Balance Type codes identify the type of transaction, normally, budget, actuals or encumbrances. New codes can be created, however, coding may be required to make them function. We also recommend using the delivered balance types, inactivating them could have unintended consequences.
Most fields on this document are self explanatory, those needing additional explanation are described below. Refer to Balance Types (below) for details on available balance types.
- Offset Generation: Indicates if offsets are to be generated automatically by the system for the balance type.
- If Offset Generation is N (unchecked), a negative entry amount is acceptable. Typically used with budget balance types.
- If Offset Generation is Y (checked), the entry will have a debit/credit code. Typically used with actual and encumbrance balance types.
- Encumbrance: Indicates if the balance type is an encumbrance, in order to distinguish between budget and actuals.
|Balance Type Code
|Balance Type Name
|A21 BALANCES - LABOR LEDGER ONLY
|Used by the Labor Ledger to track changes made to salaries. These transactions do not flow into the General Ledger and are used by Effort Certification to identify when salary was earned in case it is adjusted in a later pay period.
|ACTUALS (BALANCE SHEET)
|Actual transactions - income, expense, assets, liabilities.
|ADJUSTED BASE BUDGET
|Base Budget this is normally the planned budget for the year. And used on non-CG accounts to track authorized expenditure authority.
|Used on Lookups that provide a budget to actual variances - Available Balance, Balances by Consolidation. It is used to make temporary changes to non-CG accounts and used by CG accounts to load budgets which can be rolled forward each year.
|COST SHARE ENCUMBRANCES
|Used to track Cost Share Encumbrances. Cost Share encumbrances do not roll forward as part of the Encumbrance Forward job, instead they are recreated each year based on the Encumbrances that do roll forward that are associated with cost share sub-accounts.
|An official encumbrance, normally associated with purchase orders.
|An official encumbrance, normally associated with salaries and wages.
|For reporting to track budgets monthly.
|CLOSE NOMINAL BALANCE
|Identifies entries created during annual closing by the nominal activity closing job to close income and expense to fund balance.
|An unofficial encumbrance that can be created to earmark funds prior to the creation of the external encumbrance.
|YEAR END BUDGET REVERSION
|Used by the Organization Reversion jobs to create transactions to revert cash or budget.
|Identifies transfers in order to keep them separate from regular income and expense activity. Transfers are displayed separately on the Balances by Consolidation Lookup.