Printing General Ledger Reports

The G/L Journal Report sorts by account number within location. There are no limits for this report. If you do not set limits, the report includes information about every account in the chart of accounts.

 

You can print this report with different information by specifying the level of detail. For example, you can print a detailed listing of grand totals for each minor, or you can print a listing of the account numbers in the chart of accounts.

  1. In the (W) General Ledger Reports screen, select the [B] Select G/L Levels and/or Detail Reports code.

  2. Use the Level field to specify the amount of detail to include. Select the detail according to the following:

     

    0

    Blank

    No totals print. The account number and name of each account print within the chart of accounts. Only account numbers that fall within the limits you set are included. This information comes from the CHARTFILE. Go to Step 4.

    1

    Co

    Grand totals are listed for the beginning, current, and ending periods according to the limits you set. This information comes from the CHARTFILE. Go to Step 4.

    2

    Book

    Grand totals and individual totals are listed for the beginning, current, and ending periods for each summary book account within the limits you set. This information comes from the CHARTFILE. Go to Step 3.

    3

    Major

    Grand totals and individual totals are listed for the beginning, current, and ending periods for each summary major account and each summary book account within the limits you set. This information comes from the CHARTFILE. Go to Step 3.

    4

    Minor

    Grand totals and individual totals are listed for the beginning, current, and ending periods for each summary major account and each minor account within the limits you set. This information comes from the CHARTFILE. Go to Step 3.

    5

    Detail

    Grand totals and individual totals are listed for the beginning, current, and ending periods for each summary major account and each minor account within the limits you set. Also, the report lists the following detail for each minor account posting: date, batch number, and period. This information comes from GL-MASTER. Go to Step 4.

 

Note: For more information on the different levels (book, major, and minor) within the chart of accounts, see Chart of Accounts.

  1. The default sort for this report is by account number within location. Use the Sort By Account Number field to ignore the location number and sort according to account number only. For example, if the report sorts by account number only, the account number 01-101-01 prints before 02-101-01.

    To sort strictly by account number, type Y.

    To not sort strictly by account number, type N.

  2. Use the Company From # and To # through Fiscal Year # and To # fields to set limits. Without limits, all the applicable information for all locations and all accounts in your chart of accounts is included.

    To not set limits, tab to the Suppress Zero Accounts field. Go Step 5.

  3. Use the Company From # and To # fields to limit the report by company (location). The first two digits of the account number (XX-xxx-xx) represent the location.

    To include all locations on the report, tab through these fields to leave them blank.

    To limit to one location, enter it in both the Company From # and To # fields.

    To enter a range of locations to include, enter the beginning of the range in the Company From # field and the end of the range in the To # field. To be included, the location number must fall within this range.

  4. Use the Book From # and To # fields to limit by book. (The first number of the middle three digits of the account number (xx-Xxx-xx) represents the book.)

    To include all books from the chart of accounts on the report, tab through these fields to leave them blank.

    To limit to one particular book, enter it in both the Book From # and To # fields.

    To enter a range of book numbers to include on the report, enter the beginning of the range in the Book From # field and the end of the range in the To # field. To be included on the report, the book number must fall within this range.

  5. Use the Major From # and To # fields to limit by the major. (The last two numbers of the middle three digits of the account number (xx-xXX-xx) represent the major.)

    To include all majors from the chart of accounts on the report, tab through these fields to leave them blank.

    To limit to one particular major, enter it in both the Major From # and To # fields.

    To limit to a range of major numbers, enter the beginning of the range in the Major From # field and the end of the range in the To # field. To be included, the major number must fall within this range.

  6. Use the Minor From # and To # fields to limit by the minor. (The last two digits of the account number (xx-xxx-XX) represent the minor.)

    To include all minors from the chart of accounts on the report, tab through these fields to leave them blank.

    To limit to one particular minor, enter it in both the Minor From # field and the To # field.

    To limit to a range of minor numbers, enter the beginning of the range in the Minor From # field and enter the end of the range in the To # field. To be included, the minor number must fall within this range.

  7. Use the Period From # and To # fields to limit the report by business period.

    To include all periods for the fiscal year(s) you specify in the Fiscal Year # and To # fields, tab through these fields to leave them blank.

    To limit to a particular period within the year(s), enter the same period number in both the Period From # field and the To # field.

    To limit to a range of periods within the year(s), enter the beginning of the range in the Period From # field and enter the end of the range in the To # field. To be included on the report, the period number must fall within this range.

  8. Use the Fiscal Year # and To # fields to limit by fiscal year.

    To limit to the current fiscal year, tab through this field. This field defaults to the current fiscal year set in the Fiscal Year field in the (L2) G/L Master Numbers screen.

    To enter a different year, enter it over the current year in the Fiscal Year field.

Note: To report on a previous year, the CHARTFILE, BUDGETFILE, and GL-MASTER files for that year must be set up in the (LJ1) General Ledger Archive Parameters screen.

  1. Use the Suppress Zero Accounts field to prevent accounts with zero balances from printing. This field only applies if you specified 5 (Detail) in the Level field.

    To prevent accounts with zero balances from printing on the report, type Y.

    To include accounts with zero balances on the report, type N.

  2. Use the Suppress Zero Balances field to prevent zero balances from printing on the report. This field only applies if you specified 3 (Major), 4 (Minor), or 5 (Detail) in the Level field.

    To prevent zero balances from printing on the report, type Y.

    To include accounts with zero balances on the report, type N.

  3. In the Printer field, enter the printer to use.

  4. In the Copies field, enter the number of copies to print. The report prints.

Return to:

Period-End Steps for Day-End, Month-End, and Year-End

 

See also:

In the (LJ1) Screen

In the (L2) Screen