The Trial Balance Inquiry (TBAL) page provides real-time information similar to trial balance reports. The page uses data in the Accounting Journal and the Accounting Ledger – APD to calculate amounts for a summary section and a detail grid. The page serves as a limited substitute to the Trial Balance Report found under General Accounting – Reports.
All amounts reflect the signs as stored in journals and ledgers. This means that credit balances are negative and debit balances are positive. For this reason, revenues will appear negative, but are actually accrual and collection increases.
There is a download feature available for the page that takes all data from the second grid (not just what is visible online) and downloads it to Excel, using the defined system download line limitation. A transition also exists to open to the second page (Accounting Ledger Review) of the Accounting Journal Ledger Query (JLACTGQY) with data from the row selected in the second grid. This feature is useful when researching an amount on the TBAL that does not look correct. The Accounting Ledger Review will break down totals by APD, allowing a user to spot the one or more periods in unusual balances or activity. From that page, a user can open the Accounting Journal page to find individual transactions for review.
The fields in the filter section:
Field Name |
Required? |
Field Description |
Fiscal Year |
Required |
Each search requires the specification of a single year. |
Accounting Period |
Required |
Each search requires the specification of a single accounting period. The period entered is used both as an ‘up to and including this period’ as well as what is the ‘current’ period of the trial balance inquiry. Special accounting periods of 0 and 99 are not allowed. |
Fund Dimension |
Required |
Choices include Fund and Sub Fund as delivered, where the latter should only be used if Sub Fund is retained in the Accounting Ledger – APD as setup on the Journal Ledger Control (JLCTRL) page. If JLCTRL setup is changed for the ledger to retain fund rollups, then those rollup choices will appear in this field. |
Fund Dimension Value |
Required |
This COA field requires a single code to be entered without any wildcards as the page can only perform a single query. Multiple code inquiries are supported through reports or multiple TBAL queries where you download the results of each and then combine them. The code entered will be of the selection entered in the Fund Dimension except if Sub Fund is selected there. In that case the Fund Dimension Value will be the parent Fund code of the Sub Fund entered in the next field. |
Sub Fund |
Conditionally Required |
If the Fund Dimension choice is Sub Fund then this COA field requires a single code to be entered without any wildcards. |
BSA |
Optional |
This COA field is used when the Real Accounts field is True to limit the data returned in the summary and detail sections. One can enter multiple values and use wildcards. If left blank then all BSAs are queried. |
Object |
Optional |
This COA field is used when the Nominal Accounts field is True to limit the data returned in the summary and detail Sections. One can enter multiple values and use wildcards. If left blank then all objects are queried. |
Revenue Source |
Optional |
This COA field is used when the Nominal Accounts field is True to limit the data returned in the summary and detail Sections. One can enter multiple values and use wildcards. If left blank then all revenue sources are queried. |
Real Accounts |
Conditionally Required |
If True, journal and ledger records with a balance sheet account such as assets, liabilities and equity are displayed. This is true even if an object or revenue source is recorded with the balance sheet account. Real Accounts must be True if the Nominal Accounts is No. Both the Real and Nominal Accounts can be selected at the same time. |
Nominal Accounts |
Conditionally Required |
If True, journal and ledger records with an object or revenue source but no balance sheet account. Nominal Accounts must be True if the Real Accounts is No. Both the Real and Nominal Accounts can be selected at the same time. |
Closing Classification |
Optional |
When True the Close Class column in the detail section is populated with Posting Code Closing Classifications. Use of this indication could result in more records displaying in the grid, as postings to the same account from different closing classifications appear on separate rows. One use of the indication is to separate out amounts for a combination of Fund, Sub Fund, Department, and Object into Pre Encumbrances (13), Encumbrances (12), Accrued Expenditures (11), and Cash Expenditures (10) instead of one record for all four. |
The fields in the summary section:
Field Name |
Required? |
Field Description |
Total Debit |
System Calculated |
Total amount of all positive records selected up through and including those of the accounting period. |
Total Credits |
System Calculated |
Total amount of all negative records selected up through and including those of the accounting period. |
Total Revenue |
System Calculated |
Total amount of all records selected up through and including those of the accounting period where the Posting Code had a Code Type of Revenue as defined on the Posting Code (PSCD) page. |
Total Spending |
System Calculated
|
Total amount of all records selected up through and including those of the accounting period where the Posting Code had a Code Type of Spending as defined on the Posting Code (PSCD) page. |
Excess (-) / Deficiency (+) |
System Calculated |
Total Spending plus of Total Revenue, recalling revenues are credits which are stored as negative amounts. |
Calculated Balance |
System Calculated |
The FY Beginning Balance of the selected Fund (or Funds if using a Fund rollup) or the FY Beginning Balance of the selected Sub Fund after subtracting any Deficiency or adding any Excess. Please note that until the prior FY is closed, the page will not have any FY Beginning Balances on FUND and SFUND to pull into the calculation of the Ending Balance calculation for the first grid. |
The fields that are unique in the details section.
Field Name |
Required? |
Field Description |
Beginning Balance |
System Calculated |
The total of selected records matching the COA and any Close Class in all accounting periods short of filter value, including accounting period 0. |
Total Debits |
System Calculated |
Total of selected records with a positive amount matching the COA and any Close Class in the combination of Fiscal Year and Accounting Period filter values only. |
Total Credits |
System Calculated |
Total of selected records with a negative amount matching the COA and any Close Class in the combination of Fiscal Year and Accounting Period filter values only. |
Ending Balance |
System Calculated |
Beginning Balance plus Total Debits plus Total Credits. |