Create user-defined balance keys to filter General Ledger information

Use this procedure to create balance keys functioning as filters for retrieving information from the general ledger balance file, either online or in printed reports.

There are eight predefined balance keys consisting of accounting dimensions in different combinations. Balance key 8 is used to present values in 'General Ledger. Display Transactions' (GLS210).

Use balance key to review a specific cost center split account by account, for example. However, to meet more advanced reporting needs, such as analyzing outcomes compared to the budget on different levels, you need tailored balance keys.

See Tailoring Presentation of General Ledger Balances for an example of how the balance key can be composed.

Outcome

You have detailed definitions of how period balances are presented according to your needs in the form of activated balance keys.

If the balance key is new or adjusted, first retrieve general ledger values for the balance key in 'GL Balance File. Update with Outcome' (GLS915).

You can select the balance key together with a column template in 'GL Balance File. Display' (GLS215/B). The 'Display zero lines' check box on the P panel controls whether lines with zero values in all columns are displayed.

For all balance dimension values based on one of the seven accounting dimensions, you can drill down to the original transaction. For other types of balance dimensions, only balances are displayed.

Note: If you selected to include budget values, you must define which budget to use and how separately in the column templates in 'Column Template – Balance Inquiry. Open' (GLS216).

The FBAKEY file is updated.

Before you start

You identified the company's reporting needs in different situations.
For additional reviewing possibilities, you must create accounting structures in 'Accounting Structure. Open' (CRS645).

Follow these steps

Start 'GL Balance File. Open' (GLS690/B).
Specify an ID from 9 to 99. Click New.
On the E panel, specify a description or name. Activate balance key now or afterwards by selecting the 'Active balance key' check box. (No balance file values will be retrieved for inactive balance keys.)
Select whether the outcome, which is the actual values in the general ledger, and budget values should update the balance for this key, as well as whether external or internal transactions or both should be included. Press Enter.
Select whether to restrict access to the balance key in (GLS215) by defining an object access group. If you specify an object access group, only users who are connected to the balance key have authority to use the balance key in (GLS215) and access the records connected to the balance key. This can be done when creating the balance key or later through the related option 13 = 'Change object access group'. If a balance key with an object access group is used as replacing balance key, the balance key that uses the replacing balance key is also affected by the authority check.
On the F panel, select the objects, so-called balance dimensions, to include in the balance key and the order they should be stored by assigning them a number. Available balance dimensions are the seven accounting dimensions, any accounting structure levels defined, and 22 other objects such as Company level and VAT code. Press Enter to confirm the selection and then Enter again.
On the G panel, specify a range for the balance dimensions selected to limit the transactions that update the balance key. Select whether to define replacing balance keys to minimize the response time in (GLS215) for records with large quantities of data. Press Enter.