Link to IFRS SYSTEM Full Online User Guide Trial balance - allocation

The ‘Trial balance - allocation’ screen is where the trial balance(s) are stored. It is also known as the TB database.




Import TB

The ‘Import TB’ button is how a trial balances are imported.


Press the 'Import TB' button, select the entity to import and then browse to the file to import. You can import an Excel or CSV file that has been exported from a General Ledger. The Financial Reporting System will produce an error if the imported file is not in the correct format, as detailed below.


Error when importing TB

There are six main types of errors that could occur whilst trying to import a TB, which are as follows:


1) Empty Trial Balance file (it could also be blank rows at the top)


2) Account number not found (it could also be blank rows at the bottom)


3) Account number duplicated (each account number must be unique)


4) Account description not found



5) Account allocation not found (it could also be allocations not in CAPS)


6) Current balance value not recognised as a number


7) Prior balance value not recognised as a number



Auto Allocation

The ‘Auto Allocation button is how trial balances are automatically allocated. After pressing this button you will be greeted with the following dialog:


Please ensure that you check all allocations once the auto allocation is finished as this will only allocate up to approximately 92% of the trial balance to an allocation code.


Please note: Depending on the number of accounts in the trial balance, the auto allocation process can take several minutes to execute. Please be patient and do not close the program until the auto allocation has be completed. The status bar will illustrate the percentage complete.


The auto allocation status bar will appear as follows:



Prior Year Allocation

You can make the Prior Year Allocation different from the Current Year Allocation on the right-hand-side of the screen. If no Prior Year Allocation is made, the system uses the Current Year Allocation as the default, as illustrated below:



Clear Balances

The ‘Clear Balances’ button is how you can clear either current or prior balances, for any entity of all entities. After pressing this button you will be greeted with the following dialog:


When you click 'Yes' you will be greeted with the following dialog:



Delete All TB's

The ‘Delete All TB's' button is how you can delete all trial balances. After pressing this button you will be greeted with the following dialog:



Delete Ent TB

The ‘Delete Ent TB’ button is how you can delete the selected entity trial balance. After pressing this button you will be greeted with the following dialog:


When you click 'Yes' you will be greeted with the following dialog:



Export All TB's

The ‘Export All TB's' button is how you can export all of the trial balances to a Microsoft Excel workbook. After pressing this button you will be greeted with a 'Save As' dialog.



Export Ent TB

The ‘Export Ent TB' button is how you can export the selected entity trial balance to a Microsoft Excel workbook. After pressing this button you will be greeted with the following dialog:



Find

The ‘Find’ button is how you can automatically find allocations. It commences from the initial selection and searches downwards, so you should keep pressing the 'Find' button until no other instances are found, when you will be greeted with the following dialog:


The 'Find' field cannot be blank and if it is you will be greeted with the following dialog and the routine will end:



Find and Replace

The ‘Find and Replace’ button is how you can automatically find and replace all allocations. This is useful when you have allocated to an item and you want to reallocate all of these items to another code. After pressing this button you will be greeted with the following dialog:


You can leave the 'Find' field blank but on doing so you will be greeted with the following dialog:


Likewise, you can leave the 'Replace' field blank but on doing so you will be greeted with the following dialog:



Lookup

The ‘Lookup’ button is how you can lookup, and apply to the selected fields, an allocation code with both the code and description sorted alphabetically. This is useful when you do not know the code. If you still cannot find the desired code, refer to the report when it is un-published as this will show all of the codes. After pressing this button you will be greeted with the following dialog: