Create Initial Balances for Accounts that Track Personal Assets

.Initial balances can be created for two types of accounts.

• For accounts that existed in AIMS as of November 14, 2005, use the Actions, Create Transaction, Balance Forward transaction.
• For accounts that never existed in AIMS and are added only in N-FOCUS, use the receipt batch process to add the initial credit balance (admittance, cash, SSA, etc.) to the account.

Create Balance Forward Transaction:

1. In the Detail Trust Fund Account window, click on Actions, Create Transaction. A drop-down list displays.

2. Click on Balance Forward. The Balance Forward transaction is only to be used to create the initial balance in the account if the account existed in the AIMS legacy system before Nov. 14, 2005. The Balance Forward transaction should not be used to create a new account that never existed in AIMS.

   The Detail Transaction window displays the ward and bank information. Note that the transaction description displays Balance Forward. The user CANNOT change the transaction description by clicking on the Description down arrow.

3. Type in the Balance Forward amount. This is the total account ending balance in AIMS and the beginning total account balance in N-FOCUS. The amount must be greater than $0.00. Note that the date defaults to the current date.
4. Type in Comments, if desired.
5. Type in Personal Assets Total Accumulated amount, based on the ending Personal Asset balance in AIMS. This is the amount the ward has accumulated toward the $1,000 Personal Asset amount (the first $1,000 accumulated in the account). If the amount is greater than $1,000, a confirmation message displays during the Save process.

6. Type in the Personal Assets Balance amount, based on the ending Personal Asset balance in AIMS. This is the amount the ward has available for personal needs. The Personal Asset Balance equals the Personal Asset Total Accumulated minus any personal needs expenditures.

   Note: The Available field will be calculated when the transaction is saved. The Available field displays on the Detail Trust Fund Account window.

7. Click on the Save button. If the Personal Assets Total Accumulated amount is greater than $1,000, a confirmation message displays.

8. Click on No to close the message box and display the Detail Transaction window.

   OR

9. Click on Yes is the amount is correct. The Save process continues. If all the required elements (description and amount) exist, the transaction is saved and the Detail Transaction window goes to Inquiry status. Inquiry status means that this transaction cannot be updated, though it can be viewed.

   Note: If required information is missing, an error message displays. Add the needed information and try again to save. Note that the Personal Assets fields change to $0.00 when the transaction is saved and displays in Inquiry mode. This is because the Personal Asset balances change based on the point in time at which the Detail Transaction is viewed. The current Personal Asset balances should be viewed

10. On the Detail Transaction window, click on the Close button.

The Detail Trust Fund Account window displays.

Note that the Personal Assets box, Excess Available field displays when there is a balance available for the state to claim to reimburse expenditures for ward care. The Excess Available equals the Balances Available balance minus the Personal Assets Available balance.

 Undo a Balance Forward Transaction

1. If the user did not intend to create a balance forward transaction, the only way to back out BEFORE the transaction is saved is to close the Detail Transaction window without saving.
2. Click on the Detail Transaction window Close button. A Transaction Save Confirmation message displays.

3. Click on the No button to return to the Detail Trust Fund Account window without saving the transaction.

   OR

4. Click on the Cancel button to return to the Detail Trust Fund Transaction window without saving the transaction.

   Note: Only click on the Yes button to save the transaction. Once the Balance Forward transaction is saved, it cannot be updated or deleted. Only one Balance Forward transaction is allowed per account. If an error was made, use the Error Correction-Debit or Error Correction-Credit transactions.

(12-2005)