General Ledger Balance

Description: KFS report that displays a month-by-month breakdown of activity for an account by object code. Used to review account activity trends by month.

Access: Any KFS user can initiate a General Ledger Balance Lookup.

KFS Module: Financial Processing.

Routing: None.

On This Page: Query Fields | Consolidation Results | Detail Results | Exclude Sub-Accounts Results

Click a screenshot below to view the full-sized image in a new tab.


Query Fields

Some query fields will be populated by default. On the General Ledger Balance query, the current fiscal year will display in the Fiscal Year field and AC, or Actual, will display in the Balance Type Code field. Delete or change this input as desired.

Fiscal Year, Chart Code, and Account Number are the only required fields on this query. Limit search results by providing additional search parameters. Use the magnifying glass beside each field to search for a value if you do not know what to enter. Wildcard characters are compatible with all fields in this query except for Fiscal Year, Chart Code, and Balance Type Code.

screenshot

Consolidation Option

Balance inquiries allow a user to choose to view balances as consolidated or detailed. In this case, 'consolidation' refers to sub-accounts, not object codes.

  • Consolidation: Display the aggregate total for all sub-accounts for the selected chart and account number. Default option.
  • Detail: Display the balances for each sub-account for the selected chart and account number, in addition to the balances for the top-level account that are not associated with a sub-account.
  • Exclude Sub-Accounts: Display only the balances for the top-level account for the selected chart and account number, omitting any activity associated with sub-accounts.

Account View Option

  • Monthly: View balances based on each month's distinct activity. Default option.
  • Accumulate: Accumulate the balances through the fiscal year to view year-to-date totals by month.

Include Pending Ledger Entry

Balance inquiries allow a user to choose to include or exclude pending ledger entries. Pending ledger entries are transactions from documents that have been approved or submitted for approval, but have not yet posted to the General Ledger.

  • No: Only return data from documents that reached Final status the previous day; data in this report is one day old. Default option.
  • Approved: Include data from documents that reached Final status sometime today. These transactions have been approved and will post to the General Ledger overnight.
  • All: Include data from all documents associated with this account, regardless of their status: Saved, Cancelled, En Route status, or Final. Selecting this option can generate misleading results. Saved documents may contain incomplete or unbalanced accounting entries. Additionally, submitted documents may not reach Final status. Use this option with the understanding that saved and unapproved transactions may change drastically prior to posting to the General Ledger, or may never post at all.

Consolidation Results

Results include:

  • Account Line Annual Balance Amount: The total of activity in an account for the specified balance type across all periods of the selected fiscal year.
  • Beginning Balance Line Amount: The amount in an account for a specified balance type and object code at the beginning of the selected fiscal year.
  • Contract Grants Beginning Balance Amount: The cumulative amount in an account for a specified balance type and object code that was carried forward from the previous fiscal year.

In the example below, results are shown with the Monthly Amount View Option.

screenshot

Note that, by clicking on a Beginning Balance Line Amount, Contracts Grants Beginning Balance Amount, or a month's amount, the following drill-down sequence is possible:

  1. General Ledger Entry Lookup
  2. Open a KFS document or Labor Ledger Entry

Detail Results

By selecting Detail from the Consolidation Option choices, we see a breakdown by sub-account. In the screenshot below, for example, we see that was was listed as a $39.76 expenditure in September under object code 4021 was actually a $5.76 expense on the APMOV sub-account and a $34.00 expense on the top-level account.

In the example below, results are shown with the Monthly Amount View Option.

screenshot


Exclude Sub-Account Results

By selecting Exclude Sub-Accounts from the Consolidation Options choices, we see only activity from the top-level account. In the screenshot below, for example, we see the $34.00 expense in September under object code 4021 associated with the top-level account, but do not see the $5.76 expense associated with the APMOV sub-account.

In the example below, results are shown with the Monthly Amount View Option.

screenshot