GL Detail by Account

A listing of each General Ledger Account and all transactions to the account may be printed. As transactions are posted to an account, the transaction is linked with all other transactions in the Master Transaction File that belong to the same account. The Transaction Detail by Account Listing contains the same information found in the transaction listing, except transactions are listed by account and by the master reference number. The Detail General Ledger Listing is easier to work with when dealing with account transactions.

After selecting the Detail by Account option from the General Ledger Report menu, the following screen will come into view.

Click on any column header to sort the listed items. This will be useful when the list of reports has grown.

To modify the information used in generating the report, press the Add button or highlight the desired report title and press the Change button. For more information, see Add or Change a Detail Listing.

Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted record will be deleted and the previous screen comes into view. If the No button is pressed, the program returns to the previous screen.

Press the View button from the report browse window or the Save and View button from the edit window and a list box will open containing all of the transactions that would have been included on the Printed Report.

To print a report, press the Print button. For more information, see Printing Reports

Note: If the message "Nothing to Print" comes into view when the Print button is pressed, there are two main causes:
A. There is no information within the selected limits. Remove all limits, then, one at a time, reinsert the limits. If the report still will not print, insert a new report title.
B. No report title is selected. The report title is used to store the selected limits. A report title must be selected in order for the report to print.

1.	Report Description: (Detailed Format)
	Report Sample: (Detailed Format)
2.	Report Description: (Abbreviated format)
	Report Sample: (Abbreviated format)
3.	Report Description: (Summary format)
	Report Sample: (Summary format)

To Add or Change a report, press the appropriate button and the following screen will come into view. This screen displays the possible limits that may be set. No limits should be set if a complete listing of every transaction in the Posted Transaction File is desired. Several limits may be set to narrow the list down to a very small range of transactions.

Following is a description of each of the limits. Check the appropriate boxes and enter the desired limits. When all desired limits have been set, press the OK button.

The title of the report. Warning: The title is used to store the selected limits. If no title is entered for the report, the message "Nothing to Print" will come into view when trying to print the report.

If this option is selected, only the User listed in the User field can change or delete this report.

Activates the ranges defined on the next lines. This option may be used to limit transactions to a particular fiscal period or range of fiscal periods. To limit transactions to a single fiscal period, enter that period in both the From and To fields.

Selects the first period in a range of fiscal periods or a single fiscal period. Enter the fiscal periods or press the lookup button and the Fiscal Period Maintenance screen comes into view. Highlight the desired record and press the Select button.

Selects the last period in a range of fiscal periods or a single fiscal period. Enter the fiscal periods or press the lookup button and the Fiscal Period Maintenance screen comes into view. Highlight the desired record and press the Select button.

When this box is checked, fiscal period totals will be printed after each included fiscal period.

Selects the dates on which to report if this box is checked. Specify the dates in the From and To fields by clicking on the lookup button. A Calendar will come into view. Caution: Setting date ranges can greatly reduce the speed of report calculation.

Activates the ranges defined on the next lines. This option may be used to limit transactions to a particular reference number or range of numbers. To limit the transactions to a single reference number, enter that number in both the From and To fields.

Selects the first reference number in a range of reference numbers or a single reference number. Enter the reference number of the transactions to be printed.

Selects the last reference number in a range of reference number or a single reference number. Enter the reference number of the transactions to be printed.

Activates the ranges defined on the next lines. This option may be used to limit transactions to a particular amount or range of amounts. To limit transactions to a particular amount, enter the first and last amount of the desired transactions. To limit the transactions to a single amount, enter that amount in both the From and To fields.

Selects the first amount in a range of amounts or a single amount. Enter the amount of the transactions to be printed.

Selects the last amount in a range of amounts or a single amount. Enter the amount of the transactions to be printed

Select the All radio button to ignore Account reporting limits. Select Range to enter a range of Accounts in the From and To fields. Select List to report on a list of selected Accounts.

Selects the first general ledger account in a range of accounts or a single account. Enter the general ledger account or press the lookup button and the General Ledger Account screen comes into view. Highlight the desired account and press the Select button.

Selects the last general ledger account in a range of accounts or a single account. Enter the general ledger account or press the lookup button and the General Ledger Account screen comes into view. Highlight the desired account and press the Select button.

Click the Edit Account List button to add or remove Accounts from the list of Accounts to be included in the report. The following screen will come into view.

Use these buttons to save the current list of included records for future use, or to retrieve a previously saved list. See Saved Report Limit Lists for more details.

All Available Accounts that are not included in the list are displayed in these columns.

All Included Accounts are listed in these columns. Use the arrows to move selected records or all records between the Available and Included areas.

If this box is checked, the general ledger accounts that have no transactions posted will be skipped

If this box is checked, the general ledger accounts with non-zero balances will be included in the report.

Check this box and the listing will not print any transactions posted to accounts that are currently marked Inactive.

If the Select Journal Numbers box is not checked, all journal entries will be printed.

One or more three character Journal Types should be entered. These can be any of the system generated codes such as ‘P/R,’ ‘A/P,’ ‘S/J,’ or codes that have been assigned to transactions entered manually. More than one code can be entered at a time by putting a comma between the codes. Example: P/R, A/R, S/J. To cancel the limit and allow transactions of all Journal Types to be printed, Highlight the contents of the field and press the Delete button on the keyboard.

This allows transactions to be limited to a particular journal number or range of journal numbers. The first and last journal numbers desired should be entered in the From and To fields. To limit transactions to a single journal number, enter that journal number in the From and To fields.

Check this box and the listing will only print transactions entered through GL > Transactions which were marked as Adjusting Entries at the time of entry.

Itemized transactions are listed on the detail report along with the grand total for all transactions.

This report consolidates all transactions for a specific journal type and separates them for each fiscal period. The grand total for all journal types is also listed.

This report consolidates all transactions for a specific journal type and also prints the grand total for all journal types.

The line items on the report can be sorted either Ascending or Descending by Posting Order, Transaction Date, or Check Number.

Select this option to add Readability Bars to the generated Report. Click the color box to select the Readability format. The following screen will come into view.

Select the Readability Bar color or press the Define button to select a Custom Readability Bar color.

If the user posts a batch containing receipts from multiple customers, the system will create only one transaction to debit the cash account for the total amount of all the receipts. This is because the money is usually deposited all together in one deposit to the bank, and the bank recognizes it as just one cash transaction. The operator may wish to see the transaction broken up on the report so that she can see the individual customer payments that make up the cash deposit. If this box is checked, the report will print the cash transaction followed by the details of the individual customer cash receipts.

Sometimes the description of a transaction contains more characters than can be viewed in the allotted column width for the Transaction Description. If this box is checked, long transaction descriptions will be displayed in full by wrapping the description to an additional line.

The report can be limited by who the user was that posted the transaction. Type one or more User IDs, separated by commas.

Select this option to display two columns on the report, one for debits and one for credits.

Select this option to display one column for the transaction amount (debits are postive, credits are negative) and one column for the running balance.

Specifies how the report is positioned on the page when printed. Portrait is the standard. Portrait is printed vertically.

Specifies how the report is positioned on the page when printed. Landscape is printed horizontally.

A transaction to a particular job or a range of jobs may be listed as well as a range of cost codes and code types. The job number should be entered of the first and last job for which transactions should be listed. Specify the jobs in the From and To fields by clicking on the lookup button. The Job Setup screen will come into view.

Selects the Cost Codes on which to report. Specify the Cost Codes in the From and To fields by clicking on the lookup button. The Cost Codes screen will come into view. For more information, click on Cost Codes. The seven cost type categories are listed at the bottom of this section. Each checked category will be included in the report.

If one of the following two boxes is not checked, all transactions for all equipment ID's and code categories will be printed.

Any transaction(s) belonging to a particular Equipment ID or a range of Equipment IDs may be listed. The Equipment ID number of the first and last piece of equipment for which transactions should be listed, is entered in the From and To Eq. ID field. The first cost category and last cost category should be entered in the From and To Category fields. The default value will cause transactions for all equipment IDs to be printed as well as for all code categories

The Equipment ID number of the first and last piece of equipment for which transactions should be listed, is entered in the From and To Eq. ID fields. Enter the equipment in the From and To fields or press the lookup button and the Equipment File Maintenance screen will come into view. Highlight the desired equipment ID and press the Select button.

The Equipment Category Number of the first and last equipment category for which transactions should be listed, is entered in the From and To Category fields. Enter the category in the From and To fields or press the lookup button and the Equipment Maintenance Categories screen will come into view. Highlight the desired equipment category and press the Select button.

Click this button to save the current settings and print the report immediately, without having to return to the Report Title browse window.

The Detail General Ledger report has been formatted for easy reading and use when working with transactions by account. If limits have been selected, the parameters are listed in the left hand corner at the bottom of the report.

There are three report formats :
1. Detail
Itemized transactions are listed on the detail report along with the grand total for all transactions.

2. Abbreviated
This report consolidates all transactions for a specific journal type and fiscal period. The grand total for all journal types is also listed.

3. Summary
This report consolidates all transactions for a specific journal type for all fiscal periods and also prints the grand total for all journal types.

This is the fiscal period and date of the transaction. If the listed transaction is a summary by journal, the date is omitted.

The identifying journal is printed first. The journal number is printed unless the transaction is a journal summary. The journal line number is also printed unless the transaction is a journal summary.

This column show the description of the transaction. The name of the transaction will be listed. If this is a check transaction, the account and check number will be displayed. The name of the Subcontractor, Vendor or Customer will be listed if applicable.
Example
A. Invoice -> "A/R Posting : Invoice " or "A/P Posting: Invoice"
B. Check -> "Cash Account, Check # 12345"
C. Progress Billing --> "Trade Invoice Detail"
D. Subcontractor, Vendor, Customer --> " James Stewart" or "Jones Paint and Gas"

If the transaction is posted to a subsidiary account, a job cost code or an equipment cost category, the identifying information is printed. For jobs, the job number, cost code, group and level are listed. For equipment, the equipment ID and cost category are listed. If a job number, cost code, Equipment ID or cost category is invalid, ‘CNTRL’ will be printed instead of an account number. If no assignment was made, "NONE" will be printed.

The debit or credit amount will be listed for each transaction. If the transaction is a journal summary, the debit or credit amount will be the total debits or credits for all summarized transactions.

This is the record number which describes the location of this transaction in the General Ledger Transaction File.

The balance of the account at the beginning of the period is listed below the list of transactions

This figure reflects the total of the Debits and Credits listed within the selected range for this account.

This figure reflects the total of the Debits and Credits outside the selected range for this account. .