BALANCING PROGRAMS
BALCHK
FINSUMM/FINDET
ACTBAL
COMPUTER BALANCING

Detail should balance with Accounts
Checks with Expended totals
 Receipts with Received totals
 Open PO’s with Encumbered totals


Accounts should balance with each other
Budgets, Appropriations, Cash
 Revenue, Cash

BALCHK
BALCHK



BALCHK creates a report to check that amounts of receipts and
expenditures are in balance for each “time period” recorded on the account
file (ACCT.IDX). It breaks it down line by line by time period (MTD, CTD,
FTD and PTD) to ensure the types of accounts (cash, appropriation, budget
for expenditures) and (cash, revenue for receipts) are in sync. It will also
check to see that encumbrances on the POAMT.IDX file match
encumbrances on the account file as well as transfer-out amounts are in
balance with transfer-in amounts.
BALCHK may be run any time of the month to see if current postings of
receipts and expenditures are in balance
BALCHK will not run if others are utilizing programs that have the ability to
write to the ACCT.IDX or POAMT.IDX files. The error message "%RMS-F-FLK,
file currently locked by another user -SYSTEM-W-ACCONFLICT, file access conflict"
will be displayed on the screen.
BALCHK ERRORS
District has errors on the FYTD, MTD YTD transfer amounts in BALCHK…
FINDET/FINSUMM
FINSUMM/FINDET
FINDET and FINSUMM programs generate a cash
journal of all funds (cash accounts). FINDET lists
the detailed transaction information. FINSUMM
summarizes cash account amounts. The total
available cash balances displayed at the end of the
FINDET and FINSUMM runs should equal each
other.
 Comparing FINSUMM/FINDET is the best way of
checking if expenditure/receipts posted match
account totals during the day when other users are
running programs.

FINSUMM
FINSUMM is looking at the ACCT.IDX file. It pulls amounts from the
actual receipts and expenditures fields, current fund balances and
encumbrances from the cash accounts.
• Summary/Detail: summary gives
subtotals only based on subtotal option
entered by user
• Generates matching FINDET and
compares totals on screen (FINDET will
be for current month)
• Includes Future encumbrances in the
Current Encumbrances column (and
subtracts Future encumbrances from the
Unencumbered fund balance column) to
display the Remaining fund balance
instead
• Include Accounts with Zero amounts:
When selecting to include, it will include
accounts for which ALL columns would be
zero.
• Active Accounts Only: When selecting to
include only active accounts, the totals do
not include amounts related to those
inactive accounts.
FINDET
FINDET is looking at the transaction files. It pulls expended, received
and encumbered amounts from the PO, receipt and check index files.
• Summary/Detail: summary gives
subtotals only based on subtotal option
entered by user
• Date range may be left blank.
Blank beginning date will prompt for
default of Fiscal Year beginning or
Current Year beginning date when
ending date is filled; Pressing CANCEL
at this prompt will give a zero beginning
date.
• These options are only applicable when
sorting by FS or FD,FS, subtotaling by
FS, date range beginning on the first of
a month and no wildcard/range
selections except those based only on
FUND or SCC.
• This option can only be run for the
current month. Also this option is only
applicable when using FS or FD,FS
as the first sort/subtotal options
FINDET/FINSUMM ERRORS

FINSUMM/FINDET balances disagree… what is each report
looking at?


FINSUMM is coming from the account. The current fund balance
column on the FINSUMM is coming from the “fund balance” field on
the account file.
FINDET beginning balance for each fund is coming from
BALCMON’s prior month ending balance. The amounts are
coming from the transaction detail files (POs, Invoice, Checks
and Receipts).
ACTBAL
ACTBAL
ACTBAL is an account balance program. It checks
to make sure the FTD and MTD amounts on each
cash/appropriation/budget/revenue account agrees
with the total of the transactions on these accounts.
 Basically, it determines if the amounts recorded on
the transaction side equal the amounts posted on
the account side for all types of accounts (cash,
appropriation, budget and revenue).
 When ACTBAL is finished processing, it will
generate an ACTBAL.TXT file

ACTBAL ERROR REPORT
If the totals aren’t equal, an error report
(ACTERR.TXT) is generated listing the particular
account(s) that are out of balance. We strongly
recommend to ITCs that the BLDOINQ procedure
be set up nightly on all of their districts with the
parameter to run ACTBAL turned on. By setting up
ACTBAL to run nightly, it will detect any
discrepancies between the account amounts and
their associated transaction detail information.
 ACTBAL can also be run interactively provided
BLDOINQ is run first and no other users are
currently using USAS.

WHAT CAUSES ACTBAL ERRORS

system crash or other error during transaction
processing

user aborted out of program improperly

improper run of nightly ACTBAL

district processing during ACTBAL run