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This page allows you to view the account balances for a selected option. Tell me more.
Select the “View Account Balance” link under the “Finance Book Processing” business component.
The “View Account Balance” page appears.
Enter the following fields in the “View Option” group box:
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Book Type |
Use the drop-down list box to select the type of the finance book from “Posting Finance Book”, “Main Finance Book” or “Consolidation Finance Book”. All the types of finance books that are deployed in the login organizational unit will be available for selection. The system displays “Posting Finance Book” by default. |
Note: “Consolidation” will be available only if the login organizational unit is at the company level.
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Finance Book |
Use the drop-down list box to select the code identifying the finance book in which the accounts for which you want to view the balances are available. All the finance books that are deployed in the login organizational unit will be available for selection in the ascending order. |
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Currency |
Use the drop-down list box to select the type of currency in which you want to view the account balances. You can select from “Base”, “Parallel Base” or “Account”. The system displays “Base” by default. |
Note: If “Require parallel base currency” has been set to “Yes” in the “Installation Parameter” then “Base” and “Parallel Base” will be available for selection in this field.
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Date |
The date on which you want to view the account balances (Date Format). Mandatory. The system date is displayed by default. |
Note: The date entered must fall under any one of the defined financial periods.
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Year to Date |
Check the box if you want to view the balances from the beginning of the year till the date entered. |
Note: If this box is left unchecked the system retrieves the account balances from the beginning of the financial period within which the entered date falls.
Enter the following fields in the “Transit Account Information” group box:
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Transit Account |
Use the drop down list box to indicate if the account is a transit account. You can select from the options “Yes” and “No”. |
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Transit Account Type |
Use the drop down list box to indicate the type of the transit account. The system displays the following options if “Transit Account” field is set as “Yes”, else the system does not list any value: Exchange Suspense, Loan Conversion – Suspense, Main Core Suspense, Maintenance Suspense – Material, Rental Suspense, Spare Suspense, Supplier Suspense – All, Stock Suspense, Stock in Transit, Stock with Repair Agency, Unconfirmed Return, Work Order Suspense - Material, and Customer Suspense Exchange. The system displays “All” by default. |
Enter the following fields in the “Search Criteria” group box to search for the account code for which you want to view the account balances.
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Account Code From |
The starting code in the range of codes from which you want to retrieve the account code (Alphanumeric, 32). You can enter the code in full or specify it partially using the “*” character. The system retrieves all the account codes that are similar to the value entered here. |
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To |
The ending code in the range of codes till which you want to retrieve the account code (Alphanumeric, 32). You can enter the code in full or specify it partially using the “*” character. The system retrieves all the account codes that are similar to the value entered here. |
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Layout Heading |
Use the drop-down list box to select the layout heading under which the account would appear in the financial statement. The system displays “All” by default. |
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Account Classification |
Use the drop-down list box to select the category to which the account belongs. You can select from “Balance Sheet, “Income Statement” or “Retained Earnings”. The system displays “All” by default. |
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Account Group |
Use the drop-down list box to select the account group to which the account codes belong and for which you want to view the initial balances. You can select from “Asset”, “Liability”, “Capital”, “Revenue”, “Expenditure” or “All”. The system displays “All” by default. |
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Automatic Posting Account Type |
Use the drop-down list box to select the type of automatic posting account. The system displays “All” by default. |
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Control Account Type |
Use the drop-down list box to select the type of the control account under which the account code is part of it. The system displays “All” by default. |
Click the “Search” pushbutton to retrieve the search results.
The system displays the following in the “Search Results” multiline based on the search criteria entered:
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Account Code |
The code identifying the account. |
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Description |
The description of the account. |
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Opening Balance |
The opening balance of the account. |
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Period Dr Amount |
The balance debit amount. |
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Period Cr Amount |
The balance credit amount. |
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Running Balance |
The total balance in the account as on the entered date. This balance would be the debit / credit balance based on the group to which the account belongs. |
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Currency |
The ISO currency in which the account is transacted. |
Note: Ensure that at least one record is available in the multiline.
Check the box in the “Select” column of the multiline to mark the account code for which you want to view the voucher details.
Enter the following field in the “Report Option” group box to
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Report Option |
Use the drop-down list box to select the report options for Stock Balance Details. The system lists the following options:
Data selection in this field is mandatory for ‘Stock Balance Details’ report The system leaves this field blank by default. |
Select the “Save as Text – Stock Balance Details” pushbutton to view and save the report details for the selected finance book.
Select the “Export to XL – Transaction wise Balance” pushbutton to generate the report details for the selected finance book in Excel format.
To proceed, carry out the following
Select the “View GL Voucher Details” link at the bottom of the page to view the ledger details of the selected account code.
Viewing account balances – An overview
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You can view the balances as on a date for the selected finance book and currency. Generally you can view the balances along with the opening balances for the financial period within which the date falls. If required, you can also view the balances along with the opening balances for the financial year with which the date falls.
You can carry out a search using the group, category, layout heading, the type of the automatic posting account and the type of control account. You can also carry out a search by specifying a range of account codes within which the account for which you want to view the balances falls. The system processes and retrieves the following based on the search criteria entered. You view details of the account like its opening balance, the debit and the credit amount and the balance as on the date along with the currency of the account. You can also select the account code if you want to view the voucher details available in the ledger.
View account balances in different currencies
View account balances as on date
View opening and running balances for the financial year
View opening and running balances for the financial period
View breakup of liabilities for goods / services received
View account balances in different currencies
You can view account balances based on the type of currency selected. If the account currency is different from the base currency and the parallel base currency of the company then you can view the account balances in three different currencies.
Set the “Currency” field to “Base Currency” to retrieve the account codes in the base currency of the company.
Set the “Currency” field to “Parallel Base Currency” to retrieve the account codes in the parallel base currency of the company.
Set the “Currency” field to “Transaction Currency” to retrieve the account codes in the transaction currency of the account code.
View account balances as on date
You can view the balances of the selected account for a particular date.
Enter the date in the “Date” field to view the details as on the entered date.
View opening and running balances for the financial year
You can view the balances of the selected account for a particular date along with its opening balance at the beginning of the financial year.
Check the box in the “Year to Date” field.
The system retrieves the opening balances of the account from the beginning of the financial year within which the entered date falls.
View opening and running balances for the financial period
You can view the balances of the selected account for a particular date along with its opening balance at the beginning of the financial period.
Leave the “Year to Date” field unchecked.
The system retrieves the opening balances of the account from the beginning of the financial period within which the entered date falls.
View breakup of liabilities for goods / services received
Account codes can be defined for different liabilities like, loan charges payable, parts purchase, service purchase and exchange fee payable for goods / services received. You can view the breakup of these liabilities.
Select “Supplier Suspense – All” as the transit account type in the “Transit Account Information” group box.
The system lists down all the liabilities. You can view the respective breakup in excel format.
