Account Balances Overlay

The Account Balances Overlay, shown in Figure 5-7a below, appears automatically for non-heading accounts when you save a record or when you click on the Balances button from the Chart of Accounts Screen in Account Balances File Maintenance. This overlay addresses fiscal year balance amounts associated with the current account but maintained in a separate file. You normally enter this level in the same mode you were in at the higher level (except you are converted to Add mode if no records exist in Change mode) but you can change mode by using the mode icons on the toolbar or the mode function keys. If desired, in key entry, you can click on or press the Scan key to review the records currently on file and select one for editing or viewing.

For each fiscal year, here is where you establish account balance information including monthly, SOY (Start of Year), and EOY (End of Year) balances as well as Source, Use, and Neither MTD and YTD amounts. Account balance records do not apply to heading accounts.

This overlay contains the following fields for each fiscal year record associated with the current account (which is identified in the title bar).

Balance Information

Fiscal Year

Enter the fiscal year as a 4-digit number.

SOY (Start Of Year)

Enter the SOY balance, if applicable (with up to 9 digits to the left of the decimal and 2 digits to the right, plus a "-" if needed for a credit amount). It is normally zero for income/expense accounts and entered only for asset/liability accounts.

Monthly/Period Balances

Enter the appropriate balance for each month/period (with up to 9 digits to the left of the decimal and 2 digits to the right, plus a "-" if needed for a credit amount). Balances are kept on a cumulative year-to-date basis.

The system will determine how many monthly/period entries apply according to the number of accounting periods you defined in Parameters File Maintenance. If "12", it will customize the labels presented for each month depending upon the start of your fiscal year; otherwise, it will number the periods.

EOY (End of Year)

Enter the EOY balance (with up to 9 digits to the left of the decimal and 2 digits to the right, plus a "-" if needed for a credit amount).

MTD Sources

If desired, enter the amount of month-to-date sources (with up to 9 digits to the left of the decimal and 2 digits to the right, plus a "-" if needed for a credit amount).

All Credit transactions are normally posted into this field on a month-to-date basis, unless they are subject to a Source/Use/Neither override or they are identified as adjustments, in which case they reduce Uses instead.

Y TD Sources

If desired, enter the amount of year-to-date sources (with up to 9 digits to the left of the decimal and 2 digits to the right, plus a "-" if needed for a credit amount).

All Credit transactions are normally posted into this field on a year-to-date basis, unless they are subject to a Source/Use/Neither override or they are identified as adjustments, in which case they reduce Uses instead.

MTD Uses

If desired, enter the amount of month-to-date uses (with up to 9 digits to the left of the decimal and 2 digits to the right, plus a "-" if needed for a credit amount).

All Debit transactions are normally posted into this field on a month-to-date basis, unless they are subject to a Source/Use/Neither override or they are identified as adjustments, in which case they reduce Sources instead.

Y TD Uses

If desired, enter the amount of year-to-date uses (with up to 9 digits to the left of the decimal and 2 digits to the right, plus a "-" if needed for a credit amount).

All Debit transactions are normally posted into this field on a year-to-date basis, unless they are subject to a Source/Use/Neither override or they are identified as adjustments, in which case they reduce Sources instead.

MTD Neither

If desired, enter the amount of month-to-date transactions that are neither sources nor uses (with up to 9 digits to the left of the decimal and 2 digits to the right, plus a "-" if needed for a credit amount).

All transactions coded as "Neither" are posted into this field on a month-to-date basis.

YTD Neither

If desired, enter the amount of year-to-date transactions that are neither sources nor uses (with up to 9 digits to the left of the decimal and 2 digits to the right, plus a "-" if needed for a credit amount).

All transactions coded as "Neither" are posted into this field on a year-to-date basis.

Press ENTER or click or the Save button to save the information for the current fiscal year record. If any information has changed, the system may redisplay the screen to show any new or changed system-supplied items or to report any error or warning messages. If so, the current record has not yet been saved; you must address any concerns and press ENTER or click or the Save button again. When the record has been saved, you will go on to the next fiscal year record, if any.

When you have finished with the fiscal year records associated with the current account (or to prevent saving the current fiscal year record), click the Back button to return to the Chart of Accounts Screen for that account or press END or click or the Cancel button to go on to the next account, if any.

The following icons are also available for use on the toolbar:

List Chart of Accounts: See Chart of Accounts List for further information.

Display Balance Audit Info: See Audit Info for further information.

Click the appropriate icon to perform the desired operation (which first saves the current record if applicable), after which you will return to where you are.