General Ledger Report / Journal Entry Register

This topic describes the following two reports:

• General Ledger Report – See General Ledger Report
• Journal Entry Register – See Journal Entry Register

General Ledger Report

The General Ledger Report (available in the GL menu) shows all general ledger activity or open item activity within a given date range or account number range. It lists information about each general ledger transaction, including the amount and running balance. The report, whether for general ledger activity or open item activity, always subtotals by general ledger account (chart number and branch, such as 1510-0001 and 1510-0002).

The Open Item report type lists general ledger transactions in open item accounts:

• If the status is open and the post date is on or before the To date.
• If the status is closed and the post date is on or before the To date and the closed date is after the To date.

For more information about open item accounts, see Maintaining Accounts Overview.

The General Ledger report type includes all general ledger transactions that have a post date within the date range. This report also includes optional subtotals. You can subtotal by chart, which adds a subtotal for the chart (for example, 1510). You can also subtotal by month. If you select this, you can subtotal by account, then month, or by month, then account.

Subtotals Selected	Subtotals by
Neither	Account (chart number + branch, such as 1510-001 and 1510-0002).
By Chart	Chart, then account (that is, account within chart).
By Chart, By Acct then Month	Chart, then account, then month.
By Chart, By Month then Acct	Chart, then month, then account.
By Acct then Month	Account, then month.
By Month then Acct	Month, then account.

Note: Subtotaling by month, then account, is basically the same as producing a separate report by month (except without the page break). If you include accounts with balance and no activity, these accounts will print at the beginning of the report (that is, before the first month) because the activity that resulted in that balance did not occur in any of the months on the report.

Running the Report

To run the report:

1. On the GL submenu, click General Ledger Report.

   The General Ledger Report dialog box appears.

   General Ledger Report dialog box

   

   Field descriptions

   The following table describes the fields on the General Ledger Report dialog box.

   Field	Description
   From (for dates)	Beginning date of a range of dates. Transactions within the specified range of dates will be included on the report. You must use this date in conjunction with the To date to define the range. Note: GlobalWare will ignore this date if Open Item is selected. For more information, see the Open Item description below.
   To (for dates)	Ending date of a range of dates. Transactions within the specified range of dates will be included on the report. You must use this date in conjunction with the From date to define the range.
   Branch	Branch or location group. The report will include transactions for this branch or location group only.Only those branches to which the user has access display. Select All to include items for all branches to which the user has access. To find and select a branch or location group, click the lookup () button. The Find Branch screen appears. For details, see Using the Lookup Buttons and Screens.
   From (for account range)	Beginning general ledger account number in a range of general ledger account numbers. General ledger account numbers within the specified range will be included on the report. If you do not know the account number, enter the first number or few numbers then press Enter to view a list of matching accounts. Use this field in conjunction with the To field to define a range. If you specify only the From account number, the range includes all general ledger account numbers from this account number to the highest account number. To run the report for all general ledger accounts, leave this field and the To field blank.
   To (for account range)	Ending general ledger account number in a range of general ledger account numbers. General ledger account numbers within the specified range will be included on the report. If you do not know the account number, enter the first number or few numbers then press Enter to view a list of matching accounts. Use this field in conjunction with the From field to define a range. If you specify only the To account number, the range includes all general ledger account numbers less than and including this account number. To run the report for all general ledger accounts, leave this field and the From field blank.
   General Ledger	Indicates whether to include all general ledger transactions that have a post date within the date range. Select General Ledger to include all accounts and transactions.
   Open Item	Indicates whether to include general ledger transactions for open item accounts only. With this option selected, the report includes all open transactions in open item accounts through the end date, and it includes items that were closed after the end date (that is, all items that were open as of the end date). The From date is not used for this option, even though the date is required.
   Summary	Indicates whether to create a summary-only report. It includes only chart subtotals.
   Include Accounts with Zero Balance and No Activity	Indicates whether to include accounts with a balance, even if accounts have no transaction activity in the specified date range. This option is available only if General Ledger is selected.
   Subtotal by Chart	Indicates whether to subtotal by chart. This option is available only if General Ledger is selected.
   Subtotal by Month	Indicates whether to subtotal by month. Use this option if the date range is more than a month. This option is available only if General Ledger is selected. Select one of the following options from the drop-down list: By Acct then Month By Month then Acct If you subtotal by month, GlobalWare uses the calendar month, even if the agency has fiscal month periods.

2. Complete the fields as appropriate.

   Note: The date fields for Dates are required. The dates must be in the accounting period table or closed months in the menu.

3. Choose one of the following print options:

   • To print the report immediately, click PRINT.

     The Send to dialog box appears. Select a report destination. For more information, see Printing Overview.

   • To store the report as part of a batch for printing later, click BATCH.

     The Choose a Batch dialog box appears. For more information, see Batch Printing.

Report Example

General Ledger Report example

Report Notes

• The detail is sorted by post date, then control, then sequence number.
• The Check column shows the check number if there is one; if not, it shows Ref 3.
• The account header shows the account’s beginning balance.
• The Status column shows either OPEN for open items or the close date for closed items.

Journal Entry Register

The Journal Entry Register report shows all general ledger activity within a specified date or control number range, grouped by journal entry control number.

Note: This report shows activity for only those branches to which the user has access.

Running the Report

To run the report:

1. On the GL submenu, click Journal Entry Register.

   The Journal Entry Register dialog box appears.

   Journal Entry Register dialog box

   

   Field descriptions

   The following table describes the fields on the Journal Entry Register dialog box.

   Field	Description
   From (for dates)	Beginning date of a range of dates. Journal entries within the specified range of dates will be included on the report. You must use this date in conjunction with the To date to define the range. However, if you enter a control number range, do not specify a date range.
   To (for dates)	Ending date of a range of dates. Journal entries within the specified range of dates will be included on the report. You must use this date in conjunction with the From date to define the range. However, if you enter a control number range, do not specify a date range.
   From (for control # range)	Beginning control number of a range of control numbers. Journal entries within the specified range of control numbers will be included on the report. You must use this field in conjunction with the To control number field to define a range. However, if you enter a date range, do not specify a control number range.
   To (for control # range)	Ending control number of a range of control numbers. Journal entries within the specified range of control numbers will be included on the report. You must use this field in conjunction with the From control number field to define a range. However, if you enter a date range, do not specify a control number range.
   Summary	Indicates whether to create a summary-only report. It includes a summary of the journal entry (control number, source, date, description, and total). Do not select this option if you want to see the transactions that make up each journal entry.
   Source	Source to query for the report. Select one of the following options from the drop-down list: Source Description All All sources. ARC Xfers ARC and Direct items posted in settlement (cash-basis only). Checks Checks and voided checks. Group Adjust All activity in Group Adjust. Inv Adjust Items not applied in Invoice, cash-basis items edited in Settlement. Jrnl Entry Journal Entries, Create Expense Payables, Commission Reconciliation Bank JE, and Reverse/Clone entries. Pmt Adjust All activity in Adjust Accounts. Receipts Cash receipts and voided cash receipts. Sale Xfers Post Invoices to GL (accrual); Gross Sales to Accounting (cash-basis).
   Detail	Indicates whether to include all journal entries.
   Out of Balance	Indicates whether to include only journal entries that are out of balance.

2. Complete the fields as appropriate.

   Note: You must specify the date fields for Dates or the control number fields for Control # Range.

3. Choose one of the following print options:

   • To print the report immediately, click PRINT.

     The Send to dialog box appears. Select a report destination. For more information, see Printing Overview.

   • To store the report as part of a batch for printing later, click BATCH.

     The Choose a Batch dialog box appears. For more information, see Batch Printing.

Report Example

Journal Entry Register report example

Report Notes

• The report subtotals on control number. The detail is sorted by sequence number.
• The Status column shows either OPEN for open items or the close date for closed items.