Create User-defined Balance Keys to Filter General Ledger Information

This document explains how you 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).

By using balance key, you can review a specific cost center split account by account, for example. However, to meet more advanced reporting needs, such as analyzing outcome compare to budget on different levels, you need tailored balance keys.

Refer to 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 will be 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).

This done, 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 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 have identified the company's reporting needs in different situations.
For additional reviewing possibilities, accounting structures must be created in 'Accounting Structure. Open' (CRS645).

Follow these steps

Start 'GL Balance File. Open' (GLS690/B).
Enter an ID from 9 to 99. Click New.
On the E panel, enter a description/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 outcome (that is, actual values in the general ledger) and/or budget values should update the balance for this key, as well as whether external or internal transactions or both should be included. Press Enter.
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, enter a range for the balance dimensions selected, if you wish to limit the transactions that update the balance key. Press Enter.