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

  • 'Transaction Work File. Restart Interrupted Jobs' (GLS047) cannot contain interrupted jobs.
  • You have read Maintaining the General Ledger balance file.
  • If you want a customized display of errors on 'GL Balance File. Review Errors' (GLS941/B), a company-defined view for this program must be defined in 'View. Open' (CRS020). The predefined fields among which you can select must be downloaded first by pressing F14 = Standard for field group GLPV2 in 'Field Group. Display Permitted Fields' (CRS109).

Follow These Steps

Define Selection

  1. Important: Read the recommendations for how to run analyzes and still maintain high system performance in Maintaining the General Ledger balance file

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

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

  4. On the E panel, specify 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, specify 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 on (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 on (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 on (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.

    When a sub-system needs to be terminated or is about to shut down and the analysis is in progress, it also has the capability to be paused, regardless of what phase it is in.

    The analysis receives status 22 (Terminated).
    Note: This works like the pause analysis which can be restarted by selecting related option '9-Analyze' on (GLS940/B).

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

  12. Review Results

    If the analysis was assigned status 30 (Errors detected) on (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 on '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 these alternatives to trigger M3 to adjust the balance file by adding or subtracting the differences:

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

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

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

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

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