This document explains how to detect any discrepancies between the general ledger balance file and the general ledger or the balance file and the budget transaction table. It also explains how to adjust the balance file online without having to block the system from transaction entry.
The balance file table (FBAVAL) is updated.
The general ledger balance file contains only correct and updated general ledger and budgeted balances.
You can create financial statements that contain correct and complete values. The risk for problems during audits is reduced.
Important: Read the recommendations for how to run analyses and still maintain high system performance in Maintaining the General Ledger Balance File
Start 'GL Balance File. Analyze' (GLS940/B).
Enter an ID for the analysis and click Create.
On the E panel, enter a description, a range of periods and a range of balance keys (you can select both fixed and user-defined balance keys), and whether to analyze the balance file against actual values from the general ledger or against budgeted values.
If you selected budgeted values, enter the budget number and budget version.
Press Enter to return to the B panel, where the new analysis is displayed with status 10 (New analysis to be processed).
To start the analysis, select the Analysis option.
The analysis is assigned status 20 (Submitted), a status used when an analysis is in progress or is printed, or when errors detected are being corrected by M3. Status 20 is used in combination with one of the following workflow statuses on the B panel: Queued (the job is pending assignment of a job number by M3), Running (the analysis is in progress), Printing (any discrepancies found are being printed), or Repairing (discrepancies are being corrected).
Monitor the Progress
Select the Display option for the analysis. The timestamp is shown on the E panel indicating the date and time up to which transactions are included for the analysis.
The F panel shows the current status of the processing of data for the analysis. The statuses are:
You can pause the analysis as long as it still is in phase 1 or 2 by selecting the Pause option in (GLS940/B).
The analysis receives status 21 (Paused). Note that pausing the analysis might result in lower performance when the balance file is updated with new transactions.
To continue the analysis, select the Analyze option.
If the analysis was assigned status 30 (Errors detected) in (GLS940/B), select one or both of the following alternatives to review the results of the analysis:
Repair Balance File
Select one of the following alternatives to trigger M3 to adjust the balance file by adding or subtracting the differences:
Once the error is corrected, it is assigned status 40 (No errors) in (GLS941/B).
After all errors are corrected, the analysis is assigned status 40 in (GLS940/B).