Posts tagged Journal Entries
Friday Feature - Available Pending Balance

We understand how much a budget drives school business. So, not only do we have a budget check option for requisitions, we have one for journal entries and budget transfers, too!

In the Organization record, you can decide what should be included in the "available balance" for the posting of a journal entry or budget transfer. (The available balance logic prevents users from posting journal entries and budget transfers if the available balance would go negative.) 

The JE Balance Check flag is available in the Organization record and in the System table.

The JE Balance Check flag is available in the Organization record and in the System table.

Most customers have it set to the Major Object option, which checks the available balance at the fund/major object level (e.g, 010-4xxx). With the 18.02 release, we added the option to include pending journal entries, which means the available balance includes all journal entries in the Audit and Submitted statuses (i.e., unposted JEs). 

Of course, you can turn this off (None) or let it default to what is set in the System table. The flexibility is built in.

So, what does it do exactly? So glad you asked.

If it is turned on, the software checks the amount in the journal entry or budget transfer against the available balance when the JE/BT is submitted, approved and posted, regardless of the activity used.

In other words, no matter how you create the JE/BT or submit or approve it, the software is going to check the account amounts against the available balance, ensuring that it is never exceeded!




Friday Feature - Multiyear Processing for Journal Entries

Last year, around this time, I wrote a blog about setting up multiyear processing for several documents. Since that time, in release 17.01, we made it easier to change those options for journal entries. Check it out!

The Current/Next, End/Start dates provide complete control over journal entry creation during year end processing.

The Current/Next, End/Start dates provide complete control over journal entry creation during year end processing.

While multiyear processing of journal entries has always been available in Escape Online, system managers needed an easier way to access and verify these fields. That's why we put it in the System Config activity.

We know and appreciate how much year end requires from system managers and this is just one feature that makes the job just a little bit easier.




Friday Feature - Quick Links and Report Links in Reports

As you may well know, Escape Online has both quick links and report links in some of the more commonly used reports. Specifically, in v16.02.04, we released the new Fiscal99 with a plethora of links!

In one of our more silly Top 10s for 16.02, Terri and I went over how report links and quick links work in reports. Check this out: 

  1. Number 1 is a report link. You can tell because it is underlined. It opens the ReqPay01.
  2. Number 2 is a quick link. You can tell because it looks like a quick link. It open the Vendor activity.
  3. Number 3 opens the Journal Entry snapshot (Ledger99).
  4. Number 4 opens the Journal Entry activity.
  5. Number 5 opens the Requisition Snapshot (ReqPay99).
  6. And, you guessed it. Number 6 opens the associated Requisition activity.

If any of these lines were a result from pay, the report link would open the Pay10, which of course would use your user-based permissions to determine your access. In fact, if you don't have permissions to the Labor Distribution Detail (Pay10) report -- or any of the reports and activities mentioned above -- the link, be it report or quick, will not even be displayed!