Setting up the ledger for financial reporting

Ledger Setup (LES) can be used to determine some reporting options for the ledger.

Speeding up reports

You can use ledger balances data to speed up the production of certain reports; however, they may not reflect the latest transactions.

If you want to ensure that reports that use the ledger balances are always produced from the balances, whether or not they are updated, you should set the Report from Balance File option on the Transaction Rules tab in Ledger Setup.

Trial Balances

In Trial Balance (TBL), SunSystems can produce a subtotal break on each change of the specified digit position in the account code. For example, if you want subtotals for account codes beginning 10, 11, 12, 13, 20, 21, and so on., enter 2 (that is, to subtotal on a change of the second digit); if you want subtotals for account codes beginning 1, 2, 3, 4, and so on., enter 1.

This is determined by the Trial Balance Subtotal option on the Options tab in Ledger Setup. You should leave the field blank if you do not want subtotaling on trial balance reports.

Automatic Journal Listings

You can control the automatic production of a journal listing using a Force Journal Listing option on the Transaction Rules tab in Ledger Setup. When a journal listing is produced, you can choose either to print the report or save it to disk. You can also define the default document format for the journal listing report in the Report Format Code field on Ledger Setup.

If the Force Journal Listing field is set, a journal listing is automatically produced after any journal is posted in the following functions:

  • Allocation Run
  • Asset Disposal (Fixed Asset Register)
  • Daybook Listing
  • Depreciation Calculation (Fixed Asset Register)
  • Ledger Entry
  • Ledger Import
  • Ledger Revaluation
  • Payment Collection Run
  • Payment Run
  • Post Provisional Transactions
  • Post Withheld Taxes
  • Transaction Allocation
  • Transaction Matching

If this field is left blank then journal listings can be printed in Journal Listing, but they are not produced automatically.

If the Provisional Postings field on the General tab is set to Mandatory or Optional, you can choose to produce a journal listing in the following circumstances:

  • After any journal is posted, that is provisional or permanent postings.
  • Only after provisional journals are posted.
  • Only after permanent ledger journals are posted.