Analyze and Repair the General Ledger Balance File

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.

Outcome

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.

Before You Start

Follow These Steps

Define Selection

  1. Important: Read the recommendations for how to run analyses and still maintain high system performance in Maintaining the General Ledger Balance File

  2. Start 'GL Balance File. Analyze' (GLS940/B).

  3. Enter an ID for the analysis and click Create.

  4. 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.

  5. If you selected budgeted values, enter the budget number and budget version.

  6. Press Enter to return to the B panel, where the new analysis is displayed with status 10 (New analysis to be processed).

  7. Start Analysis

    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).

  8. 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.

  9. The F panel shows the current status of the processing of data for the analysis. The statuses are:

    • 0 = The analysis is either complete or not started.
    • 1 = M3 is selecting transactions in the general ledger or the selected budget based on the selected periods, balance keys, and the timestamp. The accounting string below in (GLS940/F) displays the transactions that are currently being selected.
    • 2 = M3 is creating a table to use for the comparison of the general ledger or budget and the balance file. The balance key below in (GLS940/F) displays the balance information that is being processed.
    • 3 = M3 is comparing the data against the balance file to identify any discrepancies.
  10. Pause Analysis

    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.

  11. To continue the analysis, select the Analyze option.

  12. Review Results

    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:

    • Select the 'Review results' option to display any discrepancies found for each balance key, period, and balance dimension 1 online in 'GL Balance File. Review Errors' (GLS941/B). (GLS941/E) shows the exact details of the discrepancy for each type of currency, debit and credit, external versus internal transactions, and quantity.
    • Select the Print option to print a report that contains the discrepancies.
  13. Repair Balance File

    Select one of the following alternatives to trigger M3 to adjust the balance file by adding or subtracting the differences:

    • In (GLS941/B), select the Repair option for a specific error.

      Once the error is corrected, it is assigned status 40 (No errors) in (GLS941/B).

    • In (GLS940/B), select the 'Repair all' option for the entire analysis.

      After all errors are corrected, the analysis is assigned status 40 in (GLS940/B).

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