Program Description
This program can be found on the General Ledger Inquiries menu (GL-2-1). It allows you to view the details of all transactions for a particular GL account. The user must specify the fiscal year, fiscal month, and account number.
Location: 7 General Ledger> 2 Inquiries> 1 Account Inquiry
Filename: GLIQ001
Rev 15 Changes
Internal changes were made to prevent a stop at line 1280 when the ending balance was over 21 million.
Account Number search has been added to General Ledger Inquiries. The operator can enter the first few digits of the account number and the search will display all account numbers that start with those digits. The search will display a number, the account number, the account description and the account type. The operator can then select the number next to the correct account and that account number will be accepted. If the operator mistypes and enters an invalid account number by mistake, the program will fall into the search mode. The operator can then enter E to end and return to the account number prompt. The search will not display Header type accounts.
Rev 14 Changes
N/A
Rev 13 Changes
Internal program changes were made to correct the Invalid Subscript stop at statement 1350.
Rev 12 Documentation
The General Ledger Account Inquiry is found on the General Ledger Inquiry menu, 2-1. The inquiry provides fast access to the complete detail of the transactions on a General Ledger account. The inquiry displays all of the entries that are in the General Ledger, per General Ledger account. This includes journal entries entered through the General Ledger and Fixed Asset modules. Also included are the entries from the Accounts Payable module, cash receipt entries from the Account Receivable module, and the sales and cost Sales Analysis Interface entries from the Billing module. The information in the inquiry can be printed.
The entries are displayed per entered General Ledger Account number. The inquiry allows access of entries in the current fiscal year and prior years. Entries can be accessed for a specific month or all months in the year. Information per entry includes the date of entry, the entry description, source code, which identifies where the entry originated, and the amount debited or credited. The beginning and ending balance of each account displays. Also included, when applicable, is the Accounts Payable vendor number and voucher control number . The entries can be displayed or printed in entry date than source code order or month than source code order, than entry date.
The ability to sort the entries in entry date order or source code order is new with Revision 12. The next, previous logic has also been improved. The ending balance of an account will now display without having to end out of the account. Following are complete new operating instructions and explanations.
Enter Data
The printer routine appears to allow selection of a printer to use if the inquiry is printed.
Current Fiscal Year (Y/N/E)
Enter a Y for yes if the desired data that is to be viewed is from the current fiscal year. Enter N for no if the desired data is from a prior year. Enter an E or a / slash to exit the program. If N for no is entered the following prompt appears.
Enter Fiscal Year
Current Fiscal Year (Y/N/E) N
Enter Fiscal Year
Enter the last two digits of the prior fiscal year that you wish to access the data. As an example, 94 would be entered for fiscal year 1994. An up arrow key to go back one space or a / slash to cancel may be entered. If a fiscal year is entered that does not exist, the following prompt appears. The cursor returns to the Current Fiscal Year prompt.
There Are No Files For That Fiscal Year
Current Fiscal Year (Y/N/E) N
Enter Fiscal Year 90
There Are No Files For That Fiscal Year
Enter Data (Cont’d)
Account #:
6/07/96 General Ledger Account Inquiry 12:58
Account #: Desc:
Name Of Month (Ex. JAN): Beginning Bal:
M SR Entry Vendor Voucher
T CD Description Date # Cntrl # Debit Credit
Enter the desired General Ledger Account number. Enter END or a / slash to exit the program. If an invalid account number is entered, the prompt Invalid Account Number appears. The cursor returns for reinput. (8 Numeric)
Once a valid account is input, the description of the G/L account displays. The description is from the Chart File. The cursor continues on to the next prompt.
Name Of Month (Ex. JAN):
Enter the first three digits of the fiscal month that you wish to view the data. As an example, enter JAN for January, APR for April. Enter the word ALL to view all the months in the selected fiscal year. When entering ALL, all data from the beginning of the fiscal year to the last fiscal month that has detail is displayed. Note, the transaction date that was input when entering the program has no bearing on the data that is to be viewed. The above prompt determines which month's data is selected. An up arrow key ^ to go back one space is allowed. A slash / exits the program.
If the inputted account has no detail in the month that was entered, the prompt No Detail For Month Press 'CR' To Continue appears. A carriage return moves the cursor back to the Account # prompt. A beginning balance displays if there has been prior month's activity. This is the beginning balance as of the inputted month.
6/24/96 General Ledger Account Inquiry 8:42
Account #: 100100 Desc: CASH
Name Of Month (Ex. JAN): JUL Beginning Bal: 59591.08
M SR Entry Vendor Voucher
T CD Description Date # Cntrl # Debit Credit
No Detail For Month
Press 'CR' To Continue
Enter Data (Cont'd)
When detail is found the following prompt displays.
Sort By D'ate Entered Or By S'ource Code
6/24/96 General Ledger Account Inquiry 8:48
Account #: 100100 Desc: CASH
Name Of Month (Ex. JAN): ALL Beginning Bal: 75000.00
M SR Entry Vendor Voucher
T CD Description Date # Cntrl # Debit Credit
Sort By D'ate Entered Or By S'ource Code
Enter a D to display or print the entries in entry date, source code and than sequence number order. Enter S to display or print the entries in fiscal month the entry was posted to, source code, entry date, and than sequence number order. The entry date is the transaction date that was accepted for the entry. This is not the system date the entry was input into the system. Note, the source codes display in alphabetic order. The entry date order is the oldest date first to most current. On the first account that is accessed there is no default. Once an account is viewed, whatever was entered at the prompt on the previous account, displays as the default for the prompt on the next accessed account. A carriage return accepts the default.
After input of the sort, the entries are displayed. The cursor is at one of the two following prompts.
Print A Hard Copy (Y/N)
N'ext, Or E'nd N
The first prompt appears when there is only one screen of data. The second prompt appears when there is more than one screen of data. Input a Y for yes to print the information for the account. Inputting a Y prints the full account inquiry not just the displayed screen. Input N for no to not print a hard copy. After input of N to not print a hard copy or the printing is completed, the cursor returns to Account #. When the data exceeds one screen enter a N for next to access the next screen of data or carriage return to accept the default of a N for next. Enter an E to exit the account and the prompt Print A Hard Copy (Y/N) appears.
When N for next is input, one of the two following prompts appear.
Enter Data (Cont'd)
N'ext, P'revious, Or E'nd N
P'revious, Or E'nd
6/24/96 General Ledger Account Inquiry 8:48
Account #: 100100 Desc: CASH
Name Of Month (Ex. JAN): ALL Beginning Bal: 75000.00
M SR Entry Vendor Voucher
T CD Description Date # Cntrl # Debit Credit
5 GL CHECKS 4300 - 4303 5/30/96 1220.06
5 GL CHECKS 4310 - 4315 5/30/96 392.00
5 GL CHECKS 4320 - 4321 5/30/96 98.00
5 GL CHECKS 4230 - 4233 5/30/96 542.00
5 GL CHECKS 4340 - 4347 5/30/96 428.80
5 GL CHECKS 5000 - 5000 5/31/96 49.00
6 JE INTEREST DEPOSIT 6/01/96 31016 75.00
6 AR DEPOSIT NUMBER 2689 6/04/96 30922 80.53
6 JE JOURNAL ENTRY 6/04/96 30921 500.00
6 GL CHECK PMT'S 0 - 0 6/05/96 84.90
6 GL CHECKS 65241 - 65241 6/06/96 660.45
6 PT CK&INV POST 0-0 6/06/96
6 PT CK&INV POST 0-0 6/06/96
6 PT CK&INV POST 0-0 6/06/96
Ending Balance 59618.86
N'ext, P'revious, Or E'nd N
The first prompt appears until the last screen is accessed. The second prompt appears when the last screen is reached. Input a P for previous to go back one page. Input N or carriage return to accept the default of N for next page. You may go forward and back as many screens as there is available data. Input an E to end the inquiry of the individual account. The prompt Print A Hard Copy (Y?N) displays upon the input of an E to end.
The ending balance of the account is displayed on all of the screens. You do not have to be on the last screen of the account to view the ending balance. The displayed ending balance includes all of the data for the account for the inputted fiscal month, not as of the displayed screen only.
Results
When an account has detail, the following information is displayed or printed.
6/24/96 General Ledger Account Inquiry 9:04
Account #: 100100 Desc: CASH
Name Of Month (Ex. JAN): MAY Beginning Bal: 75000.00
M SR Entry Vendor Voucher
T CD Description Date # Cntrl # Debit Credit
5 GL CHECK PMT'S 0 - 0 5/14/96 686.00
5 GL CHECK PMT'S 0 - 0 5/15/96 1.00
5 GL CHECKS 1025 - 1025 5/15/96 64.12
5 GL CHECKS 8254 - 8256 5/17/96 4247.51
5 GL CHECK VOIDS 5/17/96 4247.51
5 GL CHECKS 8257 - 8258 5/17/96 4188.71
5 GL CHECK VOIDS 5/17/96 4188.71
5 GL CHECKS 8288 - 8291 5/17/96 4188.71
5 GL CHECKS 900 - 901 5/17/96 592.92
5 GL CHECKS 98574 - 98575 5/21/96 49.00
5 GL CHECKS 421541 - 421544 5/21/96 1561.46
5 GL CHECKS 1111 - 1111 5/24/96 193.00
5 GL CHECK VOIDS 5/24/96 193.00
5 PT CK&IV POST 19668-19668 5/24/96 400.00
Ending Balance 64726.93
N'ext, Or E'nd N
Desc : Description of account from the Chart of Accounts.
Beginning Bal: This is the beginning balance of the account as of the inputted month. When running for all it is the opening balance.
MT The fiscal month number.
SR CD Source Code. This is the code which designates the type of entry. The different source codes are as follows.
PT These are the procedure totals entries from Accounts Payable Invoice Posting, Credit and Debit Memo Posting, Invoice and Credit/Debit Memo Void. This is the entry to the Accounts Payable account. The cash entry from a Manual Check and Void will also be coded as a PT.
AP All Accounts Payable and Manual Check
expense distribution entries. An entry entered through the Accounts
Payable Expense Redistribution program is coded as AP.
Results (Cont’d)
GL The procedure totals from Accounts Payable Check Writing and Void and Check Writing Conversion . This is the entry to the Accounts Payable, Cash, and Discount G/L account number.
JE Any journal entry entered through General Ledger entries or Opening Balances.
SA Any entry from the General Ledger Interface from Billing. These are the sales and cost entries.
AR Any entry from the Cash Posting Interface from Accounts Receivable.
FA Any entry from the Fixed Assets package.
Description The description that was stored at the time of the entry.
Entry Date On a JE type this is the entry date keyed in while inputting the journal entry. On a SA and AR entry this is the transaction date entered at the menu when entering the deposit or running the interface. On an AP entry this is the invoice date entered when entering the invoice, credit memo or manual check. On a PT entry this is the transaction date entered at the menu when entering the Invoice, Credit Memo and Manual Check Entry programs. On a GL entry this is the transaction date entered at the menu when entering the check writing and void programs. An FA entry will print the transaction date entered at the menu when running the month end schedule.
Vendor # Only AP entries will show vendor numbers.
Voucher Cntrl # This is the assigned voucher control number. This was assigned at the time the entry was created. AP, JE, SA, AR, and FA entries will have a voucher control number.
Debit If the entry was a debit to the account the amount will print in the debit column.
Credit If the entry was a credit to the account the amount will print in the credit column.
Ending Balance The ending balance of the account as of the inputted month.
Results (Cont’d)
Following is an example of an account that is displayed using the Date sort. The detail is displayed or printed in entry date, source code and than sequence number order.
6/24/96 General Ledger Account Inquiry 9:17
Account #: 100100 Desc: CASH
Name Of Month (Ex. JAN): JUN Beginning Bal: 64726.93
M SR Entry Vendor Voucher
T CD Description Date # Cntrl # Debit Credit
6 JE INTEREST DEPOSIT 6/01/96 31016 75.00
6 AR DEPOSIT NUMBER 2689 6/04/96 30922 80.53
6 JE JOURNAL ENTRY 6/04/96 30921 500.00
6 GL CHECK PMT'S 0 - 0 6/05/96 84.90
6 GL CHECKS 65241 - 65241 6/06/96 660.45
6 PT CK&INV POST 0-0 6/06/96
6 PT CK&INV POST 0-0 6/06/96
6 PT CK&INV POST 0-0 6/06/96
6 PT CK&INV POST 19719-19720 6/07/96 57.00
6 PT CK&INV POST 0-0 6/07/96
6 JE CASH 6/17/96 31030 450.00
Ending Balance 59591.08
N'ext, Or E'nd N
6/24/96 General Ledger Account Inquiry 9:17
Account #: 100100 Desc: CASH
Name Of Month (Ex. JAN): JUN Beginning Bal: 64726.93
M SR Entry Vendor Voucher
T CD Description Date # Cntrl # Debit Credit
6 GL CONV CHECK PAYMENTS 6/18/96 196.00
6 GL CONV CHECK PAYMENTS 6/19/96 143.00
6 GL CHECKS 963 - 964 6/19/96 .10
6 GL CHECKS 1500 - 1503 6/19/96 1970.17
6 GL CHECKS 1515 - 1517 6/19/96 2289.96
6 GL CHECKS 1520 - 1521 6/19/96 1009.60
Ending Balance 59591.08
P'revious, Or E'nd
Results (Cont’d)
Following is an example of the same account and month being displayed using the Source code sort. The detail is displayed or printed in the fiscal month the entry was posted to, source code, entry date, and than sequence number order.
6/24/96 General Ledger Account Inquiry 9:19
Account #: 100100 Desc: CASH
Name Of Month (Ex. JAN): JUN Beginning Bal: 64726.93
M SR Entry Vendor Voucher
T CD Description Date # Cntrl # Debit Credit
6 AR DEPOSIT NUMBER 2689 6/04/96 30922 80.53
6 GL CHECK PMT'S 0 - 0 6/05/96 84.90
6 GL CHECKS 65241 - 65241 6/06/96 660.45
6 GL CONV CHECK PAYMENTS 6/18/96 196.00
6 GL CONV CHECK PAYMENTS 6/19/96 143.00
6 GL CHECKS 963 - 964 6/19/96 .10
6 GL CHECKS 1500 - 1503 6/19/96 1970.17
6 GL CHECKS 1515 - 1517 6/19/96 2289.96
6 GL CHECKS 1520 - 1521 6/19/96 1009.60
6 JE INTEREST DEPOSIT 6/01/96 31016 75.00
6 JE JOURNAL ENTRY 6/04/96 30921 500.00
6 JE CASH 6/17/96 31030 450.00
6 PT CK&INV POST 0-0 6/06/96
6 PT CK&INV POST 0-0 6/06/96
Ending Balance 59591.08
N'ext, Or E'nd N
6/24/96 General Ledger Account Inquiry 9:19
Account #: 100100 Desc: CASH
Name Of Month (Ex. JAN): JUN Beginning Bal: 64726.93
M SR Entry Vendor Voucher
T CD Description Date # Cntrl # Debit Credit
6 PT CK&INV POST 0-0 6/06/96
6 PT CK&INV POST 19719-19720 6/07/96 57.00
6 PT CK&INV POST 0-0 6/07/96
Ending Balance 59591.08
P'revious, Or E'nd