Monthly Accruals Generation

Monthly Accruals Export

Overview

Once the accruals have been generated, the transactions may be exported to the financial system. This process will convert all detailed accruals information for the specified fiscal period into summary data.

Monthly Accruals Export screen fields

Fields	Description
Interface	Select the Export Accruals Interface.
Export Type	Accruals for Monthly Accruals Export.
Filename to Export	The filename of the file to Export to be entered by the user. This field is displayed only if the System parameter “Generation of JVs or Generation of Export file for Pay Export” is set to the Generation of Pay Export. This means that the financial system is not FreeBalance financials.
Selection Tab	Allows the user to select the fiscal period for which the transactions should be exported.
Fiscal Period	Fiscal Period associated to the accrual’s transaction.
Load Related Files	This button displays the accruals files for the selected Fiscal Period ready to be exported.

Note: Once the Accruals transactions are generated, you are ready to do the Accruals Export.

Note: Users must ensure to respect the departmental file naming convention when creating export files.

Monthly Accruals Generation

Overview

This entity is to allow the execution of the Monthly Accruals Generation in batch, according to the schedule (frequency, date, time) specified under the Scheduler tool. On a monthly basis, the authorized user generates the organization’s accruals which records the information in the expenditures window for all specified assignment records. An entry is created for the selected fiscal period as well as the corresponding reversal entry in the subsequent fiscal period. These transactions will be captured in two separate files, one for each fiscal period and will appear under Human Capital ► Payroll and Financial ► Monthly Accruals Generation ► Monthly Accruals Export window. The authorized users generate the transactions at the end of each month. These entries are subsequently transferred to the general ledger for posting in their respective fiscal period.

The accruals functionality was configured using the organization’s business rules in order to accrue on the appropriate information that is required in the departmental monthly trial balance for reporting to the government authorities.

Navigation

Human Capital ► Payroll and Financial ► Monthly Accruals Generation ► Monthly Accruals Generation

Monthly Accruals Generation screen Fields

Fields	Description
Fiscal Period	The fiscal period for which the accruals will be generated.
Fiscal Period Filter	Filters the transactions under the Suspended Tab, by Fiscal Period. If a Fiscal Period is selected, only the transactions in suspense for that specific fiscal period will be displayed under the Suspended tab.
Error	Filters the transactions under the Suspended Tab, by Error. If an Error is selected, only the transactions in suspense with this error will be displayed under the Suspended tab.
Action	Filters the transactions under the Suspended Tab, by Action. If an Action is selected, only the transactions in suspense with this action will be displayed under the Suspended tab.
Suspended Tab	Displays the transactions in suspense that correspond to the filter. More than one filter can be used simultaneously to filter the Suspended Tab (Accrual Generation Fiscal Period, Error, and Action).

Note 1: If the fiscal period is closed it will not be possible to generate accruals.

Note 2: If the fiscal period is closed with restrictions, the wording Restricted (closed with exceptions) will appear next to the selected fiscal Period. Only user profiles with the required privileges to generate accruals for restricted fiscal periods will be able to generate the accruals.

Note: The user can only perform the Monthly Accruals Generation once per month; otherwise, the system will display an unexpected error, as following.

Suspended

Overview

Displays the transactions in suspense that correspond to the filter. More than one filter can be used simultaneously to filter the Suspended Tab (Accrual Generation Fiscal Period, Error, and Action).

Modify Distribution screen fields

Fields	Description
Final Distribution	Does not Apply to Accruals Generation.
Do Not Associate with Assignments	Does not Apply to Accruals Generation.
Manual PAYE	Does not Apply to Accruals Generation.
Transaction(s) Total	Displays the combined monetary value of all selected transactions.
Distribution Total	Displays the monetary value of the distribution specified in this window.
Variance	Displays the monetary value of the undistributed transaction(s). Note that this value must be $0.00 in order to accept the overall distribution.
Number of Transactions Selected	Indicates the number of transactions selected. These transactions will be applied the FCB distribution supplied in this window.

Monthly Accruals Logs

Overview

The information from this Entity will populate the "Log" tab of the Accruals Generation screen.

Navigation

Human Capital ► Payroll and Financial ► Monthly Accruals Generation ► Monthly Accruals Logs

Monthly Accruals Logs screen Fields

Fields	Description
Fiscal Period	Fiscal Period for this log
Log Date	Date at which the accruals were generated, generated by the system.
Number of Transactions	For all Accruals Generations, except Year-End Accruals, this attribute corresponds to the total number of transactions generated, as part of the accruals generation, including the successfully generated transactions OR the successfully generated reversals.
Value	For all Accruals Generations, except Year-End Accruals, this attribute corresponds to the total value of the transactions successfully generated OR the associated reversal transactions, in the following Accounting Fiscal Period.
Status	Current status of Accruals Generation. Possible values are:”Generating ”, "Generated", “Generation Cancelled”, “Exported “, “RollBack”, and **Added: "Export_Rollback".
Total	Calculated total amount of the transaction, from the Accruals Generation.