Financial Account Inquiry

The Financial Account Inquiry screen is used to search for journal entries and view them in Standard Account form or Balance column Account Sheet format. The user may specify search criteria used to filter the journal entries to those that are of particular interest to the user. The data grid is initially presented empty. To quickly view the ending balance, select the fund, account, most recent accounting period and no transaction dates for the period. The period beginning and ending balances only display.

• The screen is active.

Fund drop-down list box

  Select the fund on which to search  in the Fund drop-down list box.

Each journal transaction posted to the system is assigned a fund identifier. It will be filled with all the funds in the FUND table sorted in ascending alphabetical order. It defaults to blank upon initial presentation.

Financial Account drop-down list box

  Select the financial account on which to search in the Financial Account drop-down list box.

Each journal transaction posted to the system is assigned a financial account number. It will be filled with all the accounts for the selected fund in the account table sorted in ascending alphabetical order. It defaults to blank upon initial presentation.

Natural Account drop-down list box

  Select the natural account on which to search in the Natural Account drop-down list box.

Each journal transaction posted to the system is assigned a natural account. It will be filled with all the natural accounts (account code - description) in the NATURALACCOUNT table sorted in ascending alphabetical order by natural account code. It defaults to blank upon initial presentation.

Agency drop-down list box

  Select the agency on which to search in the Agency drop-down list box.

It will be filled with all the agencies in the AGENCY table sorted in ascending alphabetical order, plus none. This control defaults to none upon initial presentation.

Accounting Period drop-down list box

  Select the accounting period on which to search in the Accounting Period drop-down list box.

Each journal transaction posted to the system is assigned an accounting period code (fiscal year and month). It will be filled with all the accounting periods in the ACCOUNTINGPERIOD table sorted in descending chronological order by accounting period. The format will be MM/CCYY. It defaults to blank upon initial presentation.

Each journal entry contains the date the transaction occurred. Enter a Transaction from and through date to specify a date range in which to search for journal entries with a transaction date that falls within that range.

Transaction from calendar control

  Select or enter the date on which the starting date of the date range in the Transaction from calendar control.

through calendar control

  Select or enter the date on which the ending date of the date range in the through calendar control.

The Transaction from date must be less than or equal to the through date. If it is not, when the screen is processed the system displays the E0163 standard error message.

Journal Type drop-down list box

  Select the journal type on which to search in the Journal Type drop-down list box.

Each journal entry is classified by journal type. It will be filled with all the journal types in the JOURNALTYPE table sorted in ascending alphabetical order. It defaults to General Journal.

Value Type drop-down list box

  Select the value type on which to search in the Value Type drop-down list box.

Each journal transaction posted to the system is assigned a value type. It will be filled with all the value types in the VALUETYPE table sorted in ascending alphabetical order. This control defaults to "Actual" upon initial presentation.

Post Period Items Only check box

  Select the Post Period Items Only check box to indicate only post period journal entries are included in the search.

The control defaults to unchecked.

When the Search button is clicked, the beginning balance will be calculated for the first row. A running balance column is calculated in each row thereafter based on the normal balance of the selected account, the balance in the previous row, and the debit or credit amount of the current row.

If the Normal Balance is Debit, the Debit trans. amount is positive and Credit trans. amount is negative. If the Normal Balance is Credit, the Credit trans. amount is positive and Debit trans. amount is negative. The balance of accounts is: A = L + OE

• Asset Account - (Normal Balance is Debit) Increase is a Debit and Decrease is a Credit (Cash, Accounts Receivable) Estimated and Received Award/Grant Allotment, Rebates

• Liability Account - (Normal Balance is Credit) Increase is a Credit and Decrease is a Debit (Accounts Payable) Encumbrances, Obligations, Restriction or Reserve or Earmark on Assets or available spending authority pending recording the actual liabilities and/or expenditures

• Expense Account - (Normal Balance is Debit) Increase is a Debit and Decrease is a Credit (Food, Postage, Office Supplies)

• Income Account - (Normal Balance is Credit) Increase is a Credit and Decrease is a Debit (Revenue/Sales) Fund Awards/Grants, Fund Anticipated Rebates Income

• Fund Balance Account - (Normal Balance is Debit) Increase is a Debit and Decrease is a Credit (Fund Balance for Expected Surplus or Deficit, Retained Earnings)

Journal Transactions data grid

  View the information in the Journal Transactions data grid.

This data grid displays journal transactions as determined by the search criteria applied using the Search button. This is a single select read-only data grid. The columns are sizable. Both scroll bars are visible.

The data grid is initially presented empty. The beginning balance will be calculated for the first row. If transaction from and through dates are entered then posted journal transactions will be presented in the rest of the rows sorted by transaction date. The contents are refreshed based on the selection criteria applied.

Journal ID column

This column displays the unique journal identification number for each record displayed within the data grid.

The title of the column is set to "Journal ID". The information displayed within the column is read-only.

It is the concatenation of the Journal ID and Journal Sequence.

The mask will be "MM/DD/CCYY".

The Financial Management [Journal] screen displays when the button is clicked.