Opening Balance Entry

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Use this form when enter starting balances for the balance tracked transaction types, such as annual leave, sick leave, long service leave and the like. Values entered are not updated to the general ledger.

To ensure that future accruals are calculated correctly the opening balances date should be the last pay date plus one day. For example, if the last pay date is 27^th June, the opening balance date should be 28^th June. When the accruals are processed they start from 28^th June. If an employee has used all their entitlement, a zero opening balance record is required to ensure that accruals are processed correctly.

If an employee has both accrued and entitled hours, two lines must be entered for each balance tracked item. One for the hours that are accrued, and one for the hours that are entitled with the correct entitled and accrued dates. If the dates are left blank, both the entitled and accrued dates are set to the balance date from the opening balance record.

Employee Code

Enter or select the employee code for the opening balance transactions to enter.

This field is populated if you select the employee details from either the Surname or First Name fields on this form.

Surname

Enter or select the surname of the employee for the opening balance transactions to enter.

This field is populated if you select the employee details from either the Code or First Name fields in this form.

First Name

Enter or select the first name of the employee for the opening balance transactions to enter.

This field is populated if you select the employee details from either the Code or Surname fields in this form.

Balance Number

Enter or select the balance transaction number for the opening balance transactions to enter.

You can leave this field empty and Greentree Desktop applies the next available sequential balance number to the transactions when saved.

Batch

This is a read-only field that Greentree Desktop populates with the next available system batch number when the balance transactions are saved.

Branch

Greentree populates this field with the default employee branch when the employee details are selected above, you can overwrite the default branch.

Balance Date

This field defaults to the system date when the balance transactions are being entered. You can overwrite the balance date.

Period End Date

This is a read-only field that displays the period end date for the balance date entered for the balance transaction.

Line Details

Enter details into some or all of these fields:

• DESCRIPTION - This is a read-only field that displays the description of the transaction type selected for the opening balance line.
• QUANTITY - Enter either a negative or positive quantity for the opening balance transaction line.
• AMOUNT - Enter either a negative or positive dollar amount for the opening balance transaction line. You may also leave this field empty and choose to revalue balances from the HR > Payroll > Process Accruals menu at a later stage when all opening balance quantities are entered and saved.
• NARRATION - Enter text to explain each opening balance line.
• ENTITLED - Enter or select the date that the employee is entitled to the opening balance hours.
• ACCRUED - Enter or select the date that the employee has accrued the opening balance hours.

• Enter Balance Adjustments
• Accrual Rule Maintenance
• Transaction Type

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