Inquiring on Account Balances

Distribution

Account Inquiry Users

Finance Apps Users

Related Procedures

Inquiring on Available Funds

Inquiring on Budget Balances

Inquiring on Encumbrance Balances

Ownership

The Functional Lead is responsible for ensuring that this document is necessary and that it reflects actual practice.

Account Inquiry or Finance Apps
Account Inquiry > Account
Account Inquiry

1. Choose the date range for the periods you wish to view in the Accounting Periods section.

The easiest way to enter a date in Parnassus is to type the first four characters in the field (for example, 6/03) and tab. The system will fill in the rest of the date and you do not have to choose the correct month from a list.

Enter a beginning period in the From field.

Enter an ending period in the To field.

The larger the date range entered, the more balances that will be returned.

2. Select “Actual” in the Primary Balance Type section.

The default choice is "Actual".

Balances using this procedure are updated every night. Consequently balances may not be real-time.

Refer to Inquiring on Budget Balances

Refer to Inquiring on Encumbrance Balances

3. Click in the Accounts field, and the Find Accounts form appears.

4. Enter an account range you wish to view using the Low and High fields.

Entering a range of accounts allows you to narrow down which accounts you will be viewing. Since the viewing space does not provide room for viewing large lists of accounts, it is recommended to try to narrow the account list as much as you can.

If you wish to view only one account, enter the same value for both Low and High fields.

Generally Fund, Function and Division are the same for your department and it is not necessary to fill in those fields.

Click the OK button.

The accounts will display in the Accounts fields of the Account Inquiry form.

5. View the accounts that were queried using the criteria above.

6. Select an account by clicking on it.

7. Click on the Show Balances button.

The Detail Balances form will appear.

It is most helpful in viewing the Detail Balances form if you are using the

If this is the first time you are using the Detail Balances form, goto task #8. Otherwise, goto task #9.

8. Open the folder entitled "Account Inquiry" owned by VBROWN and save it as the default folder.

Refer to Saving a Folder View in Parnassus

9. View activity by month for the account you selected.

10. Select a month you wish to see additional detail on.

Click the Journal Details button.

If this is the first time you are using the Journals form, goto task #11. Otherwise, goto task #12.

11. Open the folder entitled "Journal Drill Down" owned by VBROWN and save it as the default folder.

Refer to Saving a Folder View in Parnassus

12. View the items that make up the total monthly expense to your account.

13. Click on an item that you wish to view more detail on.

Click the Drilldown button.

Drilldown will take you into the payables system if the transaction was paid through Payables. If the journal entry was created in the general ledger as a manual journal entry, the drilldown button will not be an option.

14. View this screen for more detailed information about the transaction.

This particular transaction is a procard transaction because the vendor is Tompkins Trust Co. The invoice was dated July 7, 2003, and the Comments field indicates that this was a Staples order.

For further detail, you can click on the Show Transaction and Show Transaction Accounting buttons.

Effective: 9/9/03

Revision: 1