General Ledger Transaction Proof Listing General Ledger Transaction Proof Listing
This program runs serially through the Batch Transaction File and prints a list of transactions in the order in which they are found. This is useful for getting a complete list of all transactions before they are posted. Occasionally only a certain portion of this list will be desired. For example: a listing of transactions made to a particular period, Payroll transactions or transactions made to a particular account, job cost code, equipment ID or a particular journal number need to be reviewed after editing. Depending on the limit or limits set on the limit screen, the system will examine each of the transactions in the file, and print only those which meet all of those limits.
After selecting the Proof List Tagged Batches button in Transactions, the following selection 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.
Insert or Change (button)
To modify the information used in generating the report, press the Insert button or highlight the desired report title and press the Change button. For more information, see Insert or Change a Transaction 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.
To print a report, press the Print button. For more information, see Printing Reports
Report Description: Batch Proof Listing
Report Sample: Batch Proof Listing
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.
This button closes the program and returns to the main screen.
Help (button)
see How to use help
Insert or Change A Transaction Proof Listing
To Insert 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.
Report Title
This is the description of the report.
User
Enter the User ID of the report creator.
Lock (check box)
If this option is selected, only the User listed in the User field can change or delete this report.
To print all Fiscal Periods, do not check the Select Fiscal Periods box.
Select Fiscal Periods (check box)
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.
From
Selects the first fiscal period in a range of fiscal periods or a single fiscal period. Enter the fiscal period or press the lookup button and the Fiscal Period Maintenance screen comes into view. Highlight the desired period and press the Select button.
To
Selects the last fiscal period in a range of fiscal periods or a single fiscal period. Enter the fiscal period or press the lookup button and the Fiscal Period Maintenance screen comes into view. Highlight the desired record and press the Select button.
If the Select Dates box is not checked, all dates will be printed.
Selects Dates (check box)
Selects the dates to be reported on if this box is checked. Specify the dates in the From and To box by clicking on the lookup button. A Calendar will come into view. Highlight the desired date and press the OK button. Caution: Setting date ranges can greatly reduce the speed of report calculation.
If the Select Ref Number box is not checked, all transactions will be printed.
Select Ref Number (check box)
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 transaction, enter that reference number in both the From and To fields.
From
Selects the first reference number in a range of transactions or a single transaction. Enter the reference number of the transaction.
To
Selects the last reference number in a range of transactions or a single transaction. Enter the reference number of the transaction.
If the Select Amounts box is not checked, all transactions will be printed.
Select Amounts (check box)
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 the transactions to a single amount, enter that amount in both the From and To fields.
From
Selects the first amount in a range of amounts or a single amount. Enter the amount of the transaction.
To
Selects the last amount in a range of amounts or a single amount. Enter the amount of the transaction.
If the Select Accounts box is not checked, all transactions for the general ledger will be printed.
Select Accounts (check box)
Activates the ranges defined on the next lines. This option may be used to limit transactions to a particular general ledger account or range of accounts. To limit transactions to a single general ledger account, enter that account number in both the From and To fields.
From
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.
To
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.
If the Select Journal Numbers box is not checked, all journal entries will be printed.
Types
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.
Select Journal Numbers (check box)
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 the same journal number in the From and To fields.
If one of the following two boxes is not checked, all jobs will be printed.
No Jobs (check box)
If no job transactions are desired to be printed, check this option.
Select Jobs (check box)
Transactions to a particular job or a range of jobs may be listed as well as a range of cost codes and code types. Enter the job number 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. Highlight the desired job and press the Select button.
From and To Cost Codes
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. Highlight the desired job and press the Select button. The six 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 IDs and code categories will be printed.
No Equipment (check box)
If No Equipment transactions are desired to be printed, check this option.
Select Equipment (check box)
Any transaction(s) belonging to a particular Equipment ID or a range of Equipment IDs may be listed. Enter the Equipment ID number of the first and last piece of equipment for which transactions should be listed. 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.
From and To Eq ID
Enter the Equipment ID number of the first and last piece of equipment for which transactions should be listed. 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.
From and To Category
Enter the Equipment category number of the first and last cost categories for which transactions should be listed. 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 category and press the Select button.
Debit and Credit Columns (radio button)
Select this option to display two columns on the report, one for debits and one for credits.
Running Balance Column (radio button)
Select this option to display one column for the transaction amount (debits are postive, credits are negative) and one column for the running balance.
Portrait (radio button)
Specifies how the report is positioned on the page when printed. Portrait is the standard. Portrait is printed vertically.
Landscape (radio button)
Specifies how the report is positioned on the page when printed. Landscape is printed horizontally.
Report Description - Batch Proof Listing
The Batch Proof Listing is useful for getting a complete list of all transactions before they are posted. The limits set for this listing are listed in the lower left hand corner. .
Reference
The reference number for each transaction is listed. This reference number was assigned during posting. Note: The report will always print in reference number order. This is the reference number that should be used to edit any transaction that is incorrect. After posting, the reference number will be set back to one. Posted transactions acquire a new reference number in the General Ledger Master Transaction File.
Description
This is the description of the transaction as entered during transaction entry.
Check Number
This column is for the check number of this transaction, if applicable.
FP (Fiscal Period)
This is the fiscal period to which the transaction was posted.
Date
This is the date of the transaction.
Journal ID, #, and Line
These three columns contain the journal identification information. The ID is the journal code. The journal number is the assigned journal number. The line number is the assigned line number within each journal number.
Account
This column contains the master general ledger account number to which the transaction was posted.
Subsidiary
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.
Quantity
This is the quantity of the items in the transaction. This applies only to Job Cost accounts.
Debits
Debit transaction amounts are listed in this column.
Credits
Credit transaction amounts are listed in this column.
Totals
The total Debits and Credits are displayed in this section.
Report Sample - Batch Proof Listing
