Journal entries

Use the Journal Entry window to view general ledger transactions, including journal detail.

Note

ActivReporter calculates the correct closing entry if the GP database has correcting entries for the closed fiscal year. The closing entries in ActivReporter mirror the end-of-year entries in Great Plains. If necessary, it is possible to post journal entries into the most recently closed fiscal year in Great Plains. Great Plains adds detail lines to the new entry to change any previously calculated balance brought forward values or retained earnings.

Drill back to Journal Entry Inquiry

Note

If you use Office 365, drillback will not work unless you first make a registry change to allow Office 365 to use VBScript controls. You can find instructions for the registry change here under the heading "I'd rather do it myself".

You can drill back from a journal entry record in ActivReporter to the Journal Entry Inquiry window in Dynamics-GP.

  1. In the Journal Entries HD view, highlight the journal entry you want to research.
  2. Click and select Journal Entry Inquiry from the drop-down menu, or press Ctrl+J. The inquiry window opens with the requested journal entry record.

    Tip

    You can also access the Journal Entry Inquiry action from the Journal Entry and Journal Detail windows as well as the Journal Detail HD view.

Drill back to Budget Transaction Summary Inquiry

Note

If you use Office 365, drillback will not work unless you first make a registry change to allow Office 365 to use VBScript controls. You can find instructions for the registry change here under the heading "I'd rather do it myself".

You can drill back from a journal entry record with a system-journal source of "GP-Budget" in ActivReporter to the Budget Transaction Summary Inquiry window in Dynamics-GP.

  1. In the Journal Entries HD view, highlight the budget journal entry you want to research.
  2. Click and select Journal Entry Inquiry from the drop-down menu, or press Ctrl+J. The inquiry window opens with the requested budget transaction summary record.

Filter journal entries by journal type

You can filter the Journal Entries HD view by journal type. To do so, select a journal type from the Filters drop-down list. Valid journal types are:

  • Financials Journal
  • Inventory Journal
  • Payroll Journal
  • Project Journal
  • Purchasing Journal
  • Sales Journal

Each journal type is identified by the value in the custom Series field on the journal entry. The values and the associated journal types are:

  • 2 = Financials Journal
  • 3 = Sales Journal
  • 4 = Purchasing Journal
  • 5 = Inventory Journal
  • 6 = Payroll Journal
  • 7 = Project Journal

A "Budget Entries" filter is also available to show journal entries with a System-Journal Source of "GP-Budget".

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Journal Entries Listing

Purpose

The Journal Entries Listing provides a list of the journal entries recorded in the General Ledger.

Content

For each journal entry included on the report, the listing shows:

  • batch - entry number
  • merge number
  • system-journal identifier
  • activity source
  • whether the entry is a closing entry
  • whether the entry is a reversing entry
  • description.

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

  • detail (detail line number, account number, account name, transaction date, reference, debit or credit amount, indication of voided and reversal entries with batch and entry number)
  • timestamps
  • memos
  • custom fields.

If you include detail on the report, you can also include one or more of the following:

  • detail attributes
  • detail descriptions and units
  • detail memos.

The following totals appear on the report:

  • number of journal entries
  • number of detail lines
  • grand totals.

Print the report

  1. In the Navigation pane, highlight the ActivReporter > Journal Entries folder.
  2. Start the report set-up wizard.
    • To report on all or a filtered subset of journal entries:
      1. Right-click the Journal Entries folder and select Select and Report > Journal Entries 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 journal entries:
      1. In the HD view, select the journal 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 entry from the Journal Entry window:
      1. In the HD view, locate and double-click the journal entry you want to report on. The Journal Entry window opens with the journal entry loaded.
      2. Click .
  3. Select the Options tab.

  4. Mark the checkbox(es) for the additional information to include:
    • Detail. If this checkbox is marked, the following checkboxes are enabled:
      • Detail Attributes
      • Detail Descriptions and Units
      • Detail Memos
    • Timestamps
    • Memos
    • Custom Fields (only visible if custom fields are set up)
  5. Select the Output tab.
  6. In the Design field, look up and select the report design to use.
  7. 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 dialog so that you can address and compose an e-mail that the report will be attached to.
    • - 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).
  8. x

    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 extensions are available for the report:

  • Journal entries
  • Journal detail