CenterPoint Fund Accounting - How to Find Transaction Activity with Missing Department Details

Document #:	3312	Product:	CenterPoint® Fund Accounting

The General Ledger Account Activity report can be used to create a favorite report grouped by department. The report gives an overview of each department and the accounts allocated to the department. If you have expense accounts that list at the top of the report under no department heading, the accounts have activity with unallocated departments.

Create the General Ledger Account Activity Report:

Select Reports > Reports > Transaction Reports > General Ledger > General Ledger Account Activity.
Under Report Selections, select the Transaction Date span you wish to review.
Select More Items, select Account Type, and then click OK .to add the Report Selection item.
In the Account Type report selection, click the down-arrow and select one account type at a time, such as Expenses, by moving your selection to the right side of the screen and clicking OK.
Preview the report.
On the left side of the screen, select the Group & Sort tab.
Click on the Available tab and select Department.
Click the Selected tab, select Department, select Grp, and then use the green up arrow to move it to the top position.
On the left side of the screen, select the General tab.
Select Show Totals Only.
Click Refresh.
Select Add to Favorites (star icon) to name the report and save to your favorites.
If you have expense accounts that list at the top of the report under no department heading, the accounts have activity with unallocated departments.
If the account has Debits and Credits that equal, the account is allocated correctly. An equal debit and credit indicates the use of an account distribution with timing of later or a general journal was entered to assign details. Salaries Expense in our example has equal debits and credits and is correct as is.
The Police Ticket Account of 32.75 has no department. Supplies – Office has a total of $59.36 with no department.
Drill-down does not work on a Show Totals Only report, but you can select the General tab again and uncheck Show Totals Only to see transaction detail and drill-down.

How do I fix unallocated account activity?

In many cases, you can assign the missing detail in the drill-down of the transaction within the report. If it is an entry you do not wish to edit or there are multiple entries, use a general journal entry.

A general journal can be done to reverse the detail assigned originally and assign the details as needed in the general journal grid.

Select Processes > General Journal Entries.
Select the Company/Fund and Date you wish to enter the general journal for. Name is not needed.
In the Transaction Type box, select General Journal (Accrual).
In the grid select the Account with the missing department. Note: From the example General Ledger Account Activity report above, we will fix the Police Ticket Account with no department for $32.75.
Additional columns will be needed in the general journal grid. Right-click your mouse over the blue row and select Add/Remove Columns. Add Department.
An increase to an expense is a debit so we will use the same details it has now and credit the amount. Enter $32.75 in the Credits column and Department will remain empty.

On the next row select the same account. Enter the same amount in the Debits column.
Select the appropriate Department.
The general journal can include as many rows as needed to divide the total unallocated amount to the necessary departments. In the correction for Supplies – Office, the amount is split between Court and Administrative departments.
The Debit Total must equal the Credit Total to save the entry.

Click Save to record the department detail assignment. Rerunning the report will show the accounts with equal debits and credits in the top section of no department.