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purchasing:inquiry:generalledgerinquiry:generalledgerinquiry
General Ledger Inquiry - REQ4100
Purchasing > Inquiry > General Ledger Inquiry > General Ledger Inquiry
This tab is used to perform the following inquiries for accounts listed in your user profile:
- Review the balances on individual accounts or groups of accounts.
- View processed transactions, current period, next period, or any combination of these.
- View a detailed listing of the account or just the balances in a summary view of the account.
- View records by page or by printing.
Note: The general ledger inquiry is filtered according to the accounts in the user's profile unless Global Access is selected on the User Profiles > Purchasing Permissions tab in District Administration. If Global Access is selected, the user can perform inquiries on all accounts.
Perform a general ledger inquiry:
❏ Select any of the following fields to include in the inquiry:
The default Retrieve function only displays active account codes. Select Include Inactive Accounts to display inactive account codes in the inquiry.
| Field | Description |
|---|---|
| Processed | Select to include account balances as of the end of the last reporting period. |
| 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. |
| Show Details Report will display Transaction Details |
Select to display and print a detailed list of all transactions. If not selected, a summary for all accounts is displayed and printed:
Totals - The totals of all accounts with the selected account code component are displayed. |
| Include soft encumbrances when POs exist | Select to include requisition general ledger transactions when purchase orders exist. If not selected, the soft encumbrances (where the associated purchase order has been created) are not displayed. |
| Exclude Objects 61XX | Select to exclude all objects that begin with 61. |
| Include Inactive Accounts | Select to include inactive account codes in the inquiry. |
❏ Under Description, select Reason or Vendor Name. Descriptions are only displayed for line items that are checks (CK) or purchase orders (EN). The Description option only works if Show Details is selected. If Vendor Name is selected, the requisition number is not displayed.
Note: When a reason is entered in the requisition Reason field and the requisition is submitted, approved, or returned, the Reason/Description field displays REQ plus the requisition number plus the Reason field. If a requisition reason is not entered, a default description is used for the Reason/Description field.
| Account Code |
The 20-character account code mask with all Xs is displayed.
Notes:
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❏ Click Retrieve to process the inquiry based on the values selected.
Notes:
- Only the account codes listed in your user profile that match the ones selected are displayed, unless Global Access is selected on the User Profiles > Purchasing Permissions tab in District Administration.
- If the number of records being retrieved is more than 20,000 and the Display GL Inquiry Warning field is selected on the Finance > Tables > District Finance Options > Finance Options tab, the following warning message is displayed: “Report will take longer to generate due to the number of rows being retrieved for the Account Code selected.”
- Click Yes to continue processing the inquiry.
- Click No to return to the General Ledger Inquiry tab.
Other functions and features:
| Reset |
Click to clear the account code and return to the default setting (all Xs). |
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purchasing/inquiry/generalledgerinquiry/generalledgerinquiry.txt · Last modified: 2020/12/09 20:25 by emoreno