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Generating general ledger report

Introduction

Transactions are listed in chronological order in a journal but you cannot track individual account balances there. The general ledger (GL), which is a collection of T-accounts, is used for this purpose. T accounts represent a T-shape with cash in for debits on the left side and cash out for credits on the right side. A transaction has at least one debit and one corresponding credit. The total debits must equal the total credits. You can generate three different types of reports (which are explained in detail below) based on your GL accounts. GL reports are generated at Finance/General ledger/GL list.

Description

You can filter the GL accounts that you want to generate in the report. To search for the GL accounts, you can define one or more of the following criteria and click Start. The accounts that match the search criteria you have entered are then generated in a report.

Report

Select the type of report you want to generate.

• List — This is to generate a report based on the concise list of your GL accounts.
• Categories — This is to generate a GL report based on the categories linked to them.
• Details — This is to generate a GL report where the information fields such as VAT, Presentation, Compress, Revalue, and more are displayed on each page of the report.

Account type

Select the GL account type you want to include in the overview. The options are Balance sheet, Profit & Loss, and Balance Sheet/Profit & Loss (where both types are included).

Account

Type or select the GL account range you want to include in the overview or select the All check box for all accounts.

Group by 1

Select the required option to sort the general ledger accounts. For Group by 1, you must specify the main category that determines the main division.

Group by 2 – Group by 5

Select the required option to sort the general ledger accounts. For Group by 2 – Group by 5, you must specify the sub category that determines the second, third, fourth and fifth division.

Note: You can set a maximum of five categories and name the options in Group by 1, Group by 2, and so forth accordingly. The option Hide field is generated by the system. The Categories section is set at Finance/General ledger/Chart of G/L’s where you need to double-click on any of the account categories (which are in bold) and then specify all five categories that are related to it.

Buttons

Start

Click Start to generate the report.

Close

Click Close to exit.

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