Creating a ledger report
You can create customized ledger reports that list transaction details for a Multi-Book 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 of detail 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.
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 and overall report totals. You can specify to include running totals.
Create a ledger report
- Access Ledger Report Setup (ML50.1).
- Click the New Report button to access Define Ledger Report (ML50.2). Use this subform to define transaction report header information.
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Specify this information:
- Ledger, Company
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Specify or select the ledger and company for which you want to create a report.
- Report
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Specify a report name and description.
- Order
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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
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Select whether you want amounts, units, or both print on the report. The default is Amounts.
- Activity
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Select the activity you want to print on the report:
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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.
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Select Transaction Activity to print transactions with any status.
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- Running Balance
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If you selected Beginning Balance in the Activity field, select if the report should include running transaction balances. The default is No.
- Copy Button
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To create a new ledger report by copying an existing one and making changes, click the Copy button to access Copy (ML50.5).
- Select the Add form action to add the header and return to Ledger Report Setup (ML50.1). Use this form to define transaction line parameters.
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Specify this information:
- Field, Size
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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
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Specify the order in which you want the field to appear in the report column. For example, if you specify 1 in the Period field, Period is the first column of information. If you specify 2 in the System field, system is the second item displayed. You can only print one field per column.
You can page down to access additional available fields. There are a limited number of fields available, however, and you cannot add additional fields.
- To select additional sorting, totaling, and page break options, click the Totals button to open Totals (ML50.3).
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Specify this information:
- Sort Order
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You can select a secondary sort order by typing a sort order number from 3 to 6 to specify the order in which a secondary sort should take place.
- Print Totals
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Totals are always printed for the primary sort order variables, but you can also select to print totals for secondary sort order variables.
- Page Break
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You can select page breaks for the primary sort order variables. When selected, a page break happens each time that primary sort order variable changes on the printed report.
Note: If you do define limiting values on Filter (ML50.4) the report will include all valid transactions based on your selections on ML50.1. - To filter the report, click the Filter button to open Filters (ML50.4). Use this subform to define limiting values to include or exclude transactions with a specific field value.
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Specify this information:
- Item
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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 (ML50.2), all fields located in the ledger company transaction file are available for selection here.
If you selected Beginning Balance in the Activity field on Define General Ledger (ML50.2), you can only select these 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
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Select whether to include or exclude specific values in the report. For example, you could include only journal entries with a system code of RL or exclude all entries with a system code of RL.
- Value Range
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You can include or exclude a specific range of values in the report. Specify the beginning value in the first value range field and the ending value in the second value range field. You can specify 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, specify 100.00-. - Group
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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. This table shows the type of conditional statement created depending on the values in this field and the Item field. Valid values are 1-9.
Item Number Group Number Statement same same either/or different different either/or same different either/or different same both/and