Producing a Journal Listing

Journal Listing reports are crucial to your audit trail. SunSystems Financials includes default journal listings which include the details of an individual journal, or a range of journals. You can select the journals to include in your listing by type, source, number, or by the date or period in which they were entered.

You should print a journal listing after each Ledger Entry session so that, at the end of an accounting period, you have a complete record of all journals entered during the period. You can use the Force Journal Listing setting in Ledger Setup (LES) to produce a journal listing automatically when a journal is successfully posted.

Note: After you have run Ledger Cleardown, some of the journal transactions may be summarized and cleared down and it may no longer be possible to produce a full journal listing. If you try to print details of a journal that has been partially, or fully cleared down, the journal listing is incomplete and therefore does not balance.

There are several example versions of this report provided as standard in SunSystems Financials, some of which are tailored to the PK1 demonstration business unit:

Journal Listing with Analysis for any Business Unit (JLAU) - this version prints the main transaction details, it excludes the payment term details but includes any analysis codes entered on the transactions.
Journal Listing for PK1 (JL) - this version prints the majority of the transaction details for each transaction, including the payment terms details but excluding any standard text and analysis codes, for the PK1 demonstration database only.
Journal Listing with Analysis for PK1 (JLA) - this report prints the main transaction details, it excludes the payment term details but includes any analysis codes entered on the transactions, for the PK1 demonstration database only.
Journal Listing for Unbalanced Journals (JLU) - this report prints the full transaction details and includes unbalanced journals, for example budget journals.

Note: An unbalanced journal is only posted in extremely unusual circumstances by an authorized user.

The journal listing reports print the base currency, transaction currency and second base/reporting currency details for each transaction. Fourth and fifth currency fields are also available to be defined.

You can use Report Designer to design alternative journal listing reports. You can design as many reports as you want, with each showing the information required.

Journal Listing

Business Unit: The business unit to be reported.
Ledger Code: The ledger to be reported.
Journal Number: A journal number, or range of journal numbers, to be included in the listing. Leave this field blank to include all journal numbers in the listing.
Journal Source: The journal source, or range of source codes, for which journals are included on the report. Leave this field blank to include all journals in the listing, regardless of the journal source. The journal source typically identifies the operator who entered the journal.
Journal Type: A journal type, or range of journal types, to be included on the report. Leave this field blank to include all journal types in the listing.
Accounting Period: If you want to include transactions by accounting period, this is the period, or range of periods, to which journals must have been posted to be included in the report. Leave this blank to include journals for all periods.
Entry Date: If you want to select transactions by entry date, this is the specific entry date, or range of dates, for which journals are included in the report. Leave this blank to include journals for all entry dates.

Entry Period: If you want to include transactions by entry period, this is the period, or range of periods, in which journals must have been entered to be included in the report. Leave this blank to include journals entered in any period up to and including the current accounting period.

Some of the journal listings also include the following additional parameters:

Provisional Posting Status: The type of transactions to include on the report. This is only required if provisional postings are mandatory or optional and it allows you to print either provisional or permanent transactions. Enter Yes to print only provisional transactions, or No to print only permanent postings.
Suppress Transaction: Select No, or leave the field blank, if the report is to show details of permanent transaction. Select Yes to show only the date, description, and total values of each journal. If you suppress the transactions, the description of each journal is printed by the journal total line.
Page Break After: Select Yes if you want each journal to start on a new page. Otherwise leave the default field value to print the journals continuously.