PR - GL Distribution Report
GL Distribution Report Overview
This is a multi-purpose program that allows you to generate a report providing payment and accrual information grouped by general ledger account. It can be used to provide:
- A more detailed analysis of a single payroll generated general ledger journal. For each 'GL Account', this report can provide a breakdown by 'Paycodes' and/or 'Accrual Code'.
- All General Ledger postings for payments and accruals for a designated date range.
An example of this would be where there is a variance in the General Ledger between salaries expense and budget and the business manager required more detail.
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 can't be accessed by another user and vice versa. This is because each 'Configuration' is dependent on the individual user's security permissions that determine the fields that can be included.
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/Payroll Details/GL Searching Tabs
The report can be run using various selection options (filters) that are available on the 'General', 'Payroll Details' and 'GL Searching' tabs.
Enter your 'Search Criteria' into these tabs to filter the data produced in the report.
The date picker 'Calendar' icon displayed in various date fields allows the entry of a date range, e.g. All employees with a start date between 01/07/10 and 30/07/11.
Many fields on the 'General', 'Payroll Details' and 'History Searching' tabs (with an orange drop-down list indicator) allow multiple selections. 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.
GL Searching Tab
| Fields that require further explanation | |
|---|---|
Journal Number | If you want the report to be produced for a single GL journal, enter the valid number in this field. Alternatively, you can use the 'Number Range Picker' to produce the report for a range of GL journals. |
Transaction Category | By default, the report will include both payment and accrual details grouped by GL account. Use this field if you want the report to display payment only or accrual only details. If you choose 'Payments' in this field, you can further refine your data based on one or more 'Paycodes', 'Envelopes', 'Multiplier' and 'Total Amounts'. If you choose 'Accruals' in this field, you can further refine your data based on one or more 'Accrual Codes', 'Multiplier' and 'Total Amounts'. Enter a value of > 0 in the 'Multiplier' field to only include the expense (Debit) side of the journal. |
Print Tab
This 'Print' tab allows you to choose the technology that will be used to display the report. The 'Formatting Options' are Adobe PDF® Reader, Microsoft Excel® or Microsoft Word®.
Sorting options are also available on the left side of the screen.
The right side of the screen enables selection of a range of formatting options specific to your choice of the technology used. These options include: 'Show Table Borders' and 'Alternate Row Colours'.
The 'Alternate Row Colours' option significantly improves the readability of the report.
These options are available in Adobe® Reader (Portable Document Format) and Microsoft Word®. Microsoft Excel® includes neither of these options.
You can elect to turn off the facility that groups (and subtotals) by GL account by unticking the 'Group by GL Account' checkbox.
Distribution Details/Totals Options
The data that is produced by the report will default to being displayed in paycode order within the GL account.
Check the 'Employee' radio button to display the data sorted by employee within the GL account.
Check the 'Paycode and Employee' radio button to display the data sorted by paycode employee within the GL account.
Check the 'Totals by Journal Number' radio button to group and total the data by each GL journal number.
Important!
You will only be able to run the report for payrolls to which you have been granted access. The 'Payroll Number' drop-down list on the 'Payroll Details' tab will only display the payrolls to which you have been granted access.
Click the 'GO' button to generate your report.