Balancing Reports

The Balancing Reports allows users to ensure the Trial Balance is balanced, as well as Accounts Receivable. The reports are available to users when given permission via Setup > Profiles. By Fund/Project, the reports allow the district to monitor and ensure the Expenditure/Revenue Report balances back to the Trial Balance. Specifically, it verifies that the Encumbrance and Expended on the Expenditure/Revenue Report balances back to the corresponding GL accounts. The Balancing Reports also verify that Revenue (Collected) matches back to the corresponding GL. The corresponding GLs for Encumbered, Expenditures, and Revenue are specified via Setup > Settings > Accounts tab. Focus recommends the district setup controls via Setup > Settings to force these balances to stay in sync. The most likely cause of imbalances are Manual Journals. Restrictions to Manual Journals are defined via Setup > Settings > Manual Journals and Setup > Settings > Accounts tab.

Trial Balance Audit

1. From the Budgeting/General Ledger menu, click Balancing Reports.

Balancing Reports

2. Click the Trial Balance Audit tab.

Balancing Reports

3. Select the applicable Fiscal Year from the pull-down.

Balancing Reports

4. To Only Show Errors in the report, select the corresponding check box.

5. Enter the Fund, Project, or applicable element codes.

Balancing Reports

6. Click Run Report.

The data displayed in the report is dependent upon the classifications set via Setup > Settings > Accounts tab > Classification pull-down.

The report displays the number of records along with the Fund, Project, Budget Encumbered, GL Encumbered, Encumbered Difference, Budget Expended, GL Expended, Expended Difference, Budget Revenue, GL Revenue, and Revenue Difference.

Displayed below is an example of the report run with only errors.

Displayed below is an example of the report run with all data, not just errors.

The total of each columns is displayed in the last row.

Accounts Receivable Audit

1. From the Budgeting/General Ledger menu, click Balancing Reports.

Balancing Reports

2. Click the Accounts Receivable Audit tab.

Balancing Reports

3. Select the applicable Fiscal Year from the pull-down.

Balancing Reports

4. Select the applicable Cash Account from the pull-down.

Balancing Reports

5. To Only Show Errors in the report, select the corresponding check box.

Balancing Reports

6. Enter the Fund, Project, or applicable element codes.

Balancing Reports

Wildcards can be used in element codes; i.e. to pull all projects beginning with "00," you can type "00XX" in the Project text box. The X stands in as your wildcard.

7. Click Run Report.

The data displayed in the report is dependent upon the classifications set via Setup > Settings > Accounts tab > Classification pull-down.

The report displays the Invoice Number, Invoice Date, Fund, Project, Invoice Amount, Balance AR, Balance Revenue, and Balance Cash.

The total of each columns is displayed in the last row.

Balancing Reports
Encumbrance Audit

The report displays the Fund, Project, Encumbrances Balance, Reserved for Encumbrances Balance, and the Difference. The report calculates and functions just like the current Trial Balance Audit report with the difference being Encumbrances minus Reserved for Encumbrances. As a result, Focus uses the GL (general ledger) classification called “Reserved for Encumbrances.”

1. From the Budgeting/General Ledger menu, click Balancing Reports.

Balancing Reports

2. Click the Encumbrance Audit tab.

Balancing Reports

3. Select the applicable Fiscal Year from the pull-down.

4. To Only Show Errors in the report, select the corresponding check box.

Balancing Reports

5. Enter the Fund, Project, or applicable element codes.

Balancing Reports

Wildcards can be used in element codes; i.e. to pull all projects beginning with "37," you can type "37XX" in the Project text box. The X stands in as your wildcard.

Balancing Reports

6. Click Run Report.

The report displays the Fund, Project, Encumbrances, amount Reserved for Encumbrances, and the Difference.

The total of each columns is displayed in the last row.

Purchase Request Audit

1. From the Budgeting/General Ledger menu, click Balancing Reports.

Balancing Reports

2. Click the Purchase Request Audit tab.

3. Select the applicable Fiscal Year from the pull-down.

4. Click Run Report.

The Purchase Request Audit report displays the Type of purchase request, if the request has been Closed, the Request Status, Requisition Number, Requisition Amount, and the Journal Amount.

Additional Features

You have the ability to save your report before or after running the report. Click the floppy disk save icon to name and save the report.

a. Name the report, then click Save.

Balancing Reports

b. Click the Trash Can icon to delete saved reports.

c. To edit a Report Name after saving, select the report, then click the Blue Arrow next to the Trash Can.

Balancing Reports

d. In order to generate a saved report, from the applicable Balancing Reports tab, select the saved report from the pull-down; your report will generate automatically.

Begin typing the name or number of the data in question in the Filter text box to pull it to the beginning of the list.

Balancing Reports

If there are multiple pages of data, click the Prev and Next buttons to sift through pages. You can also enter a number in the Page text box to jump to a page.

Balancing Reports

Click the Excel icon in the Export section to export the table of data to an Excel spreadsheet, which can then be saved to your computer.

Click the Printer icon to print the table of data.

Click the Filters button to filter data and apply filter rules.

a. To add more than one filter to a column, click on the green plus sign.

b. To delete an added filter, click on the red minus sign.

c. Select the gray arrow for additional filtering rules.

For more information on how to use the Filters feature, see the Filters document.

You can also sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results.

The number of records displayed per page defaults to 25 but can be editer to display more or less. Click the Page Size and enter a new record number.