Viewing general ledger cards
Introduction
This screen displays the general ledger card. It displays the financial transactions that are related to the general ledger. You can also filter the transactions to show only those that are required.
Menu path
Go to Finance ➔ General ledger ➔ Cards, select a general ledger and click Display. Alternatively, you can go to the Maintain accounts screen and click Card.
Fields
You can filter the transactions that you want to display. To search for transactions, you can define one or more of the following criteria, and click Refresh. The transactions that match the search criteria you have entered are then displayed.
Criteria section
G/L
This displays the general ledger account.
Type, Sub-class.
This displays the type of general ledger account; whether it is from Balance Sheet or Profit & Loss.
Click this to display more criteria.
Date/Reporting date/Financial year - Period
Type or select the date or range of dates to display transactions that were entered within these dates. Select All to display transactions that were entered on any date.
Note: If you select Date at Range, the field displayed here is Date. If you select Reporting date at Range, the field displayed here is Reporting date. If you select Period at Range, the field displayed here is Financial year, followed by the Period field. Typing or selecting only the start date will display transactions that were entered from that date onwards. Typing or selecting only the end date will display transactions that were entered on or before that date only.
Display
Select Card to display transactions lines of the selected account. Select All to display all financial entries related to the transaction lines.
Group by
Select a method to group the results. If you do not want to group the results, select None. This is enabled only if Card is selected at Display.
Transaction
Select the type of transaction you want to display. Select All if you want to display all transactions. Among the types of transactions you can select are Sales invoice, Payment, Fulfillment, Receipt, and others.
Range
Select the type of date range to be used. The selection here will influence whether Date, Reporting date, Financial year, or Fulfillment date is shown in the first criteria. If you select Date here, Date will be shown. If you select Reporting date here, Reporting date will be shown. If you select Period here, Financial year will be shown, and if you select Fulfillment date here, Fulfillment date will be shown.
Type
Select the type of transaction to be displayed. Select Standard to display standard transactions, All to display all types of transactions, Fiscal to display transactions that affect the fiscal reports, and Correction to display correction transactions. Correction transactions are transactions made to correct a mistake such as transactions that did not have the correct amount or transactions that were sent to the wrong account. This is enabled only if Card is selected at Display.
Linked/Unlinked
Select All to display linked and unlinked transactions, Linked to display only linked transactions and Unlinked to display only unlinked transactions.
Unprocessed
Select this check box to display unprocessed transactions together with processed transactions.
Show: Closing entries
Select this check box to display the search results according to the closing entries of the selected account.
Show allocated cost transaction
Select this check box to display the allocated cost transactions.
Show opening & closing balance
Select this check box to display the opening and closing balance of the general ledger account.
Note: This check box is available only if you have selected Card at Display and entered a range of dates or reporting dates at Date or Reporting date, respectively.
Filter section
Filter
Click this to display the filter options that can be used to search for the required transactions.
Linked transactions
Click this to display all related transactions linked to the same Link ID as the selected linked transaction in the Results section. If an unlinked transaction is selected in the Results section, clicking this button will display only the selected unlinked transaction. Clicking this button again will display the previous search results.
Note: This is available only when None is selected at Group by in the Criteria section and enabled when a transaction is selected in the Results section.
Search
Click this to search for entries based on the defined criteria.
Previous
Click this to return to the previous page of entries.
Next
Click this to display the next page of entries.
Rows
Type the number of rows to be displayed for each page. If you have set the default number of rows to 10, then 10 rows will be displayed. Therefore, if you have more that 10 rows listed, you will see the Previous and Next buttons.
Filter
Select the required option to filter the search to show transactions that starts with or contains a certain letter or word.
Our ref.
Type a full or partial Our ref. to display the transactions with the matching codes.
Your reference
Type a full or partial Your reference to display the transactions with the matching codes.
Order
Type a full or partial sales order number to display the transactions with the matching numbers.
Entry number
Type a full or partial entry number to display the transactions with the matching numbers.
Description
Type a full or partial description to display the transactions that match this description.
Reconcile number
Type a full or partial reconciliation number to display the transactions with the matching numbers.
External number
Type a full or partial external number to display the transactions with the matching numbers.
Note: This is available only if the Use external numbering check box is selected under the General section at Numbers settings at System ➔ General ➔ Settings.
Debtor
Type or select the debtor code to display the transactions linked to the selected debtor.
Creditor
Type or select the creditor code to display the transactions linked to the selected creditor.
Journal
Type or select the journal to display the transactions linked to the selected journal.
Person
Type or select the person ID to display the transactions linked to the selected person.
Item
Type or select the item code to display the transactions linked to the selected item.
Project
Type or select the project code to display the transactions linked to the selected project.
Cost center
Type or select the cost center to display the transactions linked to the selected cost center.
Cost unit
Type or select the cost unit to display the transactions linked to the selected cost unit.
Warehouse
Type or select the warehouse to display the transactions linked to the selected warehouse.
Currency
Type or select the currency code to display the transactions linked to the selected currency.
VAT code
Type or select the VAT code to display the transactions linked to the selected VAT code.
Selection code
Type or select the selection code to display the transactions linked to the selected selection code.
Serial no.
Type or select the serial number to display the transactions linked to the selected serial number.
Amount
Select the required option to display transactions where the transaction amount matches the specified criteria.
Results section
After defining the criteria, click Refresh to display the results. The transactions of the general ledger account can be seen in the results.
Note: It is possible that not all the columns in the example are displayed. You can add or delete columns as required. For detailed information on how to customize displayed columns, see Inserting and deleting columns.
Foreign currency
Click this to group and display the transactions by currency when more than one currency is used.
Buttons
Refresh
Click this to update the results according to the defined criteria.
Print
Click this to display the Financial entries screen. Define the type of information you want to print and click Start. The Report screen will then be displayed. Click Print to print the report.
Export
Click this to export the results to Microsoft Excel.
Graph
Click this to open and display the graph and data for the general ledger account by the individual month or by cumulative months in Microsoft Excel. For more information, see Viewing graph summary.
Note
Click this to display the Notes screen. You can add a new note or view existing notes for the transaction. When typing a note, click Timestamp if you wish to add a timestamp to your note, and then click Save to save the note, and Close to exit. For more information, see Creating and maintaining notes.
Attachment
Click this to display the Document – Attachment screen. Here you can attach a new document or view the documents that are attached to the transaction. Select a document and click Open to view the document or click New to attach a new document. Click Close to exit. For more information, see Overview of attached documents.
Details
Click this to view cash flow details for the selected transaction. Among the screens that will be displayed if this is selected are Cash receipt, Payment, Purchase invoice, and others. The screens displayed are dependent on the type of transactions.
Invoice
Click this to view the invoice history for the selected general ledger account. For more information, see Overview of invoice history.
Note: This button is enabled only if the account has a related invoice.
Debtor
Click this to display the debtor card. For more information, see Viewing debtor cards.
Creditor
Click this to display the creditor card. For more information, see Viewing creditor cards.
Maintain
Click this to display the Maintain accounts screen. You can view and modify the details of the selected general ledger accounts.
Link
Select two transactions and click Link to link them together. If the balance (debit less credit) is zero, they will be linked and a green check mark will be displayed in the Linked column. However, if the balance is not zero, the error message “Can’t link: Balance is not zero.” will be displayed.
For profit & loss general ledger accounts and balance sheet general ledger accounts of type Neutral, a message “The balance of the selected transactions is not zero. Do you want to create an entry for the difference?” will be displayed if the balance is not zero. Click Yes to display the Process screen.
Journal
Type or select the journal that you want to use to enter the linking difference. It must be a General Journal.
G/L Account
Type or select the general ledger account. This is pre-filled with the Neutral account type from the selected Balance Sheet.
Date
Type or select the date. This is pre-filled and defaults to the login date.
Reporting date
Type or select the reporting date. This is pre-filled and defaults to the login date.
Description
Type the description. This is pre-filled and defaults to Linking differences.
Note: All the above fields are mandatory.
Cost center, Cost unit, and Project are optional fields. You can type or select the relevant cost center, cost unit, and project. Click Process to make the journal entry and link the transactions or Cancel to exit.
Unlink
Select a transaction or a number of transactions that are linked, and click Unlink to unlink the transactions. A message “Remove all links to this transaction?” will be displayed. Click Yes to remove all links.
Note: The Link and Unlink buttons will be available only if the Linking check box under the General section in Maintain accounts is selected.
Change
Click this to view the Change screen. All fields that have the available information will be pre-filled. Based on your selection of Line, Our ref., Your ref., Entry, or Our ref./Entry under the Change section, different fields under the Fields section will be enabled and disabled. You can make changes to the fields that are enabled and click OK to save the changes or Cancel to exit. For more information, see Changing transactions.
Entry
Click this to view the journal entries screen. All transactions made will be displayed.
Our ref.
Click this to view the complete transaction which is part of the selected line based on the our reference number.
Your ref.
Click this to view the complete transaction which is part of the selected line based on the your reference number.
Close
Click this to exit.
Related documents
| Main Category: |
Attachments & notes |
Document Type: |
Online help main |
| Category: |
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Security level: |
All - 0 |
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Document ID: |
15.860.953 |
| Assortment: |
Exact Globe+
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Date: |
26-09-2022 |
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| Disclaimer |