Accounting Finance:Balance Enquiry

Overview

• Through the Balance/budget enquiry you can obtain information on balances and budgets for accounts and summary identities, according to any of the user-defined levels on which they are stored in the system.
• The result from your balance enquiry may be analyzed on two different levels:

 #The first level is a total of an account combination displayed per period.
 #The second level displays the detailed transactions that build up your balances.

Course Audience

• This course has been designed for:

-Accounting (applicable individuals)

Course Pre-requisites

• Must have completed the following courses:

-No pre-requisites

• Must have:

-User Profile
-B-001 Orientation Training
-B-HTL-001 Basic Hotline Training

Course Components

• Classroom training - 15 mins (max)
• Practical training - 10 mins
• Daily practice (until 'go live')

Course Reference Material

• PowerPoint handout (also available on-line)
• Workflow diagram

Course Objectives

• By the end of this course, you will be able to:

-Understand how to obtain information from your G/L account balances using balance/budget enquiry.

Sign On & Startup

Sign on

• Double left-click the ASW icon on your desktop

Sign on to AS400

• Click anywhere on screen
• Enter your User Name (as assigned by the DMS Technical Administrator)
• Enter your password
• Click enter

Unity Startup Menu

• Enter 1 under option
• Click enter

• Double-click on uniPHARM ASW 4.80B.

Working with Balance Enquiry

• Under Enquiries (blue side panel)

1. Select Balances and budgets OR
2. Select Enquiries
3. Type Balances under search argument and click enter
4. Mark Balances and budgets and click enter

• The system displays all the key fields for your last used template. If you want to select a different template select templates or click F7.

1. Enter your selection:

*Main
*Cost

1. Click F4 to view list of all the valid key values.
2. Click F1 to view the length and type of the key values.
3. Click F10 to view the description of the entered key values.
4. Click enter to view the balances for your selected key values.

Actual vs. Budget

• Click F10 to view the G/L transactions this balance was built up from.
• Note: the F10 is only available if the account parts have entered values.
• Tip: Click F6 to receive a condensed display. This means you that you will view the key fields and the balances on the same panel.
• If you want to return to the normal display mode click F6 again.
• Tip: Click F12 to toggle between different columns.

• If you want to view more detailed information on a transaction, you can mark the transaction and click Details (in the G/L transaction enquiry)
• Select Document or click F10 to view document (document details do not always exist).
• Click enter
• Select Entire Voucher or click F2
• To show the entire voucher with all transactions that belong to the same voucher (this is an alternative way to access the panel with all transactions in a voucher without having to access the selection panel again)
• Click F12 to leave that panel and make a new enquiry.

Exercise #1

• Enquiry on general ledger 210000 and drill down to access information on a more detailed level.