The Batch Balance Report provides the audit trail for all accounting data entered to the system. It allows the user to check for errors in entry and verify that, about the data within, the GL is in balance. Each data entry batch must be balanced and finalized prior to running a month end general ledger. The system will not allow the running of a month end if there are batches not in balance for that period.
To finalize each batch entered to the system, this report must be run twice with no data entry in the interim. If the total data entered agrees with the pre-list total amount the first time the report is run, the batch is marked as balanced.
On the second report run, the batch is marked as finalized and the heading of the report changes to final batch balance listing. Once a final batch balance listing has been produced, no further data may be entered to the batch. Reprints of batch balance reports may be obtained at any time, for any batch on the system. This is useful for auditors or in the event a batch balance report is lost.
Note: For Montana customers an additional prompt will display titled: 'Include FUND Analysis SUMMARY'. This will produce an additional report, summarizing the funds used on the batch.
Enter Batch #
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Enter the number of the batch to balance or list. If this report will be run in batch, the system will prompt for additional batch numbers, then send the entire job to the printer or disk. If the report is run on the user's terminal, the system will display the report, then prompt for another batch number.
"Batch Previously Finalized"
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This message appears if the batch number entered has already been finalized.
"Batch Balanced-Not Finalized"
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This message appears when a batch is not finalized.
"Batch Balanced and Finalized"
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This message appears when a batch is balanced, and a final batch listing run.
Note: If the batch debit and credit are not equal, the batch will Not balance. The following will appear at the end of the Batch Balance Report, if out of balance. The following example shows that the expenditure debits and expenditure credits are not equal. The expenditure difference is $25.00. This screen should assist users in determining where the out of balance condition exists.