After you select the desired inquiry, you are taken to the lookup criteria screen. The lookup criteria may display some default values, which you may change. To view all General Ledger balances on a specific account you need to enter just the chart and the account number. You can be more specific by including additional criteria. To view specific sub-accounts, object codes or sub-object codes you may enter these criteria. On some of the inquiry screens the balance type may be changed to view something other than actual balances. For example, to view budget transactions, you can change the balance type to either ‘CB’ (current budget), ‘BB’ (base budget), or ‘MB’ (monthly budget which may not be available on all accounts).
The following is an example of the lookup criteria screen for the General Ledger Balance Lookup.
Click 
when you have entered all necessary criteria and are ready to
retrieve the balances.
The inquiries contain various dollar accumulators. The following describes the meaning of each of the amounts displayed in the inquiry results, and which inquiries contain the bucket type.
Dollar Accumulator definition
|
Column Title |
Description |
|
Account Line Annual Balance Amount |
The total amount of activity in this account for this balance type across all periods of the selected fiscal year. Appears in Cash Balances inquiry and the General Ledger Balance inquiry. |
|
Actual Amount |
The total of all actual activity for a given balance line of the selected fiscal year. Appears in Available Balances inquiry and Balances by Consolidation inquiry. |
|
Available Cash Balance |
The total of the beginning balance and the year-to-date balance. Appears in the Cash Balances inquiry. |
|
Beginning Balance Line Amount |
The amount in this account for this balance type and object code at the beginning of the selected fiscal year. Appears in the General Ledger Balance inquiry. |
|
[Month] Balance Amount |
The total of all activity for a given accounting period. These fields are labeled as the month to which they refer (July, August, September, etc.). |
|
Budget Amount |
The current budget amount in this account for the selected fiscal year. Appears in Available Balances inquiry and Balances by Consolidation inquiry. |
|
Closed Amount |
The amount of the encumbrance that has been closed. Appears in the Open Encumbrances inquiry. |
|
Contracts Grants Beginning Balance Amount |
The cumulative amount in this account for this balance type and object code that was carried forward from the previous fiscal year. Appears in the Cash Balance inquiry and the General Ledger Balance inquiry. |
|
Encumbrances Amount |
The total of all encumbrance activity for a given account for the selected fiscal year. Appears in Available Balances inquiry and Balances by Consolidation inquiry. |
|
Ledger Entry Amount |
The dollar amount associated with a particular ledger entry. Appears in General Ledger Entry inquiry and Pending General Ledger Entry inquiry. |
|
Open Amount |
The amount of the original encumbrance. Subtracting the Closed Amount from the Open Amounts gives the amount of the encumbrance that is still outstanding. Appears in the Open Encumbrances inquiry. |
|
Variance |
The difference between the available budget and the actual amounts, plus encumbrances for an object code or category. Appears in Available Balances inquiry and Balances by Consolidation inquiry. |
The various inquiries display their initial balances at different levels of aggregation. You may drill down into detail when there is the Drill Down link available, or if the amount or other attribute (e-doc, for example) is a hyperlink. The following illustrations show the types of drilldowns available in the inquiries.
You may drill down to the next level from the Drill Down link.
You may drill down to the entries that make up the total from the amount link.
You may drill down to the actual e-doc from the document Number link.
Drill down to pending entry
Balance inquiries allow you to choose to include or exclude pending ledger entries. These entries have been generated by OLE documents that have not yet been posted through the GL accounting cycle. After a financial processing e-doc is saved, it generates pending ledger entries. These entries are considered pending until the document is disapproved (at which point they are removed) or the document is fully approved and the entries are posted to the General Ledger.
You can choose to exclude pending ledger entries (the default behavior), include all pending ledger entries, or include only those entries associated with documents that have been approved (documents that have reached 'Processed' or 'Final' workflow status).
Note
Including all pending ledger entries in an inquiry can generate misleading results. Note that choosing to include all pending ledger entries in a balance inquiry can generate misleading results because saved documents may contain incomplete or unbalanced accounting entries. Choosing to view all pending ledger entries should be done with the understanding that unapproved entries may change drastically prior to actually posting or they may not post at all.
Refer to the following chart to identify the inquiry that applies to your analysis.
Inquiry Drilldown Patterns
|
By Consolidation |
By Level |
By Object |
GL Balance |
GL Entry Lookup |
By e-doc | |
|
Available Balances |
a |
a |
a | |||
|
Cash Balances |
Lists cash balances only (no drilldown) | |||||
|
GL Balances |
a |
a |
a | |||
|
GL Entry |
a |
a | ||||
|
GL Pending Entry |
a |
a | ||||
|
Open Encumbrances |
Lists open encumbrance amounts only (no drilldown) | |||||
