Calculate Balances

Important

Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.

Use this window to view and download transactions and account balances. You can search General Ledger transactions by selecting GL account components and current day or fiscal period dates.

Once you enter the search criteria and click Get balances to begin the process, the transactions matching the criteria you selected will appear in the Transaction Sheet section with balance summaries and transaction details.

Tip

Use the GL Account Component options to limit the number of transactions that will appear to 30,000. If you do not select any components the Transaction Sheet will take a long time or return an error of too many records.

Calculate Balances page with transaction details and balance summaries shown through today's date.

Roles and Permissions

In order to access the Calculate Balances page, you'll need to have the Can calculate balances permission from the General Ledger Accounting GL Transaction Access role.

Desktop Window

In J1 Desktop, the Calculate Balances page covers the features in the Lookup GL Transactions and GL Inquiry windows.

Transaction Criteria

In the top section of the page, you will select the type(s) of components to include in the calculations. There are four component options: Fund, Department, Object, and Subobject.

Tip

If you do not narrow down the transactions by selecting specific components, the results will be larger and may take longer to calculate.

After selecting the components to include, select a date:

As of Today: automatically updates to the current date
Fiscal Period: choose a start and end time range using the drop-down field

Transaction Sheet

Based on your selections in the Select Transaction Criteria, when you click Get Balances the Transaction Sheet section will populate with the results.

Balance Summaries

At the top of the Transaction Sheet, you will see calculated amounts for the following:

Beginning Balance
Posted Balance
Unposted Balance
Current Balance
Encumbrance Balance
Suspended Activity
Inactive Activity

List

The list that appears at the bottom of the section, will display transactions from the selected components and date. You can choose view GL Transaction, Encumbrance Transactions, or both.

At the beginning of the transaction row, if your school uses User-Defined Fields, you can click the green UDF button to add, update, or remove UDFs from the transaction.

While you can determine the order and columns listed for each transaction using the Column Selector, when visible, the Batch Number and GL Account Number columns will contain links where you can work with transaction details. Messages can also be viewed and added to the transaction from this list.

Tip

Any comments added to a transaction will be visible on the Batches and GL Accounts pages.

How To

Run Calculate Balances

From the Calculate Balances page, use the component fields to select transactions needed for balance calculation.
- Fund
- Department
- Object
- Sub-Object
Tip
If no account components are specified, it may take longer to retrieve balances.
Choose a date. You can pick from As of Today or choose a range for the Fiscal Period.
Click Get Balances to run the recalculation process.
Results will appear in the Transaction Sheet.
Tip
The spreadsheet will not display transactions associated with a project code.
The recalculation process is complete. You can use the spreadsheet options to download, change column views, display GL transactions, display encumbrance transactions, and search for specific transactions.

Use the Column Selector

If historical budget information exists, this feature can be used to add or remove columns with historical budget information.

Tip

Reviewing historical information can aid in determining what caused spending to be over or under budget in previous years, what a budget should be in a future year, or whether to approve a current year budget.

Click the Column Selector icon above the worksheet.
Select the checkboxes of the columns to be added. The columns are automatically added window.
You can remove columns by deselecting the checkboxes next to the columns you wish to remove.
When you are finished, you can click the X button to close the Column Selector menu.

Download to Excel

Select the checkboxes next to the rows you want to export.
From the Options drop-down, select Download to Excel. The Download to Excel pop-up opens.
Select options for the Excel format and data columns.
sidebar. Download to Excel Options
Workbook Creation Options: This option lets you choose how you want the data to be organized when it's exported. If you are exporting a large number of rows, you may want to separate the data into different worksheets or even workbooks. Once you select this option, the Separate (Sheets or Workbooks) By drop-down becomes available so you can choose the groupings for each worksheet or workbook.
Separate (Sheets or Workbooks) By: This field becomes available when you choose to organize your export into multiple worksheets or workbooks. In general, you'll have the option to separate the data based on the columns. You will only see options for the visible columns.
Notice
For example, if you are exporting a set of definitions, you might choose to organize the data into two workbooks: one for active definitions, and one for inactive definitions. Do this by selecting the "Active" column in this drop-down. All of your rows designated as active will be in one workbook, and the inactive ones in a separate workbook.
Workbook Format: This section lets you set some Excel display options for your data. For more information about each of these features, consult Microsoft Excel help.
Autofit columns: Fits column width to the data so that fields are not truncated.
Turn on filtering: Turns on the AutoFilter feature, which allows you to show only rows that meet your selected criteria.
Freeze Top Row: Your worksheet displays the column title in the first row by default. Selecting this option keeps the top row at the top so that as you scroll down through your data, the column headings remain displayed.
Show totals for numeric columns: This option will include the sum of a column of numbers at the bottom of that column.
Columns to Include: These options are specific to the page you are viewing, so they will vary. You will only see options for columns that you can see on the page. All of the columns are selected by default, but you can deselect any of the columns you don't want to include.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.

FAQ

Is there a limit to the number of transactions that can be included in the recalculation?

Yes. The maximum number of transactions for any calculation of balances is 30,000.

The suspended activity appears to be calculating in the totals when it doesn't on Desktop, why?

We added a Suspended Activity bucket to show the suspended amounts to the Calculate Balances page, but it’s not included in the current balance amount.

Are suspended transactions totaling into the Trial Balance?

Suspended transactions/activity is not included in the Trial Balance.