Definitions of the fields shown on the Close Month Journal are as follows:
- Job is the job that is out of balance.
- Field Out of Balance is directing you to which field doesn’t add up correctly.
- Record Type is the level that is out of balance, which could be Job, Cost Code, Group Cost Code, or Extra.
- Value on Record Type is the total that is stored on that record, which should equal the Accumulated Value.
- Accumulated Value is the sum of the categories associated with the field that is out of balance.
- Difference is the difference between Value on Record and Accumulated Value – in other words, the difference between the sum of the transactions and the totals stored in the various records.
Here are some examples of common out of balance scenarios and how they appear on the Close Month Journal:
Record Type: Job
The Job to Date amount on the JC Job (Setup, Jobs) is out of balance with the sum of the categories for that job.
Record Type: JC Cost Code
The Job to Date amount on one or more JC Cost Codes (Setup, Cost Codes) is out of balance with the sum of the categories for the cost code.
Record Type: JC Group Cost Code
The Job to Date amount on one or more JC Group Cost Codes (Setup, Cost Codes) is out of balance with the sum of the categories for the cost code.
Record Type: Division
The Job to Date amount on one or more JC Cost Codes (Setup, Cost Codes) is out of balance with the sum of the categories for the cost code.
Record Type: Extra
The Job to Date amount on the JC Job Extras total (Setup, Jobs) is out of balance with the sum of the categories for the job.
Record Type: Extra Totals
The Job to Date amount on one or more Extras (Setup, Extras) is out of balance with the sum of the categories for the extra.
For information on correcting an out of balance job, see the links below.