Rebuild General Ledger when Balance Sheet or Income Statement is Incorrect

Product: The Agency Manager, Series 9 and above

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 Status of Accounts reports do not reflect the previous month's ending balances being brought forward. Balances not brought forward can also occur when users enter a backpost adjustment, especially when users backpost to a previous fiscal year. Determine in which month the situation occurred by comparing the ending balance of the earliest month to the starting balance of the sequential month. If the backposted adjustment is not reflected, run the Status of Accounts report for the backposted month to verify that the backpost exists. In either situation, run the reports separately by agency to determine which agency or agencies have errors.

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

  1. Have all users exit TAM. (If your agency uses TAMOnline, verify that Accounting Support has copied your database and skip to step 4.)
  2. Click Start, Run, type CMD, and press [Enter].
  3. Change to your TAM drive. Type G: and press [Enter], where G: is the letter of your TAM drive.
  4. Type CD\TAM and press [Enter].
  5. Type COPY TRANSACT.DBF *.AS9 and press [Enter]. If prompted to overwrite files, press [Y]. A line that says, "1 file(s) copied," displays below your last command.
  6. Type EXIT to exit the command line.
  7. Click Start, Applied Systems, Utility Manager.
  8. Sign into Utility Manager, expand Accounting, GL, and open Rebuild GL Balances.
  9. Select the agency for which you want to run the rebuild. (We recommend running the utility for only the agency having the problem.)
  10. Select the month prior to the last month where the beginning balance matched the previous month's ending balance. If the last month that was correct is DEC07, use NOV07 for start date.
  11. Make sure the Repost the transactions? checkbox is deselected.
  12. Click Run, and click OK on the Overwrite Confirmation screen.
  13. Watch for any error messages to display. If an error message displays, press [Enter] to continue running the utility. After the utility finishes running, run Rebuild GL Balances again for the same time period. Continue running the utility for the same time period until no error messages display. If you cannot use [Enter] to bypass an error message, please contact Accounting Support.
  14. Repeat steps 6 through 10 for each agency with balance errors.
  15. Exit Utility Manager and re-enter TAM.
  16. Run the Balance Sheet and/or Income Statement again. Click Yes when prompted to Regenerate Month-End Journal Entries.

If the reports are correct, stop here.

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

Errors are for One Month Only

Run the Status of Accounts report for one month. Run the Income Statement or Balance Sheet for the same month. The balances on the Status of Accounts report 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. Have all users exit TAM. (If your agency uses TAMOnline, verify that Accounting Support has copied your database and skip to step 4.)
  2. Click Start, Run, type CMD, and then press [Enter].
  3. Change to your TAM drive. Type G: and press [Enter], where G: is the letter of your TAM drive.
  4. Type CD\TAM and press [Enter].
  5. Type COPY TRANSACT.DBF *.AS9 and press [Enter]. If prompted to overwrite files, press [Y]. A line that says, "1 file(s) copied," displays below your last command.
  6. Type EXIT to exit the command line.
  7. Click Start, Applied Systems, Utility Manager.
  8. Sign into Utility Manager, expand Accounting, GL, and open Rebuild GL Balances for a Month.
  9. Choose the agency for which you want to run the rebuild. (We recommend running the utility for only the agency having the problem.)
  10. Select the month where the balances do not match and click Run.
  11. Exit Utility Manager and re-enter TAM.
  12. Run the Balance Sheet and/or Income Statement again and answer Yes to Regenerate Month-End Journal Entries.

Last Revised: October 20, 2010 04:38 PM

SWE36524