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How do I update the beginning/ending BARS codes?

Updated

SAO Changes to Beginning and Ending BARS Codes

Beginning with the 2020 reporting year, the Washington State Auditors Office has changed the prescribed beginning and ending BARS codes. These changes may require significant analysis of underlying information.

For more information on new codes go to...

https://sao.wa.gov/bars_cash/accounting/accounting-principles-and-internal-control/beginning-and-ending-cash-and-investments-classifications/

 

If assistance is needed beyond the mechanics of changing the BARS code in Springbrook Express, please submit a Help Desk question to the State Auditors Office or contact us for a professional services quote.

Change existing 308 BARS codes

All existing 308.10/80 and 508.10/80 BARS codes are not acceptable in 2020 and need to be changed to:

308.21/508.21, 308.31/508.31, 308.41/508.41, 308.51/508.51, or 308.91/508.91

Have I changed existing 308 BARS Codes?

For each existing 308.80/10 BARS code, pick a new 308.91/51/41/31/21 BARS code to change to.

Use change BARS Code tool to update existing BARS codes.

Go to Transactions > Chart of Accounts > Settings. Click "Change BARS Code"

Please note all videos are visual only, no audio is included.

Click on > to expand instructions.

All 308.10/80 BARS codes need to be changed to 308.91/51/41/31/21. Review SAO guidance to determine which new code is appropriate.

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Do new 308 BARS codes need to be added?

New 308 BARS codes may need to be added to appropriately define all beginning balance amounts. Please review SAO guidance to determine if additional BARS codes are needed.

Add new 308 BARS Codes in 2020

Go to Transactions > Chart of Accounts > Line View

Click on > to expand instructions.

All 308.10/80 BARS codes need to be changed to 308.91/51/41/31/21. Review SAO guidance to determine which new code is appropriate.

Re-run 2021 New Year Setup

Re-run 2021 New Year setup to carry over new BARS codes from 2020 to 2021.

Click on > to expand instructions.

 (Remote)
 (Remote)

Update 2020 beginning balance transaction

Go to Transactions > General Ledger > Locate beginning balance transaction

Click on > to expand instructions.

To balance the beginning balance transaction, the amount added in the previous step, must be subtracted from a current BARS code in the beginning balance transaction.

The beginning balance transaction must be modified in some form to balance the transaction.

Re-run 2020 Treasurers Reports

If changes are made to the 2020 beginning balance transaction, all 2020 Treasurers Reports must be updated.

Go to Reports > Treasurers Reports

Click on > to expand instructions.

Define 508 BARS codes

Go to Transactions > Chart of Accounts > Funds

Define 508 amounts

Click on > to expand instructions.

Click on the drop down in the Type column.

Remainder is the default BARS code used for any balance that is not allocated to another BARS code.

Flat allows an amount to be allocated to a specific BARS code.

Congratulations, you are done!
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