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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. |
There are three primary types of balance update:
- Primary (Live) Update - Depending on the primary update mode selected, either Budgets and Balances (Mode 1) or Reporting Balances (Mode 2.1) are updated when an Accounting transaction is posted.
- Primary (On Demand) update - If you want your Accounting transactions to update the Reporting Balances, you could choose to defer that update and do it on demand (Mode 2.2). A manual update is then required to update the Reporting Balances, as they would no longer be updated when new transactions are created. You will need to defer the primary update of the balances when you want to enable parallel posting.
- Secondary (Non-Live) Update - A manual update from the balance record that has been updated in the primary update to synchronize both types of balance record.
The Balance Update tab enables you to perform the following tasks:
- Rebuild the primary (live or on demand) 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 primary reporting balance records when you have chosen to defer the update. Deferring the update ensures the primary reporting balance records will not update when you create new transactions.
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 primary (live or on demand) balance type object. Your organization must have at least one intersect definition defined.
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
Defines the storage of actual period balances. and you want to create primary balances at that intersect for all existing posted transactions. - You have switched the primary 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 primary balances from your existing transactions.
The actual period balances for each accounting period are recorded on the appropriate primary 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).
You should run this process once all your primary balance records are up to date. If you are in Mode 2.2 (update Reporting Balances from transactions on demand), you must run the "On Demand Update" before attempting to Rebuild the Balances.
You are notified by email of the success or failure of this operation.
All budget and actual period balance values are in both home currency and dual currency.
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.
On Demand Updates
You can update the Reporting Balances immediately as required by clicking the "Update Balances" button on the On Demand Update sub-tab in the Balance Update. If you are in Mode 2.2 (update Reporting Balances from transactions on demand), this sub-tab allows you to update your primary (on demand) balances after the Accounting transactions have been posted, so they include all recent records.
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.