GL - Ledger Details Report

Overview

The General Ledger Details Report provides a listing of ledger transactions grouped by 'Account Code', 'Year' and 'Period'.

This report/export has extensive options that can be selected at run-time. These selections can be saved as your own report 'Configuration' profiles.

A report 'Configuration' that you create cannot be accessed by another user and vice versa, because each 'Configuration' is dependent on the individual user's security permissions that determine the fields that can be included.

Click here for more information on Saving Configurations.

_Saved Report Configurations

To use a previously saved report configuration, select it from the 'Use a Previously Saved Configuration' picklist and click 'Next'.

The 'Use a previously saved configuration' picklist will only be available if a saved configuration exists.

To create a new configuration, click the 'Next' button without selecting an option from the 'Use a Previously Saved Configuration' picklist.

Enter your runtime options for the program.

To save the runtime options that you have entered as a re-usable report configuration, enter a meaningful description into the 'Save this Configuration as' field on the 'Process' or 'Print' tab.

You can delete a report configuration by selecting it from the picklist, clicking the 'Next' button, and then clicking the 'Delete' option.

You can modify an existing configuration by selecting it, making the necessary changes to the run-time options, then clicking 'GO' on the 'Process' or 'Print' tab. You need to ensure the 'Save this Configuration as' field is populated with the report configuration name. This field is populated automatically when an existing configuration is selected.

General Tab

Report Criteria

*Year	Select the year(s) to use for your Ledger Details Report. You can select more than one year to include in your report. Holding down the 'Shift' key while clicking on your options enables you to select a range of years. Holding down the 'Ctrl' key enables the selection of multiple years.
Period	Leave this field blank to include all periods for the 'Year(s)' nominated above. Alternatively, use the drop-down list to select one or more periods. Holding down the 'Shift' key while clicking on your options enables you to select a range of periods. Holding down the 'Ctrl' key enables the selection of multiple periods.
Journal Code	Leave this field blank to include all journal types for the 'Year(s)/Period(s)' nominated above. Alternatively, use the drop-down list to select one or more 'Journal Codes'. Holding down the 'Shift' key while clicking on your options enables you to select a range of codes. Holding down the 'Ctrl' key enables the selection of multiple codes.
Transaction Date	Leave this field blank to include all transactions for the year selected. Alternatively, enter a date range to include only the relevant transactions.
Source Code	Source Codes in a General Ledger Journal can be: The 'Supplier Code' for transactions from Accounts Payable. The 'Debtor Code' for transactions from Commercial Debtors. The 'Asset Number' for transactions from Fixed Assets. Enter something into this field only if you want to include transactions that contain a specific 'Source' in the report.
Reference Number	Reference Number in a General Ledger Journal can be: The 'Batch Number' for transactions from Parent Accounts. The 'Document Number' for transactions from Accounts Payable. The 'Asset Additions Batch Number' for transactions from Fixed Assets. Enter something into this field only if you want to include transactions that contain a specific 'Reference Number' in the report.
Transaction Description	Enter a description into this field only if you want to include transactions that contain this 'Transaction Description' in the report. Partial searching is available using '', e.g. pay* will find any transaction that contains 'payroll'.
Debit Amount/Credit Amount	Enter an amount into these fields only if you want to include transactions that contain a specific amount in the report. Use the 'Money Range Picker' to select a range of amounts.
Single Account Code	Enter a code or account description into this field only if you want to include transactions for a specific 'GL Account Code' in the report. Enter 4 or more characters of a Code or Description to see a picklist of matching GL Accounts.
Account Code Searching	This function allows for account searching using wildcard characters. Click on the binoculars and enter part of an account code or description, and add an asterisk ( * ) to act as the wildcard characters. All accounts that contain the entered characters will be displayed. Click on the appropriate account to include in the report. For example: Entering INCOME* into the Description field, then pressing Enter, will display all accounts that have the text 'Income' at the beginning of the GL account name. Entering INCOME into the Description field, then pressing Enter, will display all accounts that have the text 'income' anywhere within the name of the GL account. Entering *INCOME into the Description field, then pressing Enter, will display all accounts that have the text 'income' at the end of the GL account name.
Account Description	Enter a description into this field only if you want to include transactions for a specific 'GL Account' in the report. Partial searching is available using '', e.g. tui* will find any transaction that belongs to 'Tuition Fees' GL account.

Filter Tab

You would only enter filters on this tab if you want to run your report for one or more specific segments.

If you don't enter any filters on this tab, the report will run for the entire General Ledger (based on the selection criteria that you have entered on the 'General' tab).

'GL Segments' are defined in Finance > General Ledger > Setup Information > General Ledger Setup on the 'Segments' tab.

Holding down the 'Shift' key while clicking on your options permits a range selection; holding down the 'Ctrl' key enables selection of discrete (individual) criterion.

Print Tab

Sort Options

The default is for the report to sort by 'Journal Date'.

Alternatively, you can elect to sort by 'Journal Code' or 'Journal Number'.

Formatting Options

Choose the 'destination' of the report. This can be to Adobe® PDF viewer, Microsoft Excel® or Microsoft Word®.

Show Table Borders and Alternative Row Colours	The 'Table Borders' and 'Alternate Row Colours' options can enhance the readability of the report but are not available if the listing destination is Excel®.
Print Full Description	The default is for the report to print an abbreviated 'Journal Description' (one line in landscape orientation). Tick this checkbox to print the full 'Journal Description'.
Print Supplier Name	For transactions that originated in Accounts Payable, the default is to print the 'Supplier Code' in the 'Source' column. Tick this checkbox to print the 'Supplier Name' instead.
Include Accounts with no activity	The default is to exclude accounts that have no activity in the 'Year' and 'Period' that you selected on the 'General' tab. Tick this checkbox to include these accounts.
Page break by Account Code	The default is to have no page break after each 'Account Code'. Tick this checkbox to include a page break before each account printed.

Layout Options

Ledger Details Report

This is the default layout. It creates a heading for each account and then lists transactions underneath grouped by period.

Transaction Details Records

This option produces an 'Excel® friendly' layout in a 'data dump' type format. It reports a single record for each journal transaction line.

This provides a format more suitable for data analysis using spreadsheet-based tools.