Journal detail

Purpose

The Journal Detail Listing provides a list of journal detail entries from your General Ledger.

Content

For each journal detail record included on the report, the listing shows:

• batch, entry number, and line number
• account number
• account description
• posting date
• reference
• unit
• debit amount
• credit amount.

In addition, you can include one or more of the following:

• attributes
• detail line description
• journal entry information (system - journal source, activity source, whether the entry is merged, whether the journal entry is a closing entry, whether the journal entry is a reversing entry, whether the entry is on hold, indication of voided and reversal entries with batch and entry number)

The following totals appear on the report:

• journal entry count
• detail line count
• grand totals.

Print the report

1. In the Navigation pane, highlight the ActivReporter > Journal Entries > Journal Detail folder.
2. Start the report set-up wizard.
   • To report on all or a filtered subset of detail entries:
     1. Right-click the Journal Detail folder and select Select and Report > Journal Detail Listing from the shortcut menu.
     2. On the Selection tab, define any filters you want to apply to the data.

        

   • To report on specifically selected detail entries:
     1. In the HD view, select the detail entries to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
     2. Click .
   • To report on a particular journal detail record from the Journal Detail window:
     1. In the HD view, locate and double-click the journal detail record you want to report on. The Journal Detail window opens with the journal detail record loaded.
     2. Click .
3. Select the Options tab.

   

4. Mark the checkbox(es) for the additional information to include:
   • Attributes
   • Detail Line Description
   • Journal Entry Information
5. Select the Output tab.
6. In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
• - Provides access to two preview options.
  • Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
  • Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
• - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
• - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
• - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Report Email dialog

From

The email account from which to send the email. Valid options are:

• Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
• Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
• Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.

To

The email address(es) to which to send the email. Separate email addresses with semi-colons.

CC

The email addresses to copy on the email. Separate email addresses with semi-colons.

BCC

The email addresses to blind copy on the email. Separate email addresses with semi-colons.

Subject

The subject line.

Text box

The body of the email.

Data extensions

The following data extension is available for the report:

• Journal detail

Purpose

The GL Summary Report provides summarized journal detail information based on sorting criteria or a listing of journal detail which can be grouped by sorting criteria. The report automatically sorts, groups, and page breaks by unit, but additional sorting, grouping, and page breaking can be specified as well. The report can be used as a source for providing the journal detail behind an amount on a financial statement with a view into multiple levels of subtotals.

When you run the report, you must either include detail or specify a sorting option to subtotal on or both.

Content

If the report is run to include detail without specifying a subtotal level, the report shows the following for each journal detail entry included:

• account number
• account description
• posting date
• reference
• debit amount
• credit amount
• net activity.

If the report is run without detail but with a subtotal level specified, the report shows the following summary information:

• subtotal level
• debit total
• credit total
• net activity.

If the report is run to include detail and with a subtotal level specified, the report shows journal detail entries grouped by the subtotal level.

If you run the report to include detail, you can optionally include one or more of the following:

• attributes
• journal entry information (system - journal source, activity source, whether the entry is merged, whether the journal entry is a closing entry, whether the journal entry is a reversing entry, whether the entry is on hold, indication of voided and reversal entries with batch and entry number)

In addition, if you specify a subtotal level, the following totals show on the report:

• total debits for each instance of the subtotal level
• total credits for each instance of the subtotal level
• total net amount for each instance of the subtotal level.

Print the report

1. In the Navigation pane, highlight the ActivReporter > Journal Entries > Journal Detail folder.
2. Start the report set-up wizard.
   • To report on all or a filtered subset of detail entries:
     1. Right-click the Journal Detail folder and select Select and Report > GL Summary from the shortcut menu.
     2. On the Selection tab, define any filters you want to apply to the data.

        

   • To report on specifically selected detail entries:
     1. In the HD view, select the detail entries to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
     2. Click .
   • To report on a particular journal detail record from the Journal Detail window:
     1. In the HD view, locate and double-click the journal detail record you want to report on. The Journal Detail window opens with the journal detail record loaded.
     2. Click .
3. Select the Options tab.

   

4. Enter the Report Title you want to appear at the top of the printed report. The default title is "GL Summary Report".
5. In the Report Date section, select how to determine the dates the report includes information for. Your options are:

   • Range. Select this option to report based on a range of dates.

     If you select "Range", enter the Begin Date and End Date of the range of dates to report on.

     Note

     Leave both dates blank to report on all dates represented in the data.

   • Period. Select this option to report based on a particular calendar period or on a period expression.

     If you select "Period", do the following:

     1. From the Calendar drop-down list, select the calendar to base the report on.

     2. To define the reporting period using a relative expression, select or enter the period expression in the Expression field. If you prefer to explicitly enter the year and period, skip to step c.

        You can select from the following common period expressions:

        • Current
        • Current - 1 period
        • Current - 1 year

        Alternatively, you can type a valid period expression in the field. For help on period expression syntax, click the help button to the right of the field.

        If you select or enter a period expression, ActivReporter adjusts the values in the Year and Period fields accordingly.

        If you enter a period expression, continue at step 6.

     3. From the Year drop-down list, select the year of the period to report on.
     4. From the Period drop-down list, select the period to report on.
6. To include debit/credit posting detail on the report, mark the Include Detail checkbox. If you mark the checkbox, the remaining checkboxes are enabled.
7. If you marked the Include Detail checkbox, mark the checkbox(es) for the additional information to include:
   • Attributes
   • Entry Information

8. Select the Sorting tab.

   

9. In the Available Sort Options list box, highlight the option(s) to sort the report by, then click to move your selection(s) to the Assigned Sort Options list box.

   Note

   Because it is common to run the report for account-level totals, the "Account Code" sort option is preselected and the "Account Code" option is also preselected in the Subtotal Level field. Nevertheless, you can remove or add to the list of sort options and also change or remove the subtotal level as needed.

10. If you selected multiple sort options, use and to arrange the sort options in the order you want them applied.
11. If you want the report to start a new page for each change in one of the sorting options you specified, select the sorting option to break on from the Page Break Level drop-down list. If yo do not want to insert page breaks, accept "(none)".
12. If you want the report to subtotal based on one of the sorting options you specified, select the sorting option to subtotal on from the Subtotal Level drop-down list. If yo do not want to show subtotals, accept "(none)".
13. Select the Output tab.
14. In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
• - Provides access to two preview options.
  • Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
  • Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
• - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
• - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
• - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Report Email dialog

From

The email account from which to send the email. Valid options are:

• Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
• Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
• Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.

To

The email address(es) to which to send the email. Separate email addresses with semi-colons.

CC

The email addresses to copy on the email. Separate email addresses with semi-colons.

BCC

The email addresses to blind copy on the email. Separate email addresses with semi-colons.

Subject

The subject line.

Text box

The body of the email.

Data extensions

The following data extension is available for the report:

• Journal detail