SECTION 6.4.6 - GENERAL LEDGER TRANSACTION LISTS
USAGE: To print a list of General Ledger transactions.
DISCUSSION: When you choose this option, the screen will appear as follows:
Here you can choose the order in which you wish to print the report.
Hint: If you intend to limit the report to a range of transactions, it is most efficient to print the report in the same order. Eg if you wish to limit the report to a range of audit numbers, the report will scan the transaction-file faster if you also print the report in audit number order.
Having chosen from the options, the following questions will appear:
USE LONG FORMAT REPORT If you are using wide stationery, reply Y, otherwise reply N. This question will only be displayed if the relevant option is set to A, see SECTION 6.1.2.
START A NEW PAGE ON CHANGE OF KEY If you have chosen to print the report in account or date order, you will be offered this option. If you reply Y, HiFinance will start a new page each time the major key changes. A sub-total will also be printed for each group of transactions. If you reply N, the transactions will be printed continuously.
ACCOUNT RANGE Here you may choose the range of General Ledger accounts printed.
DATE RANGE Here you may choose the range of transaction dates printed. Care should be taken because if a transaction is entered with the wrong date, it might be missed on this report.
VALUE RANGE This option is useful if you are looking for a transaction with a specific value. Note that the lower limit is normally negative and the upper limit is normally positive. If you are looking for a transaction with a value of, say $1000, you should try running the report twice, i.e. from -1000 to -1000 and from +1000 to +1000.
AUDIT NUMBER RANGE If you wish to print a list of transactions for auditing purposes, it is safer to limit the report to a range of audit numbers rather than dates.
In all cases, the default answers are the extreme limits of each range, so if you do not wish to limit the report on a particular field, just bypass it.
INCLUDE ALL TRANSACTION TYPES If you wish to print exclude any transaction types, enter N here and you will be presented with a complete list of General Ledger transaction types to choose from. If you wish to include all transaction types, simply enter Y.
To start the report, press <Enter> through each field or simply press <F10>.
The report will scan the transaction file and extract all records that fit within your chosen parameters. The report itself will detail the account number, audit number, transaction date, transaction type, transaction value, the Debtor or Creditor code if applicable, any reference number and the transaction details. At the end of the report, the monetary columns are totalled.
Extra Function to limit the report to just one site (KEYCOMP only).
For selected implementations, the last 3 digits of the General Ledger code signifies a site number. If you have this implementation, you will be asked:
LIMIT REPORT TO WHICH SITE? [___] (ZERO => ALL)
If you leave the field as zero, the report will be the same as normal. If you enter a value here, the report will list only on that site.