Making Journal Entries for General Ledger Accounts

Intro

Adjustments to general ledger accounts are effected by clicking the “Make Manual Journal Entries” link in the upper-right of the “Financial Workbook” page.

Certain functionality in this application area requires you to have one or more . For more information about any given right (i.e., what functionality it governs, etc.), please see the “Available User Rights” topic.

Tasks

    1. Expand the ArcReporting “Financials” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcReporting” from the .
        Landing page components list (ArcReporting)

      3. Click the “Reporting Workspace” at lower-left of the screen.
        “Reporting Workspace” tab

      4. Click the “Financials” menu to view available items.

        If the “Account Period”, “Complex” and “Fund” relevant to the data you wish to view are not currently selected, choose them using the either selection button at upper-left of the screen or the selection bar across the top of the window.

        •

          1. Click the “[Select Date]” text or “»” symbol.

            Selection bar: date selection component

          2. Click the “[Select Complex]” text or “»” symbol.

            Selection bar: complex selection component

            If only one complex is available based on the specified date, the complex is automatically chosen.

          3. Click the “[Select Group]” text or “»” symbol.

            Selection bar: fund group selection component

            Alternatively, you can specify “All Fund Groups”, which automatically fills in “All Funds” in the step below. Some pages in Arc Suite (e.g., “Fund Holdings”), allow you to view information for more than one fund simultaneously. If a page does not support multiple fund display, then no information displays when “All Fund Groups » All Funds” is specified.

            Selection bar: “All Fund Groups” selection option

            If only one fund group is available based on the specified complex, the group is automatically chosen.

          4. Click the “[Select Fund]” text or “»” symbol.

            Selection bar: fund selection component

            Alternatively, you can specify “All Funds”.

            Selection bar: “All Funds” selection option

            If only one fund is available based on the specified group, the fund is automatically chosen.

          When all elements of the fund selection bar are specified, you have several options available in terms of viewing different sets of data for open pages.

          Selection bar: selection complete
          • Change the specified date. The list of dates is filtered for active projects for the specified fund. Changing the date refreshes the data for all open pages.
          • Change the complex. Changing the complex resets the group, and you’ll need to return to Step 3 above.
          • Change the group. Changing the group resets the fund, and you’ll need to return to Step 4 above.
          • Change the fund. Changing the fund refreshes the data for all open pages.
          • Reset the fund selection bar. Click the “Reset” button at any time to return to Step 1 above.

        •

          1. Click the selection button at upper-left of the window.

            Selection button

            If an account period has already been specified via the fund selection bar (see above), the list under the fund selection button automatically expands that date.

            Selection button auto-expansion by selected date
          2. Click the arrow at left of the desired account period to display the available complex(es) and associated fund group(s) and fund(s).
          3. Specify the “Complex”, “Fund Group” and “Fund” relevant to the project you wish to view.

    2. Click the “Financial Workbook” item.

      “Financial Workbook” page

    3. Click the “Balance Type” at upper-left of the page to specify the balance type of the workbook data you wish to view/edit.
      • If data has only been loaded for one balance type, that balance type is selected by default when the page is opened and data for that balance type will populate the various tabs on the page.
      • If data has been loaded for more than one balance type, the first balance type in the drop-down list is selected by default when the page is opened and data for that balance type will populate the various tabs on the page.

      • When you change the drop-down list selection, all tabs of the page will refresh to reflect data associated with the specified balance type.

        • In general, if no data has been loaded to the specified balance type for a given line item, a value of “0” is returned.
      • Supplemental data cannot be loaded to different balance types; you can manually add supplemental data to financial statements at a given balance type, however.

    4. Click the “Make Journal Entries” at upper-right of the page to make one or more journal entries.
      “Journal Entries” dialogue
      • The “Make Journal Entries” link is disabled when the specified account period in ArcReporting has a “Status” of “Closed” for the specified complex, or if calculations have been locked for the specified fund, account period and balance type.

      • By default, “Debit” or “Credit” panes are displayed on the right half of the dialogue, in which journal entries can be made. However, if the “EnableJournalEntryTLedgerView” system setting has a value of “True”, a single “Journal Entry” is displayed, instead.
        “Journal Entries” dialogue, “Journal Entry” pane (displayed if “EnableJournalEntryTLedgerView” system setting is “True”)

      1. Select the “Enable Auto Journal Entries” if you wish to automatically allocate a certain amount among the items included in the journal entry, based on a specified allocation method. Otherwise, leave this check box cleared.

        Once any update is made that puts the dialogue in an unsaved state, the check box is disabled; changes must either be saved or reverted to enable the check box again.

      2. Specify the whose account(s), class(es) and/or currency(ies) will be involved in the adjustment.

        Available selections include all trial balances displayed in the workbook (based on those defined via the “Financial Workbook Templates” page).

      3. To make all accounts in the specified trial balance available, select the “Include zero-balance accounts” check box (if the check box is cleared, only accounts with non-zero balances are displayed).

      4. Click and hold a class, account or currency in the “Working Trial Balance” pane, then it into the group box at right of the dialogue.

        Use the “Find” area at lower-left of the dialogue to find instances of an account matching the criteria you enter in the “Account Code” and/or “Account Name” text boxes.

        • Accounts contained in any section having year to date totaling enabled cannot be into either the group box at right when making journal entries in the “Default” balance set.

          Year to date totaling is enabled for a given trial balance section when that section is included in the “Available Section(s)” list box on the “Trial Balance Year To Date (YTD)” tab of the “Financial Workbook Templates” page, and when the “Enable Trial Balance Year To Date (YTD) totaling for workbook” check box on that tab is selected.

        • Any number of accounts, classes and/or currencies can be into the group box.

          • An account can be from the “Working Trial Balance” tree view into the group box.
            • Within one transaction, you can make adjustments to multiple accounts. Even if one account has a “Level” of “Class” and other accounts have a “Level” of “Currency”, both class- and currency-level adjustments can be made and saved in one transaction across the two accounts.
            • For accounts with a “Level” of “Currency”, if currency-level balance data exists, then all currencies are brought into the group box.
            • For accounts with a “Level” of “Class”, if class-level balance data exists, then all classes for this fund are brought into the group box.
            • For accounts with a “Level” of “Class”, if only a fund/composite-level balance exists, then only the account will be brought into the group box (none of its classes).

            • For accounts with a “Level” of “Class” or “Currency”, if there is no balance for that account, then the “Item Level” displays when the account is dropped on the group box, allowing you to specify whether the adjustment should be at a fund or class/currency level.
              “Journal Entries” dialogue, “Item Level” dialogue

              • Clicking the “Accept” button at lower-right of the dialogue causes it to close and for the following to occur:

                • If the “Fund” option was selected, only the account is brought into the group box (but none of its classes/currencies).
                • If the “Class/Currency” option was selected, each of the account’s classes/currencies is brought into the group box (but not the account itself).
              • Clicking the “Cancel” button at lower-right of the dialogue causes it to close, with no drag/drop action completed (i.e., no account nor class/currency is brought into the group box).

          • For accounts with a “Level” of “Class”, per the rules below, one of the classes under that account can be from the “Working Trial Balance” tree view into the group box.
            • Since the classes will not be displayed at all, adjustments at the class level cannot be made to accounts with account (composite)-level balances.
            • Adjustments at the currency level cannot be made to accounts with a “Level” of “Class”. In fact, no currencies are displayed under this scenario.

          • For accounts with a “Level” of “Currency”, per the rules below, one or more of those currencies can be into the group box.
            • For accounts with a “Level” of “Currency”, account (composite)-level adjustments are not supported. Only currencies can be dragged to the group box.
            • For accounts with a “Level” of “Currency” when the you drag the account into the group box, all currencies will automatically be added to it, just as if you dragged each individual currency.

      5. Specify the for items in the “Value” column of the “Debit” and “Credit” panes, respectively, or in the “Debit” and “Credit” columns of the “Journal Entry” pane. You can do this either automatically or manually.

        1. If the “Enable Auto Journal Entries” check box was selected, you can automatically allocate a certain amount among the accounts, based on a .

          1. Specify the desired for allocation via the “Allocation Method” drop-down list.

            • (default selection)
              • This option is based on the class balance data point “Average Net Assets - 1 Year”.
              • Each class is used as the numerator to determine that class’ pro-rata portion.
              • The sum of all the classes will equal the denominator.

            •
              • This option is based on the class balance data point “Average Net Assets - 6 Months”.
              • Each class is used as the numerator to determine that class’ pro-rata portion.
              • The sum of all the classes will equal the denominator.

            •
              • This option is based on the class balance data point “Average Shares Outstanding”.
              • Each class is used as the numerator to determine that class’ pro-rata portion.
              • The sum of all the classes will equal the denominator.

            •
              • This option is based on the class balance data point “Net Assets of the Class”.
              • Each class is used as the numerator to determine that class’ pro-rata portion.
              • The sum of all the classes will equal the denominator.

            •
              • This option is based on the “Total Income” section total line on the working trial balance tab.
              • The numerator for each class is based on the “Total Income” section total line from each class-specific trial balance.
              • The denominator is based on the “Total Income” section total line from the “None/All” trial balance.
              • The numerator and denominator will use the “Ending Balance (Raw)” value when computing the pro-rata portion for each class.

            •
              • This option is based on the “Total Expenses” section total line on the working trial balance tab.
              • The numerator for each class is based on the “Total Expenses” section total line from each class-specific trial balance.
              • The denominator is based on the “Total Expenses” section total line from the “None/All” trial balance.
              • The numerator and denominator will use the “Ending Balance (Raw)” value when computing the pro-rata portion for each class.

            •
              • This option is based on the “Net Investment Income” section total line on the working trial balance tab.
              • The numerator for each class is based on the “Net Investment Income” section total line from each class-specific trial balance.
              • The denominator is based on the “Net Investment Income” section total line from the “None/All” trial balance.
              • The numerator and denominator will use the “Ending Balance (Raw)” value when computing the pro-rata portion for each class.

            If you specify an allocation method that contains both a fund-level account and class-level account and you are making journal entries to fund-level accounts, the percentages displayed and used in the allocation will only be based on the total class-level account balances.

          2. Enter the value you wish to allocate to the selected accounts in the “Input Value” text box. This value will be used for both the “Debit” and “Credit” entry.

          3. Click the “Allocate” at right of the “Input Value” text box(es) to allocate the amount entered, according to the specified allocation method.
            • If a class-level account contains a zero balance for the specified allocation method, a “0%” value will be returned.

            • A value will be returned for each class account in the grid along with total values.

              • If the sum of the class-level accounts does not equal the specified “Input Value”, the text “Allocation Issue” will display in red next to the “Allocate” button. In this case, you must manually change one of the class accounts in order to get the total lines to match the “Input Value” and resolve the allocation issue.
            • If you dragged a fund-level account to the group box, the allocation percentage returned will be “100%”.

        2. Whether the “Enable Auto Journal Entries” was cleared or selected, you can manually enter amounts to be debited/credited for each item in the grid.

          If the “Enable Auto Journal Entries” check box is selected, normally-editable value column cells are initially read-only when an account is dragged/dropped into the grid.

          • After a value is entered in the “Input Value” text box and the “Allocate” button is clicked, cells in the column for class-level accounts are populated with values according to the specified allocation method; cells in the column for fund-level accounts are populated with a value representing “100%”, regardless of the specified allocation method.
          • After The “Allocate” button is clicked and cells in the column are populated with values, the cells are editable (allowing you to make manual adjustments, as needed).
      6. Provide a “Memo” for the adjustment batch in the corresponding text box.

      7. Click the “Save” button at lower-right of the dialogue.

    1. Expand the ArcReporting “Financials” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcReporting” from the .
        Landing page components list (ArcReporting)

      3. Click the “Reporting Workspace” at lower-left of the screen.
        “Reporting Workspace” tab

      4. Click the “Financials” menu to view available items.

        If the “Account Period”, “Complex” and “Fund” relevant to the data you wish to view are not currently selected, choose them using the either selection button at upper-left of the screen or the selection bar across the top of the window.

        •

          1. Click the “[Select Date]” text or “»” symbol.

            Selection bar: date selection component

          2. Click the “[Select Complex]” text or “»” symbol.

            Selection bar: complex selection component

            If only one complex is available based on the specified date, the complex is automatically chosen.

          3. Click the “[Select Group]” text or “»” symbol.

            Selection bar: fund group selection component

            Alternatively, you can specify “All Fund Groups”, which automatically fills in “All Funds” in the step below. Some pages in Arc Suite (e.g., “Fund Holdings”), allow you to view information for more than one fund simultaneously. If a page does not support multiple fund display, then no information displays when “All Fund Groups » All Funds” is specified.

            Selection bar: “All Fund Groups” selection option

            If only one fund group is available based on the specified complex, the group is automatically chosen.

          4. Click the “[Select Fund]” text or “»” symbol.

            Selection bar: fund selection component

            Alternatively, you can specify “All Funds”.

            Selection bar: “All Funds” selection option

            If only one fund is available based on the specified group, the fund is automatically chosen.

          When all elements of the fund selection bar are specified, you have several options available in terms of viewing different sets of data for open pages.

          Selection bar: selection complete
          • Change the specified date. The list of dates is filtered for active projects for the specified fund. Changing the date refreshes the data for all open pages.
          • Change the complex. Changing the complex resets the group, and you’ll need to return to Step 3 above.
          • Change the group. Changing the group resets the fund, and you’ll need to return to Step 4 above.
          • Change the fund. Changing the fund refreshes the data for all open pages.
          • Reset the fund selection bar. Click the “Reset” button at any time to return to Step 1 above.

        •

          1. Click the selection button at upper-left of the window.

            Selection button

            If an account period has already been specified via the fund selection bar (see above), the list under the fund selection button automatically expands that date.

            Selection button auto-expansion by selected date
          2. Click the arrow at left of the desired account period to display the available complex(es) and associated fund group(s) and fund(s).
          3. Specify the “Complex”, “Fund Group” and “Fund” relevant to the project you wish to view.

    2. Click the “General Ledger Transactions” item.

      “General Ledger Transactions” page

      To easily view transactions that are specific to accounts in a particular financial workbook, just click the “View General Ledger Transactions” link on the “Financial Workbook” page to open the “General Ledger Transactions” page.

    3. Set criteria for the transaction(s) you wish to view.

      • At least one search filter must be set before the “Search” button at right of the “Search Criteria” section becomes enabled.
      • Complexes available for selection in the “Complex” drop-down list are limited to those to which you have been granted access via the “Users” page.

    4. Click the “Search” button at right of the “Search Criteria” section.

    5. Select (click once with the left mouse button) any row in the grid that represents an account adjustment within the transaction batch you wish to reverse.

      Transaction batches for closed account periods cannot be reversed. Consequently, the “Reverse Batch” link is disabled when a row representing an account adjustment for a closed account period is selected.

    6. Click the “Reverse Batch” link at lower-right of the page.

      The “Reverse Batch” link may be used only one time against any given batch. If you click the link when a batch of either “Reversed” or “Reversal” is selected in the results grid, you will be prompted with the option to create an “opposite entry”, instead.

    7. Click the “OK” button on the message dialogue.

      “Reverse Batch” dialogue

    8. Click the “Accept” button on the dialogue to effect the reversal of the selected transaction batch.

      Clicking the “Cancel” button on the dialogue causes it to close, and for no reversal of adjustments to be made.

      • An opposite journal entry for each adjustment in the batch is created and booked.

        • The adjustment made is of the opposite type (i.e., a debit becomes a credit, and a credit becomes a debit).
        • The “Transaction Source” value for each entry is set to “Reverse”.
        • The “Editing User” value for each entry is set to the name of the user who performed the reversal.
      • A new batch number is created and associated with each new journal entry made.

      • The following information is placed in the “Memo” field for the new batch:

        “Reversed Batch #<Batch Number of reversed batch> : <Memo text of reversed batch>[: <Reversal memo text (if provided)>]”

        “Reversed Batch #1: As of trade: As of trade was canceled.”

      • The “Reversed/Reversal” value of the original (reversed) batch is set to “Reversed”.
      • The “Reversed/Reversal” value of the new (reversal) batch is set to “Reversal”.
      • The results grid of the “General Ledger Transactions” page refreshes so that the new batch and associated entries display in the grid (assuming they meet the specified “Search Criteria”).
      • The “Status” of the financial workbook associated with the fund and account period is set to “Not Calculated”.

    You can sort, group and filter information in a grid through in order to find what you’re looking for more easily.
    (sample grid)

    1. Filtering: You can filter the items presented in a grid by using the “Filter” at the top of any column.
      1. To remove any particular column filter, click the “Filter” button at the top of that column, and then click the “Clear Filter” button on the filter criteria dialogue that displays.

      2. To remove all column filters for the grid at once, click the “Clear all filters” button at upper-left of the grid.

        The “Clear all filters” button is not available on all Arc Suite grids.

        • The “Clear all filters” button is not available on all Arc Suite grids.
        • Column filtering only affects the rows that have been loaded in the grid. If grid pagination functionality is enabled for the “Holdings” tab of the “Fund Holdings” page (via the “FundHoldingsGridPagination” system setting), be sure all available rows have been loaded if you expect column filtering to affect all securities in the data set.
    2. Sorting: You can sort items in a grid by clicking any column header. Once sorted, the column header will change color and indicate whether the list is sorted in ascending or descending order.

    3. Grouping: In some grids, the items can be grouped in the display by selecting a column header, and then dragging it into the of a grid.
      1. To expand or collapse a grouping, click the buttons, respectively, at left of the grouping row in the grid.

      2. To remove a grouping, hover your cursor over the grouping box, and then click the “Remove” that displays on its right.
        Application grid grouping removal
    4. Grid Splitting: Grids feature a vertical splitter bar, which you can grab and move over the line dividing any two columns. As you scroll horizontally to see more columns of data, the columns to the left of the splitter bar are “frozen” in view.

    5. Pagination: Some grids feature a “Rows Per Page” spinner control at lower-left, which you can use to specify the maximum number of records/rows to display in the grid at once. If the number of records in the database meeting the specified criteria exceeds the specified “Rows Per Page” value, a set of navigation controls at lower-right of the grid is enabled to allow access to the records in successive grid “pages”.

      If grid pagination functionality is enabled for the “Holdings” tab of the “Fund Holdings” page (via the “FundHoldingsGridPagination” system setting), the value specified for the associated “FundHoldingsGridPageSize” setting will determine the upper limit of the “Rows Per Page” spinner control, as well as how many rows are loaded at once to the grid.

    1. Expand the ArcReporting “Financials” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcReporting” from the .
        Landing page components list (ArcReporting)

      3. Click the “Reporting Workspace” at lower-left of the screen.
        “Reporting Workspace” tab

      4. Click the “Financials” menu to view available items.

        If the “Account Period”, “Complex” and “Fund” relevant to the data you wish to view are not currently selected, choose them using the either selection button at upper-left of the screen or the selection bar across the top of the window.

        •

          1. Click the “[Select Date]” text or “»” symbol.

            Selection bar: date selection component

          2. Click the “[Select Complex]” text or “»” symbol.

            Selection bar: complex selection component

            If only one complex is available based on the specified date, the complex is automatically chosen.

          3. Click the “[Select Group]” text or “»” symbol.

            Selection bar: fund group selection component

            Alternatively, you can specify “All Fund Groups”, which automatically fills in “All Funds” in the step below. Some pages in Arc Suite (e.g., “Fund Holdings”), allow you to view information for more than one fund simultaneously. If a page does not support multiple fund display, then no information displays when “All Fund Groups » All Funds” is specified.

            Selection bar: “All Fund Groups” selection option

            If only one fund group is available based on the specified complex, the group is automatically chosen.

          4. Click the “[Select Fund]” text or “»” symbol.

            Selection bar: fund selection component

            Alternatively, you can specify “All Funds”.

            Selection bar: “All Funds” selection option

            If only one fund is available based on the specified group, the fund is automatically chosen.

          When all elements of the fund selection bar are specified, you have several options available in terms of viewing different sets of data for open pages.

          Selection bar: selection complete
          • Change the specified date. The list of dates is filtered for active projects for the specified fund. Changing the date refreshes the data for all open pages.
          • Change the complex. Changing the complex resets the group, and you’ll need to return to Step 3 above.
          • Change the group. Changing the group resets the fund, and you’ll need to return to Step 4 above.
          • Change the fund. Changing the fund refreshes the data for all open pages.
          • Reset the fund selection bar. Click the “Reset” button at any time to return to Step 1 above.

        •

          1. Click the selection button at upper-left of the window.

            Selection button

            If an account period has already been specified via the fund selection bar (see above), the list under the fund selection button automatically expands that date.

            Selection button auto-expansion by selected date
          2. Click the arrow at left of the desired account period to display the available complex(es) and associated fund group(s) and fund(s).
          3. Specify the “Complex”, “Fund Group” and “Fund” relevant to the project you wish to view.

    2. Click the “General Ledger Transactions” item.

      “General Ledger Transactions” page

      To easily view transactions that are specific to accounts in a particular financial workbook, just click the “View General Ledger Transactions” link on the “Financial Workbook” page to open the “General Ledger Transactions” page.

    3. Set criteria for the transaction(s) you wish to view.

      • At least one search filter must be set before the “Search” button at right of the “Search Criteria” section becomes enabled.
      • Complexes available for selection in the “Complex” drop-down list are limited to those to which you have been granted access via the “Users” page.

    4. Click the “Search” button at right of the “Search Criteria” section.

    5. Select (click once with the left mouse button) any row in the grid that represents an account adjustment within the transaction batch you wish to create an opposite entry.

    6. Click the “Create Opposite Entry” link at lower-right of the page.

      “Create Opposite Entry” dialogue

    7. Click the “Accept” button on the dialogue to effect the creation of an opposite entry of the selected transaction batch.

      Clicking the “Cancel” button on the dialogue causes it to close, and no new entry is made.

      • An opposite journal entry for each adjustment in the batch is created and booked.

        • The adjustment made is of the opposite type (i.e., a debit becomes a credit, and a credit becomes a debit).
        • The “Transaction Source” value for each entry is set to “Manual Entry”.
        • The “Editing User” value for each entry sets to the name of the user who made the entry.
      • A new batch number is created and associated with each new journal entry made.
      • The text entered in the “Memo” multi-line text box is placed in the “Memo” field for the new batch.
      • The “Reversed/Reversal” value of the new batch is <blank> (i.e., no value is set).
      • The “Status” of the financial workbook associated with the fund and account period is set to “Not Calculated”.
      • The results grid of the “General Ledger Transactions” page refreshes so that the new batch and associated entries display in the grid (assuming they meet the specified “Search Criteria”).
      • The “Status” of the financial workbook associated with the fund and account period of the batch is set to “Not Calculated”.

    You can sort, group and filter information in a grid through in order to find what you’re looking for more easily.
    (sample grid)

    1. Filtering: You can filter the items presented in a grid by using the “Filter” at the top of any column.
      1. To remove any particular column filter, click the “Filter” button at the top of that column, and then click the “Clear Filter” button on the filter criteria dialogue that displays.

      2. To remove all column filters for the grid at once, click the “Clear all filters” button at upper-left of the grid.

        The “Clear all filters” button is not available on all Arc Suite grids.

        • The “Clear all filters” button is not available on all Arc Suite grids.
        • Column filtering only affects the rows that have been loaded in the grid. If grid pagination functionality is enabled for the “Holdings” tab of the “Fund Holdings” page (via the “FundHoldingsGridPagination” system setting), be sure all available rows have been loaded if you expect column filtering to affect all securities in the data set.
    2. Sorting: You can sort items in a grid by clicking any column header. Once sorted, the column header will change color and indicate whether the list is sorted in ascending or descending order.

    3. Grouping: In some grids, the items can be grouped in the display by selecting a column header, and then dragging it into the of a grid.
      1. To expand or collapse a grouping, click the buttons, respectively, at left of the grouping row in the grid.

      2. To remove a grouping, hover your cursor over the grouping box, and then click the “Remove” that displays on its right.
        Application grid grouping removal
    4. Grid Splitting: Grids feature a vertical splitter bar, which you can grab and move over the line dividing any two columns. As you scroll horizontally to see more columns of data, the columns to the left of the splitter bar are “frozen” in view.

    5. Pagination: Some grids feature a “Rows Per Page” spinner control at lower-left, which you can use to specify the maximum number of records/rows to display in the grid at once. If the number of records in the database meeting the specified criteria exceeds the specified “Rows Per Page” value, a set of navigation controls at lower-right of the grid is enabled to allow access to the records in successive grid “pages”.

      If grid pagination functionality is enabled for the “Holdings” tab of the “Fund Holdings” page (via the “FundHoldingsGridPagination” system setting), the value specified for the associated “FundHoldingsGridPageSize” setting will determine the upper limit of the “Rows Per Page” spinner control, as well as how many rows are loaded at once to the grid.

  • General ledger transaction information can be loaded utilizing the secure FTP site process. See the “Transferring Load Files via Secure FTP” topic for details on using this method.

    • Be sure to select and upload the source data to the GLTransactions for the type of source file you’re using in the FTP directory for your respective environment.
      FTP client (“GLTransactions” load file drop folder)

    • The system automatically rejects any import that contains one or more records associated with a “Closed” account period.

    As an alternative to manually entering general ledger transaction information one record at a time via the associated application page or using the secure FTP load process, you can import multiple transaction records at once, along with their associated information, using an Excel (XLS) source file. Follow these steps to do so:

    1. Expand the ArcReporting “Financials” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcReporting” from the .
        Landing page components list (ArcReporting)

      3. Click the “Reporting Workspace” at lower-left of the screen.
        “Reporting Workspace” tab

      4. Click the “Financials” menu to view available items.

        If the “Account Period”, “Complex” and “Fund” relevant to the data you wish to view are not currently selected, choose them using the either selection button at upper-left of the screen or the selection bar across the top of the window.

        •

          1. Click the “[Select Date]” text or “»” symbol.

            Selection bar: date selection component

          2. Click the “[Select Complex]” text or “»” symbol.

            Selection bar: complex selection component

            If only one complex is available based on the specified date, the complex is automatically chosen.

          3. Click the “[Select Group]” text or “»” symbol.

            Selection bar: fund group selection component

            Alternatively, you can specify “All Fund Groups”, which automatically fills in “All Funds” in the step below. Some pages in Arc Suite (e.g., “Fund Holdings”), allow you to view information for more than one fund simultaneously. If a page does not support multiple fund display, then no information displays when “All Fund Groups » All Funds” is specified.

            Selection bar: “All Fund Groups” selection option

            If only one fund group is available based on the specified complex, the group is automatically chosen.

          4. Click the “[Select Fund]” text or “»” symbol.

            Selection bar: fund selection component

            Alternatively, you can specify “All Funds”.

            Selection bar: “All Funds” selection option

            If only one fund is available based on the specified group, the fund is automatically chosen.

          When all elements of the fund selection bar are specified, you have several options available in terms of viewing different sets of data for open pages.

          Selection bar: selection complete
          • Change the specified date. The list of dates is filtered for active projects for the specified fund. Changing the date refreshes the data for all open pages.
          • Change the complex. Changing the complex resets the group, and you’ll need to return to Step 3 above.
          • Change the group. Changing the group resets the fund, and you’ll need to return to Step 4 above.
          • Change the fund. Changing the fund refreshes the data for all open pages.
          • Reset the fund selection bar. Click the “Reset” button at any time to return to Step 1 above.

        •

          1. Click the selection button at upper-left of the window.

            Selection button

            If an account period has already been specified via the fund selection bar (see above), the list under the fund selection button automatically expands that date.

            Selection button auto-expansion by selected date
          2. Click the arrow at left of the desired account period to display the available complex(es) and associated fund group(s) and fund(s).
          3. Specify the “Complex”, “Fund Group” and “Fund” relevant to the project you wish to view.

    2. Click the “Financial Workbook” item.

      “Financial Workbook” page
    3. Click any tab in the workbook that represents a working trial balance.

    4. Click the “Get import template” at lower-right of the pane where existing items are listed to retrieve an Excel import file template.
      “File Download” dialogue (General Ledger Transactions data import)
      1. Click the “Open” button to open the template within Microsoft Excel.
      2. Or, click the “Save” button, and then specify a local or network directory in which to store the template.
    5. Use Excel’s “Save As...” command to create your data import file, giving it a unique and meaningful name (e.g., “GeneralLedgerTransactionsImport_20131231.xls”).
    6. Populate your new file with information for as many transaction records as you’d like to import, and then save it (see the “General Ledger Transactions Import File Structure” table for specifics).

    7. Click the “Import data” at lower-right of the pane where existing items are listed to import data contained in your Excel source file.
      “General Ledger Transactions Import” dialogue
      1. Select your import file using the “Browse” button at right of the “File” field.

      2. Click the “Process” to specify whether or not you wish to preview data in the source file before importing.

        1. Preview data before it imports:

          1. Click the “Process” at left of the tab.
            “General Ledger Transactions Import” dialogue, “Process” tab
            1. Review information for each record included in the import file via the grid of the “Process” tab.

            2. Click the “Errors” to read any information provided for specific rows in the data import source file.
              “General Ledger Transactions Import” dialogue, “Errors” tab

            3. Click the “Accept” button or “Reject” button at lower-right of the “Process” tab when you’re ready to import the data.

        2. Import data without preview:

          1. Click the “Process” button at left of the tab.

            You can go to the dataload “Archive” page at any time to see the result of the import process by clicking the corresponding “Process” link.

        • Only one file can be imported and processed at a time.

        • The system automatically rejects any import that contains one or more records associated with a “Closed” account period.

    You can go to the dataload “Archive” page at any time to see the result of the import process by clicking the corresponding “Process” link.

    1. Expand the ArcReporting “Financials” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcReporting” from the .
        Landing page components list (ArcReporting)

      3. Click the “Reporting Workspace” at lower-left of the screen.
        “Reporting Workspace” tab

      4. Click the “Financials” menu to view available items.

        If the “Account Period”, “Complex” and “Fund” relevant to the data you wish to view are not currently selected, choose them using the either selection button at upper-left of the screen or the selection bar across the top of the window.

        •

          1. Click the “[Select Date]” text or “»” symbol.

            Selection bar: date selection component

          2. Click the “[Select Complex]” text or “»” symbol.

            Selection bar: complex selection component

            If only one complex is available based on the specified date, the complex is automatically chosen.

          3. Click the “[Select Group]” text or “»” symbol.

            Selection bar: fund group selection component

            Alternatively, you can specify “All Fund Groups”, which automatically fills in “All Funds” in the step below. Some pages in Arc Suite (e.g., “Fund Holdings”), allow you to view information for more than one fund simultaneously. If a page does not support multiple fund display, then no information displays when “All Fund Groups » All Funds” is specified.

            Selection bar: “All Fund Groups” selection option

            If only one fund group is available based on the specified complex, the group is automatically chosen.

          4. Click the “[Select Fund]” text or “»” symbol.

            Selection bar: fund selection component

            Alternatively, you can specify “All Funds”.

            Selection bar: “All Funds” selection option

            If only one fund is available based on the specified group, the fund is automatically chosen.

          When all elements of the fund selection bar are specified, you have several options available in terms of viewing different sets of data for open pages.

          Selection bar: selection complete
          • Change the specified date. The list of dates is filtered for active projects for the specified fund. Changing the date refreshes the data for all open pages.
          • Change the complex. Changing the complex resets the group, and you’ll need to return to Step 3 above.
          • Change the group. Changing the group resets the fund, and you’ll need to return to Step 4 above.
          • Change the fund. Changing the fund refreshes the data for all open pages.
          • Reset the fund selection bar. Click the “Reset” button at any time to return to Step 1 above.

        •

          1. Click the selection button at upper-left of the window.

            Selection button

            If an account period has already been specified via the fund selection bar (see above), the list under the fund selection button automatically expands that date.

            Selection button auto-expansion by selected date
          2. Click the arrow at left of the desired account period to display the available complex(es) and associated fund group(s) and fund(s).
          3. Specify the “Complex”, “Fund Group” and “Fund” relevant to the project you wish to view.

    2. Click the “Financial Workbook” item.

      “Financial Workbook” page

    3. Click the “Balance Type” at upper-left of the page to specify the balance type of the workbook data you wish to view/edit.
      • If data has only been loaded for one balance type, that balance type is selected by default when the page is opened and data for that balance type will populate the various tabs on the page.
      • If data has been loaded for more than one balance type, the first balance type in the drop-down list is selected by default when the page is opened and data for that balance type will populate the various tabs on the page.

      • When you change the drop-down list selection, all tabs of the page will refresh to reflect data associated with the specified balance type.

        • In general, if no data has been loaded to the specified balance type for a given line item, a value of “0” is returned.
      • Supplemental data cannot be loaded to different balance types; you can manually add supplemental data to financial statements at a given balance type, however.

    4. Click any tab at left of the tab set representing a trial balance.

    5. Click the “Show Auto Reclass Items” link at upper-right of the selected tab.

      The link is disabled when the specified account period in ArcReporting has a “Status” of “Closed” for the specified complex, or if calculations have been locked for the specified fund, account period and balance type.

    6. To carry out the reclass of the items, click the “Make Auto Reclass Journal Entries” link at upper-right of the page.

      The link is disabled when the specified account period in ArcReporting has a “Status” of “Closed” for the specified complex.

    7. To continue, click the “Yes” button on the confirmation dialogue that displays.

      • Appropriate debits and credits will be made to zero-out all accounts in the trial balance item selected for reclass. The total value of accounts contained within the trial balance item will be applied as a debit or credit to the specified reclass account.

      • Account reclass logic is carried out for items having the “Auto Reclass Account” check box selected under the following conditions.

        • Automatically, the first time a workbook containing the item(s) is calculated (i.e., the first time the workbook is opened following a dataload), if the “Auto reclass trial balance items during first workbook calculation” option on the “Settings” tab of the financial workbook template is selected.
        • When a user clicks the “Make Auto Reclass Journal Entries” link on the “Financial Workbook” page.

    8. Click the “Save” button at lower-right of the page.

    1. Expand the ArcReporting “Financials” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcReporting” from the .
        Landing page components list (ArcReporting)

      3. Click the “Reporting Workspace” at lower-left of the screen.
        “Reporting Workspace” tab

      4. Click the “Financials” menu to view available items.

        If the “Account Period”, “Complex” and “Fund” relevant to the data you wish to view are not currently selected, choose them using the either selection button at upper-left of the screen or the selection bar across the top of the window.

        •

          1. Click the “[Select Date]” text or “»” symbol.

            Selection bar: date selection component

          2. Click the “[Select Complex]” text or “»” symbol.

            Selection bar: complex selection component

            If only one complex is available based on the specified date, the complex is automatically chosen.

          3. Click the “[Select Group]” text or “»” symbol.

            Selection bar: fund group selection component

            Alternatively, you can specify “All Fund Groups”, which automatically fills in “All Funds” in the step below. Some pages in Arc Suite (e.g., “Fund Holdings”), allow you to view information for more than one fund simultaneously. If a page does not support multiple fund display, then no information displays when “All Fund Groups » All Funds” is specified.

            Selection bar: “All Fund Groups” selection option

            If only one fund group is available based on the specified complex, the group is automatically chosen.

          4. Click the “[Select Fund]” text or “»” symbol.

            Selection bar: fund selection component

            Alternatively, you can specify “All Funds”.

            Selection bar: “All Funds” selection option

            If only one fund is available based on the specified group, the fund is automatically chosen.

          When all elements of the fund selection bar are specified, you have several options available in terms of viewing different sets of data for open pages.

          Selection bar: selection complete
          • Change the specified date. The list of dates is filtered for active projects for the specified fund. Changing the date refreshes the data for all open pages.
          • Change the complex. Changing the complex resets the group, and you’ll need to return to Step 3 above.
          • Change the group. Changing the group resets the fund, and you’ll need to return to Step 4 above.
          • Change the fund. Changing the fund refreshes the data for all open pages.
          • Reset the fund selection bar. Click the “Reset” button at any time to return to Step 1 above.

        •

          1. Click the selection button at upper-left of the window.

            Selection button

            If an account period has already been specified via the fund selection bar (see above), the list under the fund selection button automatically expands that date.

            Selection button auto-expansion by selected date
          2. Click the arrow at left of the desired account period to display the available complex(es) and associated fund group(s) and fund(s).
          3. Specify the “Complex”, “Fund Group” and “Fund” relevant to the project you wish to view.

    2. Click the “General Ledger Transactions” item.

      “General Ledger Transactions” page

      To easily view transactions that are specific to accounts in a particular financial workbook, just click the “View General Ledger Transactions” link on the “Financial Workbook” page to open the “General Ledger Transactions” page.

    3. Set for the transaction(s) you wish to view.
      1. To filter out any reversed or reversal transactions from the results grid, select the “Exclude reversed/reversal transactions in search results” check box.
      • At least one search filter must be set before the “Search” button at right of the “Search Criteria” section becomes enabled.
      • Complexes available for selection in the “Complex” drop-down list are limited to those to which you have been granted access via the “Users” page.

    4. Click the “Search” button at right of the “Search Criteria” section.

    5. To create an opposite journal entry for each adjustment in a given transaction batch, select a row in the results grid that represents an account adjustment in that batch, and then click the “Create Opposite Entry” at lower-right of the page.

      1. Specify a “Memo” for the entry in the corresponding text box on the dialogue.

        The default value of the text box is the “Memo” value of the transaction that was selected in the grid before clicking the “Create Opposite Entry” link.

      2. Click the “Accept” button at lower-right of the dialogue.

    6. To reverse all transactions in a given batch, select a row in the results grid that represents an account adjustment in that batch for an open account period, and then click the “Reverse Batch” at lower-right of the page.
      1. If desired, specify a “Memo” for the entry in the corresponding text box on the dialogue.

      2. Click the “Accept” button at lower-right of the dialogue.

    You can sort, group and filter information in a grid through in order to find what you’re looking for more easily.
    (sample grid)

    1. Filtering: You can filter the items presented in a grid by using the “Filter” at the top of any column.
      1. To remove any particular column filter, click the “Filter” button at the top of that column, and then click the “Clear Filter” button on the filter criteria dialogue that displays.

      2. To remove all column filters for the grid at once, click the “Clear all filters” button at upper-left of the grid.

        The “Clear all filters” button is not available on all Arc Suite grids.

        • The “Clear all filters” button is not available on all Arc Suite grids.
        • Column filtering only affects the rows that have been loaded in the grid. If grid pagination functionality is enabled for the “Holdings” tab of the “Fund Holdings” page (via the “FundHoldingsGridPagination” system setting), be sure all available rows have been loaded if you expect column filtering to affect all securities in the data set.
    2. Sorting: You can sort items in a grid by clicking any column header. Once sorted, the column header will change color and indicate whether the list is sorted in ascending or descending order.

    3. Grouping: In some grids, the items can be grouped in the display by selecting a column header, and then dragging it into the of a grid.
      1. To expand or collapse a grouping, click the buttons, respectively, at left of the grouping row in the grid.

      2. To remove a grouping, hover your cursor over the grouping box, and then click the “Remove” that displays on its right.
        Application grid grouping removal
    4. Grid Splitting: Grids feature a vertical splitter bar, which you can grab and move over the line dividing any two columns. As you scroll horizontally to see more columns of data, the columns to the left of the splitter bar are “frozen” in view.

    5. Pagination: Some grids feature a “Rows Per Page” spinner control at lower-left, which you can use to specify the maximum number of records/rows to display in the grid at once. If the number of records in the database meeting the specified criteria exceeds the specified “Rows Per Page” value, a set of navigation controls at lower-right of the grid is enabled to allow access to the records in successive grid “pages”.

      If grid pagination functionality is enabled for the “Holdings” tab of the “Fund Holdings” page (via the “FundHoldingsGridPagination” system setting), the value specified for the associated “FundHoldingsGridPageSize” setting will determine the upper limit of the “Rows Per Page” spinner control, as well as how many rows are loaded at once to the grid.

    A listing of records, with certain associated information, can be exported from the application database to any of several different file formats (DOC, HTM, XML, etc.). Follow the steps below to perform a data export.

    1. Click the “Export data” at lower-right of the pane where existing items are listed to export data from the grid.

      1. Select the next to the file format to which you’d like the data saved.

        •  .XML

        •  .DOC

        •  .CSV

        •  .HTM

        •  .TXT

      2. Click the “Accept” button at lower-right of the dialogue.

        1. Specify a local or network directory in which to store the file, and provide a “File name”.
        2. Click the “Save” button.

Entering General Ledger Transactions