type.

This is a DREAM Writer report.

Figure 15-1 Compare Account Balances report (F0902)

Description of "Figure 15-1 Compare Account Balances report (F0902)"

15.2.1 What You Should Know About

Topic	Description
Accounts with balances in both Balance (F0902) and Detail (F0911) files	When an account has balances for both Balance (F0902) and Detail (F0911), the Repost Account Ledger program (P099102 or P099105) would also report this difference. If you ran the Repost Account Ledger program in update mode, the F0902 balance would be changed to reflect the balance in the F0911 detail file.
Accounts with no supporting detail in the Detail (F0911) file	Accounts with no supporting detail in the Detail (F0911) file can only be found by running the Account Balance to Transaction report. The Repost Account Ledger program looks at records in the F0911 file before it locates corresponding F0902 records, and would not report this issue.

15.2.2 Example: Out-of-Balance Condition

This example illustrates an out-of-balance condition. A similar condition can exist if you change the posting edit code from Blank to S (subledger required, no detail posted), or L (subledger required, detail posted) to S.

Errors

Travel and expense account 90.8720 is assigned a posting edit code of S. This edit code requires that transactions in the Account Ledger table must have a subledger. When you post journal entries with subledgers, the system creates only one entry in the Account Balances table for the total amount for all subledgers.

In this example, the system posted only one summary entry to the Account Balances table. The transactions in the two tables exist as follows:

Account Ledger

Account	Amount	Subledger	Type
JE 90.8720	500.00	1001	A
JE 90.8720	300.00	2727	A
JE 90.8720	400.00	1001	A

Account Balances

Account	Amount	Subledger	Type
90.8720	1200.00	Blank	Blank

You change the posting edit code on the account to L. A subledger is still required, and transactions now post in detail to the Account Balances table. This creates a separate entry for each subledger.

To resolve an integrity problem with an account, you run the Repost Account Ledger program to reevaluate the Account Balances table. The transactions in the tables are now updated as follows:

Account Ledger

Account	Amount	Subledger	Type
JE 90.8720	500.00	1001	A
JE 90.8720	300.00	2727	A
JE 90.8720	400.00	1001	A

Account Balances

Account	Amount	Subledger	Type
JE 90.8720	1200.00	Blank	Blank
JE 90.8720	900.00	1001	A
JE 90.8720	300.00	2727	A

The Account Balances and Account Ledger tables are out of balance because the Repost Account Ledger program updated the Account Balances table from the Account Ledger table. The out-of-balance condition does not print on the Repost Account Ledger report, but does print on the Account Balance to Transactions integrity report.

Resolutions

Resolve this problem by doing one of the following:

• Remove the posting edit code of L from the account. Create and post a zero amount journal entry with a blank subledger. Run the Repost Account Ledger program. The 1200.00 balance record for the blank value of the subledger is updated to zero. Replace the original posting edit code. This is the preferred method.

• Remove the 1200.00 Account Balances entry using a data file utility program. Do this only if the previous procedure does not resolve the problem.

Figure 15-2 Compare Account Balances (F0902) to Transactions (F0911) report

Description of "Figure 15-2 Compare Account Balances (F0902) to Transactions (F0911) report"

15.2.3 What You Should Know About

Topic	Description
Abbreviated column headings	The report contains the following abbreviated column headings: Co – Company Ct – Century FY– Fiscal Year LT – Ledger Type Cur Cod – Currency Code PN – Period Number

15.2.4 Processing Options

See Section 86.7, "Compare Account Balances to Transactions (P09705)".

See Also:

• Section 90.3, "Repost Account Ledger (P099105)"

15.3 Correcting Discrepancies

After running the integrity report, you should correct any discrepancies the system detects. Some typical discrepancies, reasons for occurring, and possible resolutions are:

Discrepancies	Reason / Resolution
The Account Balance and Detail columns are out of balance	Reasons: Data entries were damaged by improper void or change processes. An entry was not properly created by the conversion/interface programs. Resolutions: If data entries are damaged in the Account Ledger table, run a data utility. If data entries are damaged in the Account Balances table, run the Repost Account Ledger program. If an entry was improperly created by the conversion/interface programs, research the error and add the missing entries. Verify the validity of Account Ledger records and correct the conversion/interface programs.
The date pattern is incorrect	Reason: Changes were made to the fiscal date pattern after journal entries were entered into the system. Resolution: If the date pattern of the prior company is different from the new company, run the Repost Account Ledger program with the processing option set to print the report only. After reviewing the report, run the Repost Account Ledger program with the processing option set to recalculate, to correct the fiscal period and year balances.