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finance:inquiry:glinquiry:glinquiry
GL Inquiry - FIN5050
Finance > Inquiry > GL Inquiry > GL Inquiry
This tab is used to perform the following inquiries:
- Review the balances on individual accounts or groups of accounts.
- View the processed, current period, next period, or any combination of these options.
- View a detailed listing of the account and drill down to view all transactions related to a single transaction. You can view the details for the following transaction types: journal voucher, check, cash receipt, credit cards, encumbrances, Accounts Receivable, Purchasing, and Warehouse. The selected transaction type determines the displayed view.
- View the account summary with only balances.
Perform a GL inquiry:
The default Retrieve function only displays active account codes. Select Include Inactive Accounts to display inactive account codes in the inquiry.
❏ Under Retrieval Options, select any of the following fields to include in the inquiry:
| Field | Description |
|---|---|
| Processed | Select to include EOM balances and all processed transactions. |
| Current Period | Select to include account balances as of the current accounting period. |
| Next Period | Select to include account balances as of the next accounting period. |
| Include soft encumbrances when POs exist | Selected, by default, to include general ledger transactions when purchase orders exist. If not selected, the soft encumbrances (where the associated purchase order has been created) are not displayed. |
| Include Inactive Accounts | Select to include inactive account codes in the inquiry. |
❏ Under Exclusions:
| Exclude Objects 61XX | Select to exclude all object codes that begin with 61. |
|---|---|
| Exclude Accounts with No Transactions | Select to exclude all accounts that do not have associated transactions. Only accounts that have zero balances with account transactions are displayed. |
❏ Under Description:
| Reason | Select to display the reason for each account transaction. |
|---|---|
| Vendor Name | Select to display the vendor name for each account transaction. |
| Account Code |
Type an account code for each of the account code components or click Masked account code components (Xs) will retrieve any digit in that account code position. For example, the account mask XXX-XX-63XX-XX-XXX-XXXXXX would pull all grant expenditure amounts for supplies. Encumbrances for student activity fund accounts are displayed in class 2XXX object codes. |
|---|
❏ Click Retrieve to display the inquiry results based on the values selected.
❏ Click Reset to clear the account code fields.
❏ Click 
to view detailed transactions for the selected account. A pop-up opens with a list of balances and transactions.
GL drill-down feature:
From the transaction details pop-up window, click a transaction number to open another pop-up window with a list of the related transactions. The transaction type determines the displayed view.
| Types | Views |
|---|---|
| General Journal (GJ) | Accounts Receivable Finance Purchasing Warehouse Inventory - The PO number is not included. Warehouse Restock - The PO number is included. |
| Encumbrances (EN) | Finance Purchasing Warehouse Restock - The PO number is included. |
You can click various transaction numbers to refresh the pop-up window with the newly selected transaction data. This functionality prevents you from having to close the pop-up window each time you click a different transaction number.
IMPORTANT: If the Use Finance User Profile for GL Inquiry drill-down field is selected on the Finance > Tables > District Finance Options > Finance Options tab, you may be limited to certain account details based on your Finance user profile.
- If selected, the accounts are displayed according to the Finance user profile settings.
- If not selected, all accounts are displayed regardless of the Finance user profile settings.
TIP: The totals only display the amounts for the accounts to which you have access. It is possible that the amounts may appear out-of-balance because you do not have access to a specific account(s). For example, if you have access to one account on a PO, you can view all of the purchase order details except the accounts to which you do not have access and the items that are fully paid out of an account to which you do not have access.
If documents exist for a transaction, 
is displayed next to the transaction. Click to view the Document Attachments.
❏ Click Cancel to close the pop-up windows and return to the GL Inquiry tab.
finance/inquiry/glinquiry/glinquiry.txt · Last modified: 2023/03/30 20:02 by emoreno