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General Ledger Listings
Function
Produce transaction listings including the general ledger.
Within the General Ledger Listings menu you will print a variety of reports that include voucher batches (VR), cash receipts (CR), general journal entry (GJ), and cash disbursement (CD) batches that have been entered and posted for the current month. Some users may also include accounts
receivable (AR) batches.
How It Works
All accounting (VR,CR,GJ,CD and optional AR) batches entered and posted are reflected in three general ledger reports.
The single most important issue is to make certain that all accounting batches used during the month have been entered, proofed, and posted.
Should you fail to include a batch or should corrections need to be made to an identified batch, you may reprint the reports to include any additional batches or corrections.
Transaction Code Listing
Function
Print, display, or export a listing of all or specified accounting transactions for the month and subtotaled by transaction code.
The Transaction Code Listing details all transactions for the month by transaction code. It is used to check coding and also may be used as a quick reference to see all charges across the organization for a particular line item. Auditors often use it to test the treatment of expenses from a cost allocation perspective, i.e., on what basis is a particular line item being charged to various program activities in the organization?
Reports include:
Operating Instructions
To print, display or export the Transaction Code Listing, select GL Listings.
Things You Should Know
- 30000 accounts should NOT appear except for fund balances and net asset accounts
- Account 50500 and 59700 should not appear until “Final year end run”
- Transfer codes used in special allocation programs should not appear until “Final year end run”
- If the period you select contains unposted batches (other than a batch with zero amounts, project codes, element codes and GL codes) you will receive the following message "You have unposted batches. Do you wish to continue?" If you click on Yes the system will generate the report however will not contain the information in the unposted batches. If you say No the system will display a list showing the batch number(s), type(s) and any description of all unposted batches for that period.
Should you identify a problem, follow these procedures:
Project/Element Charge Listing
Function
Print, display, or export a listing of all accounting transactions for the month sorted by date and by document number within the same date and subtotaled by element.
The Project/Element Charge Listing details all revenue and direct expenses to programs based upon the accounting batches (VR, CR, GJ, and optional AR) you have entered and posted.
The report is designed to assist with proofing monthly transactions and is an excellent audit trail document since it can be used to identify the specific transactions behind a revenue or expense on your revenue and expenditure reports. Many organizations provide copies to Program Directors as a tool to assist with program management and budget control. In addition to printing the report including all projects and all elements for your files, you may also produce the report selecting a range of projects and elements.
For each project and program element this report lists all charges including:
Operating Instructions
To print, display, or export the Project/Element Charge Listing, select GL Listings.
Things You Should Know
- If incorrect dates were entered reenter the correct From and To dates, then reprint the Project/Element Charge Listing Report.
-You repeat these steps if additional errors are identified.
General Ledger with Current Detail
Function
Print, display, or export the General Ledger with Current Detail. It is sorted by date for each general ledger account.
The General Ledger with Current Detail presents the to-date status of all agency accounts. Asset, liability, and salary, fringe, and indirect control accounts are all reported. Detail for each account is listed.
Account balances include:
Report detail for current month includes:
Typically organizations use the General Ledger with Current Detail to verify asset, liability and control account balances.
Each month general ledger balances are brought forward and current month activity posted to those balances.
Operating Instructions
To print, display, or export the General Ledger with Current Detail, select GL Listings.
Things You Should Know
Before proceeding with monthly processing perform these checks:
If you identify problems, follow these steps:
You may repeat these steps if additional errors are identified.
Produce transaction listings including the general ledger.
Within the General Ledger Listings menu you will print a variety of reports that include voucher batches (VR), cash receipts (CR), general journal entry (GJ), and cash disbursement (CD) batches that have been entered and posted for the current month. Some users may also include accounts
receivable (AR) batches.
- Transaction Code Listing
- Project/Element Charge Listing
- General Ledger with Current Detail
Printing steps include:
- Two types of transaction listings will be produced to assist you with proofing and checking controls - one by transaction code and the other by program element.
- The General Ledger with Current Detail will be produced.
How It Works
All accounting (VR,CR,GJ,CD and optional AR) batches entered and posted are reflected in three general ledger reports.
The single most important issue is to make certain that all accounting batches used during the month have been entered, proofed, and posted.
Should you fail to include a batch or should corrections need to be made to an identified batch, you may reprint the reports to include any additional batches or corrections.
Transaction Code Listing
Function
Print, display, or export a listing of all or specified accounting transactions for the month and subtotaled by transaction code.
The Transaction Code Listing details all transactions for the month by transaction code. It is used to check coding and also may be used as a quick reference to see all charges across the organization for a particular line item. Auditors often use it to test the treatment of expenses from a cost allocation perspective, i.e., on what basis is a particular line item being charged to various program activities in the organization?
Reports include:
- Transaction date
- Transaction batch type and number
- Document number (for CD batches, this column would be check number)
- Vendor/description
- Project, program element and general ledger code
- Debit and credit amounts
- Account balance
- If the period you select contains unposted batches (other than a batch with zero amounts, project codes, element codes and GL codes) you will receive the following message: “You have unposted batches. Do you wish to continue?” If you click on Yes the system will generate the report however will not contain the information on the unposted batches. If you say no the system will display a list showing the batch number(s) and type(s) of all unposted batches for that period.
Operating Instructions
To print, display or export the Transaction Code Listing, select GL Listings.
- Select Transaction Code Listing from the combo box.
- Enter a Period From and To date. This will identify to the system what accounting batches (VR, CR, GJ ,CD, and optional AR) batches that have been entered and posted to include in this report.
- Select from the list box those general ledger transaction codes that you wish to include on the Transaction Code Listing Report by placing a check mark in the box next to the general ledger transaction code. If you wish to include all general ledger transaction codes, no selection is required. In most cases you would select all.
Note: In this list box you can select multiple codes without holding the control or shift key. - Click on the Print button to print the Transaction Code Listing for the period requested. Once you have clicked on the Print button, the system will identify if there are any unposted (CR, VR, GJ, CD and optional AR) batches that have been entered in the current period. You will have the option to continue, Yes or No. If you choose to continue, the unposted batches will not be included in your reports. If you choose not to continue, the system will produce a list of the unposted batches and give you the opportunity to post the batches and include them in your reports. Once you have completed printing the report, you may click on the X in the upper right hand corner to exit back to the General Ledger Listings Menu.
Things You Should Know
- The Transaction Code Listing may be produced as often as required requesting all or a range of transaction codes.
- Before proceeding, check the following:
- 30000 accounts should NOT appear except for fund balances and net asset accounts
- Account 50500 and 59700 should not appear until “Final year end run”
- Transfer codes used in special allocation programs should not appear until “Final year end run”
- If the period you select contains unposted batches (other than a batch with zero amounts, project codes, element codes and GL codes) you will receive the following message "You have unposted batches. Do you wish to continue?" If you click on Yes the system will generate the report however will not contain the information in the unposted batches. If you say No the system will display a list showing the batch number(s), type(s) and any description of all unposted batches for that period.
Should you identify a problem, follow these procedures:
- Begin by correcting your accounting (VR, CR, GJ, CD, and optional AR) batches, if necessary and repost them. Then reprint and replace the Transaction Code Listing.
- If incorrect dates were entered, reenter the correct period From and To dates and reprint your Transaction Code Listing Report.
Project/Element Charge Listing
Function
Print, display, or export a listing of all accounting transactions for the month sorted by date and by document number within the same date and subtotaled by element.
The Project/Element Charge Listing details all revenue and direct expenses to programs based upon the accounting batches (VR, CR, GJ, and optional AR) you have entered and posted.
The report is designed to assist with proofing monthly transactions and is an excellent audit trail document since it can be used to identify the specific transactions behind a revenue or expense on your revenue and expenditure reports. Many organizations provide copies to Program Directors as a tool to assist with program management and budget control. In addition to printing the report including all projects and all elements for your files, you may also produce the report selecting a range of projects and elements.
For each project and program element this report lists all charges including:
- Transaction date
- Transaction batch type and number
- Document number
- Vendor/description
- Revenue/expenditure transaction code and description
- Amount
Operating Instructions
To print, display, or export the Project/Element Charge Listing, select GL Listings.
- Select Project/Element Charge Listing from the combo box.
- Enter a Period From and To date. This will identify to the system what accounting batches (VR, CR, GJ, CD, and optional AR) batches that have been entered and posted to include in this report.
- Select from the list boxes those that you wish to include on the Project/Element Charge Listing Report by placing a check mark in the box next to the program element or project code. If you wish to include all program elements, no selection is required. In most cases you would select all.
Note: In these list boxes you can select multiple codes without holding the control or shift key.
- Click on the Print button to print the Project/Element Charge Listing. Once you have clicked on the Print button, the system will identify if there are any unposted (CR, VR, GJ, and optional AR) batches that have been entered in the current period. You will have the option to continue, Yes or No. If you choose to continue, the unposted batches will not be included in your reports. If you choose not to continue, the system will produce a list of the unposted batches and give you the opportunity to post the batches and include them in your reports for the current period. Once you have completed printing the report, you may click on the X in the upper right hand corner to return to the General Ledger Listings Menu.
- Select Include Additional Information to include the first two lines of description from Vouchers, and the description entered in Accounts Receivable, Cash Receipts and TR (expense reimbursement) entry on the report.
- Select Subtotal by GL Codes to provide a subtotal for each GL Code.
- Include GL Codes tab. All Revenue and Expense GL Codes with activity will appear on the report. If you do not wish to have all included, place checkmarks in the box next to the specific GL Code(s) you wish to have included.
Things You Should Know
- You may produce the Project/Element Charge Listing as often as required without consequence.
- If you identify errors in coding or amounts, follow this procedure:
- If incorrect dates were entered reenter the correct From and To dates, then reprint the Project/Element Charge Listing Report.
-You repeat these steps if additional errors are identified.
- If the period you select contains unposted batches (other than a batch with zero amounts, project codes, element codes and GL codes) you will receive the following message: “You have unposted batches. Do you wish to continue?” If you click on Yes the system will generate the
General Ledger with Current Detail
Function
Print, display, or export the General Ledger with Current Detail. It is sorted by date for each general ledger account.
The General Ledger with Current Detail presents the to-date status of all agency accounts. Asset, liability, and salary, fringe, and indirect control accounts are all reported. Detail for each account is listed.
Account balances include:
- Prior Year opening fiscal year account balances. (To establish, see chapter on Opening GL Balances).
- Current Year balance of fiscal year activity through the preceding month.
- Current Period: all current period charges posted to the account.
- Balance Forward: final account status which includes Prior Year, Current Year and Current Month.
Report detail for current month includes:
- General ledger account number and description
- Transaction date
- Batch number and batch type
- Document number
- Vendor/description
- Program element and transaction code
- Debit, credit and account balance
Typically organizations use the General Ledger with Current Detail to verify asset, liability and control account balances.
Each month general ledger balances are brought forward and current month activity posted to those balances.
Operating Instructions
To print, display, or export the General Ledger with Current Detail, select GL Listings.
- Select General Ledger with Current Detail from the combo box.
- Enter a Period From and To date. This will identify to the system what accounting batches (VR, CR, GJ, CD, and optional AR) batches that have been entered and posted to include in this report.
- Select from the list boxes of GL and Project codes those that you wish to include on the General Ledger with Current Detail Report by placing a check mark in the box next to the general ledger transaction code. If you wish to include all general ledger transaction codes, no selection is required. In most cases you would select all.
Note: In these list boxes you can select multiple codes without holding the control or shift key. - Click on the Print button to print the General Ledger with Current Detail. Once you have clicked on the Print button, the system will identify if there are any unposted (CR, VR, GJ, CD and optional AR) batches that have been entered in the current period. You will have the option to continue, Yes or No. If you choose to continue, the unposted batches will not be included in your reports. If you choose not to continue, the system will produce a list of the unposted batches and give you the opportunity to post the batches and include them in your reports for the current period. Once you have completed printing the report, you may click on the X in the upper right hand corner to return to the General Ledger Listings Menu.
Things You Should Know
- Printing the General Ledger more than once will not double current amounts.
Before proceeding with monthly processing perform these checks:
- Total debits must equal total credits.
- All asset and liability accounts should be reconciled to appropriate documents, i.e., cash accounts and bank statements, accounts payable account to accounts payable analysis.
- 40000 accounts should not be listed as a GL code on this report.
- Salaries (account 50000) should equal the report totals on the Year-To-Date Timesheet Charges by Activity Report
- The only 50000 accounts that should appear as GL codes are those coded to elements 998000, or 999000-999900.
- If the period you select contains unposted batches (other than a batch with zero amounts, project codes, element codes and GL codes) you will receive the following message: “You have unposted batches. Do you wish to continue?” If you click on Yes the system will generate the report however will not contain the information on the unposted batches. If you say no the system will display a list showing the batch number(s) and type(s) of all unposted batches for that period.
If you identify problems, follow these steps:
- Correct accounting (VR, CR, GJ, CD, and optional AR) batches and repost, or make additional entries to correct errors. Reprint and replace Transaction Code Listing, Project/Element Charge Listing, and this report.
- If incorrect dates were entered, reenter the correct From and To dates, then reprint the General Ledger with Current Detail.
You may repeat these steps if additional errors are identified.
