Rebuild General Ledger when Balance Sheet or Income Statement Is Incorrect

Product: TAM Series 6 and 7

There are two situations where rebuilding of General Ledger balances is necessary. The first is where balances do not pull forward (errors in opening balances). The second is when the status of accounts reflects a different amount in a given month than the Balance Sheet and/or Income Statement reflects (errors are for one month only). This document covers what to do in each case.

Errors in Opening Balances

When you post a month, the balance sheet, income statement and the status of accounts do not reflect the previous month's ending balances being brought forward. Balances not being brought forward can also occur when a backpost adjustment is entered, especially when the backpost is to a prior fiscal year. Determine which month the situation occurred in by comparing the ending balance of the earliest month to the starting balance of the sequential month. In the situation where the backpost adjustment is not reflected, run the status of accounts for the backpost month to verify that the backpost does exist. In either situation, run the reports separately by agency to determine which agency or agencies have errors. 

Note:   It is strongly recommended that this utility not be run for more than two years prior to the current month.

  1. Exit all users out of TAM.
  2. Open an MS-DOS prompt and access your TAM drive.
  3. Type CD\TAM and press [Enter].
  4. Type COPY GLEDGER.DBF *.XYZ and press [Enter].
  5. Type UTGL REBUILD_BALANCES and press [Enter].
  6. Enter the problemAgency code. Run the utility only for the agency having the problem.
  7. Enter the last month that the beginning balance matched the previous month's ending balance. If the last month that it was correct was DEC01, use NOV01 for start date. This can be run for only one year at a time. For the example above, run UTGL Rebuild_Balances for DEC01. Then run the utility again for DEC02.
  8. Answer Yes toRepost Journal Entries.
  9. Watch for any error messages to appear in red on the bottom of the screen. Should an error message appear, press [Enter ] to continue running the utility. Once the utility has finished running, you will need to run UTGL Rebuild_Balances again for the same time period. Continue running the utility for the same time period until no error messages appear. If you are unable to Enter through an error message, please contact Accounting Support.
  10. At the TAM prompt, type UTGLEDGE and press [Enter ].
  11. Enter the problem Agency code.
  12. Enter the current accounting month and press [Enter ].
  13. Watch for any error messages to appear in red on the bottom of the screen. Should an error message appear, press [Enter ] to continue running the utility. Once the utility has finished running, you will need to run it again for the same accounting month. Continue running the utility until no error messages appear.
  14. Repeat steps 5 through 13 for each agency with balance errors.
  15. Run the Balance Sheet and/or Income Statement again, and answer Yes to "Regenerate Month-End Journal Entries."

    If the reports are now correct, stop here.

     If they are still incorrect, please fax a copy of the Balance Sheet and/or Income Statement with the parameter page as well as a few examples from the Status of Accounts report to Accounting Support.

Errors Are for One Month Only

Run the status of accounts for one month. Run the income statement or balance sheet for the same month. The balances on the status are not reflected on the income statement and/or balance sheet. Run the reports by individual agencies to identify which agency or agencies have errors.

  1. Exit all users out of TAM.
  2. Open an MS-DOS prompt.
  3. Access the TAM drive.
  4. Type CD\TAM and press [Enter].
  5. Type COPY GLEDGER.DBF GLEDGER.XYZ and press [Enter].
  6. Type UTGLEDGE and press [Enter].
  7. Enter the problem Agency code.
  8. Enter the month where balances are not matching.
  9. No to changes.
  10. Repeat  steps 6 through 9 on each agency with errors.

Last Revised: February 19, 2008 02:24 PM

SWE5444