Following are the field descriptions and balance types used in the General Ledger to identify the type of transaction, for example, actuals, encumbrances and budgets. We recommend using the delivered balance types. Adding new ones may require additional coding; inactivating existing ones may result in unintentional consequences.
Field |
Description |
Balance Type Code |
Identifies the balance type for different uses in system processes. See table below for details. |
Balance Type Name |
A descriptive label for this balance type code |
Short Name |
An abbreviated name for a specific balance type to be used where space is limited |
Offset Generation |
Indicates if offsets are to be generated automatically by the system for the balance type. Remove the check mark if there are no offset generated entries. This field does two things:
If offset generation is Y then it will have a debit/credit code. When Offset generation is N, this implies a budget entry and the debit/credit code will be blank. |
Encumbrance |
Indicates if the balance type represents an encumbrance. Remove the check mark if the balance type is not an encumbrance |
Balance Type Values
Balance Type Code | Balance Type Name | Purpose |
A2 | 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. |
AC | ACTUALS (BALANCE SHEET) | Actual transactions - income, expense, assets, liabilities. |
BB | 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. |
CB | CURRENT BUDGET | 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. |
CE | 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. |
EX | EXTERNAL ENCUMBRANCE | An official encumbrance, normally associated with purchase orders. |
IE | INTERNAL ENCUMBRANCE | An official encumbrance, normally associated with salaries and wages. |
MB | MONTHLY BUDGET | For reporting to track budgets monthly. |
NB | CLOSE NOMINAL BALANCE | Identifies entries created during annual closing by the nominal activity closing job to close income and expense to fund balance. |
PE | PRE-ENCUMBRANCE | An unofficial encumbrance that can be created to earmark funds prior to the creation of the external encumbrance. |
RE | YEAR END BUDGET REVERSION | Used by the Organization Reversion jobs to create transactions to revert cash or budget. |
TR | TRANSFERS | Identifies transfers in order to keep them separate from regular income and expense activity. Transfers are displayed separately on the Balances by Consolidation Lookup. |
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