Balance Inquiries Quick Reference

Balance Inquiries

What does it show?

Notes

Available Balances

Displays available balances by account by
object code.

Budget – Actuals – Encumbrances =
Variance

Use radio buttons to adjust view.

Balances By Consolidation

Total income and total expenses on an account rolled up on a consolidation code.

Drills down into Levels ~ Balances by Object Code ~ GL Balance Lookup ~ GL
Entry Lookup

Highest level balance inquiry.

Cash Balances Lookup

Object code 1100 (cash).

Beginning Cash +
Change in Cash (Account Line Annual Balance Amount)
= Available Cash

Used for 3-ledger and 4-ledger accounts. Use the pipe to include up to 12 accounts.

Current Account Balances

How much is available to spend based on Budget Available Balance or Cash Expenditure Authority.

Will never have all columns populated. The "Budget Record Level Code" field on an account record determines which columns are populated.

"No Budget" in this field calculates amount available based on fund balance minus encumbrances. All other choices will calculate based on budget.

General Ledger Balance

Displays month-by-month views by object code. Can show accumulated balances.

Drills down into General Ledger Entry Lookup.

Can retrieve different balance types
(actuals, budget, etc.) by changing the Balance Type Code or leaving it blank.

General Ledger Entry

Displays transactional detail in an account.

Defaults to the current fiscal period (month). Use * to get entire fiscal year-to-date.

Use search tools to reduce object codes shown (without the 1100/2100 offsets).

General Ledger Pending Entry

Displays transactional detail for pending (not final/posted) entries.

Can choose Approved or All (enroute /
saved).

Open Encumbrances

Displays open encumbrances on an account.

Lists object code, document number
(PO number) and vendor.

Cannot open purchase order from here – informational only.

Account Status (Current Funds)

Lists all employees charged to a particular account.

Done at account level.

Click the Person column heading to sort by person.

Employee Funding

Lists all accounts and amounts for a particular employee.

Done at employee number level.

No drill-down available.

Labor Ledger View

List all accounts and amounts for a particular employee. Displays month-by-month activity (similar to General Ledger Balance).

Done at employee number level.

Drill down available.