Unit Balances Overlay

The Unit Balances Overlay, shown in Figure 5-8a below, appears automatically when you save a record or when you click on the Balances button from the Unit Accounts Screen in Unit Accounts File Maintenance. This overlay addresses fiscal year unit balances associated with the current unit/account but maintained in a separate file. You normally enter this level in the same mode you were in at the higher level (except you are converted to Add mode if no records exist in Change mode) but you can change mode by using the mode icons on the toolbar or the mode function keys. If desired, in key entry, you can click on or press the Scan key to review the records currently on file and select one for editing or viewing.

For each fiscal year, here is where you establish unit balance information including monthly, SOY (Start of Year), and EOY (End of Year) balances.

Figure 5-8a. Unit Balances Overlay

This overlay contains the following fields for each fiscal year record associated with the current unit/account (which is identified in the title bar).

Unit Balance Information

Fiscal Year

Enter the fiscal year as a 4-digit number.

SOY (Start Of Year)

Enter the SOY unit balance, if applicable (with up to 9 digits to the left of the decimal and 2 digits to the right, plus a "-" if needed for a credit balance).

Monthly/Period Balances

Enter the appropriate unit balance for each month/period (with up to 9 digits to the left of the decimal and 2 digits to the right, plus a "-" if needed for a credit balance). Balances are kept on a cumulative year-to-date basis.

The system will determine how many monthly/period entries apply according to the number of accounting periods you defined in Parameters File Maintenance. If "12", it will customize the labels presented for each month depending upon the start of your fiscal year; otherwise, it will number the periods.

EOY (End of Year)

Enter the EOY unit balance (with up to 9 digits to the left of the decimal and 2 digits to the right, plus a "-" if needed for a credit balance).

Press ENTER or click or the Save button to save the information for the current fiscal year record. If any information has changed, the system may redisplay the screen to show any new or changed system-supplied items or to report any error or warning messages. If so, the current record has not yet been saved; you must address any concerns and press ENTER or click or the Save button again. When the record has been saved, you will go on to the next fiscal year record, if any.

When you have finished with the fiscal year records associated with the current unit/account (or to prevent saving the current fiscal year record), click the Back button to return to the Unit Accounts Screen for that unit/account or press END or click or the Cancel button to go on to the next unit/account, if any.

The following icons are also available for use on the toolbar:

List Unit Accounts: See Unit Accounts List for further information.

Display Unit Balance Audit Info: See Audit Info for further information.

Click the appropriate icon to perform the desired operation (which first saves the current record if applicable), after which you will return to where you are.