Creating a Ledger Report

You can create customized Ledger reports that list transaction details for a General Ledger company. You select which transactions are included in the report, which transaction fields print, and how the selected transactions are sorted, totaled, and printed. Both debit and credit information is included. The report prints one line for each detail line of a transaction, based on the fields you select for printing and the sequence number you assign to each field. Use this procedure to create Ledger reports.

Note: The system automatically maintains the title area and report total fields for Ledger reports. The title area includes the overall heading and column headings for the report. Report totals include a debit, credit, and balance column as well as overall report totals. You can indicate whether to include running totals.
Procedure flow: Creating a Ledger Report
Note: You need to define a report only once, but you can change the report layout at any time. Once defined, run the report at any time using GL290.

To create a Ledger report

  1. Access Ledger Report Setup (GL50.1).
  2. Click the New Report button to access Define Ledger Report (GL50.2). Use this subform to define transaction report header information. Use the following guidelines to enter field values:
    Order

    Select the primary sort for the report. The default is Levels/Acct/Subacct, which prints a summary of the variable levels first, accounts second, and subaccounts third.

    Type

    Select whether you want amounts, units, or both print on the report. The default is Amounts.

    Activity

    Select the activity you want to print on the report:

    • Select Beginning Balance to print only posted transactions and the beginning and ending balance information for each account. Only posted transactions (Historical status on the detail transaction record) are included in the report.

    • Select Transaction Activity to print transactions with any status.

    Running Balance

    If you selected Beginning Balance in the Activity field, indicate if the report should include running transaction balances. The default is No.

    Copy Button

    To create a new ledger report by copying an existing one and making changes, click the Copy button to access Copy (GL50.5).

  3. Select the Add form action to add the header and return to Ledger Report Setup (GL50.1). Use this form to define transaction line parameters. Use the following guidelines to enter field values:
    Field, Size

    A field name and field size is displayed for each item you can include in the report. You can define up to 78 characters for each report. When you add or change the selected items, the form displays a model of the detail lines that will print on the report.

    Select

    Type the order in which you want the field to appear in the report column. For example, if you type 1 in the Period field, Period will be the first column of information. If you type 2 in the System field, system will be the second item displayed. You can only print one field per column.

    Note: You can page down to access additional available fields. There are a limited number of fields available, however, and you cannot add additional fields.
  4. To select additional sorting, totaling, and page break options, click the Totals button to open Totals (GL50.3). Use the following guidelines to enter field values:
    Sort Order

    You can select a secondary sort order by typing a sort order number from 3 to 6 to indicate the order in which a secondary sort should take place.

    Print Totals

    Totals are always printed for the primary sort order variables, but you can also indicate whether to print totals for secondary sort order variables.

    Page Break

    You can select page breaks for the primary sort order variables. When selected, a page break occurs each time that primary sort order variable changes on the printed report.

    Note: If you do not define limiting values on Filter (GL50.4) the report will include all valid transactions based on your selections on GL50.
  5. To filter the report, click the Filter button to open Filter (GL50.4). Use this subform to define limiting values to include or exclude transactions with a specific field value. Use the following guidelines to enter field values:
    Item

    Select the item numbers whose values you want to include or exclude. If you leave this screen blank, the system prints values for all items where data exists.

    If you selected Transaction Activity in the Activity field on Define General Ledger (GL50.2), all fields located in the General Ledger transaction file are available for selection here.

    If you selected Beginning Balance in the Activity field on Define General Ledger (GL50.2), you can only select the following items: variable levels, accounting units, accounts, and subaccounts.

    Note: Filter a report by source code to list a specific set of transactions, such as audit adjustments (AJ). To see only transactions created by a specific person, filter by operator.
    Apply

    Select whether to Include or Exclude specific values in the report. For example, you could include only journal entries with a source code of RJ or exclude all entries with a source code of RJ.

    Value Range

    To include or exclude a specific range of values in the report, type the beginning value in the first value range field and the ending value in the second value range field. You can enter a range for numeric fields only. To select multiple alpha values, select a different value in the Item field on multiple lines and connect the values with an "or" condition in the Group field.

    Note: To include a negative amount in a value range field, the minus sign must follow the numeric value. For example, type 100.00-.
    Group

    You can select a value in the Group field to create an and/or condition between value ranges. This determines if the value ranges are grouped or treated individually. The following table shows the type of conditional statement created depending on the values in this field and the Item field. Valid values are 1-9.

    Use this table to create an and/or condition between value ranges using Item field and the Group field:

    Item Number Group Number Statement
    same same either/or
    different different either/or
    same different either/or
    different same both/and
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