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We recommend that you read and understand the Types of Balance Record topic before you continue with this topic or attempt to update balances in your organization. |
The Balance Update tab enables you to perform the following tasks:
- Rebuild the live balance records for all existing transactions in a selected year and period range. You can choose rebuild balances for a single intersect definition or for all intersect definitions.
- Synchronize the secondary (non-live) balance data. This is the balance data that you have chosen to keep synchronized, either manually or by scheduled batch job.
- Update the primary (live or on demand) balance records immediately after an account merge.
- Update the live balance records immediately after an account merge.
Full Synchronization
You should run a full synchronization in the following situations:
- To create the initial population of secondary balance records.
- The secondary balance object records are corrupt.
- After selecting or clearing the Update Secondary Balances checkbox on an intersect definition record. If you don't see this field, contact your administrator. Remember to run a Balance Update Full Synchronization immediately after any change to this checkbox. This is to recreate all secondary balances with the new intersect definition detail.
- [Mode 1 only] After adding or changing the default cash flow analysis values at GLA level. See Setting up a Statement of Cash Flows for more information.
Your organization must have at least one intersect definition defined.
This process works in multi-company mode and single-company mode. If you log in as Administrator, the process will run for all companies irrespective of which ones are selected.
Incremental Synchronization
You can run an incremental synchronization to update the secondary (non-live) balance type object to include recent changes to the live balance type object. Your organization must have at least one intersect definition defined.
This process works in multi-company mode and single-company mode. If you log in as Administrator, the process will run for all companies irrespective of which ones are selected.
Rebuilding Balances
You might want to rebuild balances when one of the following situations occur:
- You have created a new intersect definition and you want to create live balances at that intersect for all existing posted transactions.
- You have switched live balance type and then you discover that between making the switch and performing a full synchronization, new transactions were created.
- You have been asked by FinancialForce Support to rebuild your live balances from your existing transactions.
The actual period balances for each accounting period are recorded on the appropriate live balance data object.
This process depends on the existence of at least one intersect definition and the org must be in single-company mode. We recommend that you log in to your org as Accountant (or a similar profile).
All budget and actual period balance values are in both home currency and dual currency.
Email Notifications
You are notified by email of the success or failure of this operation.
Merged Accounts
Live balances are not updated automatically during an account merge. You must update the balances manually immediately after the account merge. See stage 3 in Merging Accounts for more details.
Configuring the batch size
You can configure the batch size of the Balance Update process by using the Balance Settings (FF) custom settings. See Balance Settings for more information.
If you get an error, you must abort the job, reduce the batch size, and then rerun the process. It might take a few attempts to get the most appropriate value for your data. Do not reduce the batch size to a value significantly smaller than required as this will make the update process take a lot longer to complete.