Fundware Transaction Data files and Reports Information:

There are four data files that store General Ledger transaction data.

  1. CSJ - Posting Summary Amounts
  2. CSK - Transaction Detail Amounts
  3. CSL - Transaction Account Numbers
  4. CSM - Data Item Transactions

These system-defined reports can be used for diagnosing problems with out-of-balance General Ledger accounts.

  1. LEDGR Ledger report - reports from CSK and CSL files.
  2. ACDTL Account Detail report - reports from CSK and CSL files.
  3. TRANS Transaction Log report - reports from CSK and CSL files.
  4. TRBAL Trial Balance report - reports from CSJ file.
  5. BALSH Balance Sheet report - reports from CSJ file.
  6. REAB1 Revenue/Expense report - reports from CSJ file.
        
    The ACDTL, the LEDGR and TRBAL pull by account number.  All other reports pull by attribute.

Begin analysis of problem:

  1. Run both a TRBAL (Trial Balance) and LEDGR (Ledger) report for ALL accounts.  Use the system-defined reports named above, and not a user-defined version of the report.
  2. Review the reports to determine if each report is in balance.  This can be determined by looking at the report totals (last page) for the Ledger or Trial Balance reports.  On the Trial Balance, these amounts should be the same and on the Ledger report the amount should be zero (net of debits and credits).
  3. Determine which scenario below applies to you and follow the corresponding resolution.
In all cases, it is the detail on the ledgr that must be considered correct.  Any utilities to repost this detail (as in the csk and csl files) to summary files (the csj) will make both agree, but is working off what is found in the detail.

If the Trial Balance is in balance at the bottom of the report, but is out of balance when run by Fund, it will be due to erroneous entries in the due to/from accounts and Support MUST be contacted for assistance. The same is true if you were in balance at the end of the fiscal year, but out of balance after rolling forward.

The TRBAL and LEDGR reports are both in balance.  This indicates your CSK, CSL, & CSJ files are in synch.  These 2 reports show all accounts, regardless of attributes. If these are in balance,  look for missing attributes which will prevent an account from being included in the BALSH or REAB1.  (Also refer to additional information in the Knowledgebase document titled Expense Report is Not Equal to the Balance Sheet, or Out-of-Balance)
  1.  Produce an Account Verification Report.
  2. Run this report by Attribute Column Order and sort the column the attribute appears in.  The report definition will help you determine this column.  For example, if you are having a problem with a balance sheet report, that report is looking at column 1.  If it's a FASB report, it will be looking at columns 11 - 14.  When you run this report by Attribute Column Order, all of the "blanks" will sort to the top and you can review them quickly. 
  3. Select General Ledger, Accounts, Chart of Accounts and modify the account number to include the necessary attribute.
Another option which is sometimes quicker than running a report is to use the Chart of Accounts Grid.  Make sure it is showing the attribute in question, such as "System Reserved" where it shows the  system reserved attributes as normally used on a Balance sheet.  Click on the column header and it will sort on that column, putting all the blanks at the top.  The same can be done by displaying and sorting on any attribute column.


The LEDGR is in balance but the TRBAL is not. There is a problem with the data in your CSJ file.

All users must be logged out of the module or subledger in which you are running diagnostics or repair utility programs.  However, if you are running diagnostics or repair utility programs in General Ledger, everyone must be logged out of Blackbaud Fundware.  Have all users log out as a general precaution.

Perform File Maintenance on the ##CS*.* files (where ## is your division number).  Run the 2 reports again and make sure the results are the same as before this step.

You must make a division backup of your data before running the utility in step 3.
NOTE:  If you are not on one of the latest FundWare releases,  be careful about running the utility in step 3 on years that have been saved. It looks at the detail files and reposts to the summary files. If detail is gone from a year, you will end up with no data for that year.  On FundWare 7.50 and 7.60 the program has been enhanced to not allow dates on a saved year.

  1. Select File, Open FundWare.
  2. Select division 00 - System Administration and click OK
  3. Select System Administration, System Utilities.  Enter the following in the Execute Program portion of the screen:
           Program Name:   CST900
           Switches:           <leave blank>
           Parameters:       CST901
           Business Date:    Use today's date
           Division:              Select the appropriate division.
           Click Run.
           Run this program for the ID Type in question; start date should be the first day of the fiscal year in error and end date should be 99/99/9999
  4. If the TRBAL is still not in balance,enter the following in the Execute Program portion of the screen:
           Program Name:   CST991
           Switches:           <leave blank>
           Parameters:       <leave blank>
           Business Date:    Use today's date
           Division:              Select the appropriate division.
           Click Run.
           This will create a CSKLER.L## report.  When you have this report, contact Fundware Technical Support for further instruction unless it is blank, as that indicates there is no problem in this area.
     

The TRBAL is in balance, the LEDGR is not. There is a problem with the data in your CSK and CSL files.


Perform File Maintenance on the ##CS*.* files (where ## is your division number).  Run the 2 reports again and make sure the results are the same as before this step.
Verify that you have a backup.  Everyone must be signed out of FundWare during this procedure.


Run a TRANS Transaction Log for the timeframe in which you are not in balance.  Look for out-of-balance trace reports which are indicated by *** on the TRANS report.  (Remember that budget and project grant journals can post out-of-balance so the ***'s can be ignored.)  Out-of-balance journal entries must be reversed with an override; additional information for these steps can be found in the Knowledgebase solution on reversing an out-of-balance batch.


If no out-of-balance trace report is found:

  1. Select File, Open FundWare.
  2. Select division 00 - System Administration and click OK
  3. Select System Administration, System Utilities. 
  4. Enter the following in the Execute Program portion of the screen:
           Program Name:   CST991
           Switches:           <leave blank>
           Parameters:       <leave blank>
           Business Date:    Use today's date
           Division:              Select the appropriate division.
           Click Run.
    This will create a CSKLER.L## report.  When you have this report, contact Fundware Technical Support for further instruction unless it is blank, as that indicates there is no problem in this area.


Both reports are in balance, but are reporting different ending balances for the same accounts. There is a problem with the data in your CSJ file.

All users must be logged out of the module or subledger in which you are running diagnostics or repair utility programs.  However, if you are running diagnostics or repair utility programs in General Ledger, everyone must be logged out of Blackbaud Fundware.  Have all users log out as a general precaution.

Perform File Maintenance on the ##CS*.* files (where ## is your division number).  Run the 2 reports again and make sure the results are the same as before this step.

You must make a division backup of your data before running the utility in step 4..
 

  1. Select File, Open FundWare.
  2. Select division 00 - System Administration and click OK.
  3. Select System Administration, System Utilities. 
  4. Enter the following in the Execute Program portion of the screen:
           Program Name:   CST900
           Switches:           <leave blank>
           Parameters:       CST901
           Business Date:    Use today's date
           Division:              Select the appropriate division.
           Click Run.
            Run this program for the ID Type in question; start date should be the first day of the fiscal year in error and end date should be 99/99/9999
  5. If the TRBAL is still not in balance, enter the following in the Execute Program portion of the screen:
           Program Name:   CST991
           Switches:           <leave blank>
           Parameters:       <leave blank>
           Business Date:    Use today's date
           Division:              Select the appropriate division.
           Click Run.
           This will create a CSKLER.L## report.  When you have this report, contact Fundware Technical Support for further instruction unless it is blank, as that indicates there is no problem in this area.

 
Both reports are out of balance. There is a problem with the data in your CSJ file and possibly with some of the batch data in your files.

  1. Verify that you have a backup.  Everyone must be signed out of FundWare during this procedure.
  2. Run a TRANS Transaction Log for the timeframe in which you are not in balance.  Look for out-of-balance trace reports which are indicated by *** on the TRANS report.  (Remember that budget and project grant journals can post out-of-balance so those ***'s can be ignored.)  Out-of-balance journal entries must be reversed with an override; additional information for these steps can be found in the Knowledgebase.
  3. If no out-of-balance trace report is found in the menu bar, enter the following in the Execute Program portion of the screen:
           Program Name:   CST991
           Switches:           <leave blank>
           Parameters:       <leave blank>
           Business Date:    Use today's date
           Division:              Select the appropriate division.
           Click Run.
           This will create a CSKLER.L## report.  When you have this report, contact Fundware Technical Support for further instruction.
ADDITIONAL HINTS WHEN COMPARING MULTIPLE REPORTS THAT SHOW DIFFERENT FIGURES:

1.       Verify the date filters of the reports being compared.
2.       Verify the Mask box has the same information on both reports.
3.       Verify the Attribute filters are the same on the reports.
4.       Verify the Rows tab has all account segments selected.  If not, this will create masking and combining of accounts. 
5.       You can also view an account in question through General Ledger, Accounts, Balances to look in the grid and drilldown to see what figures correspond with the reports you are comparing.