GL> Reports> Journal Entries

Journal Entries Report

 

Summary

 

The Journal Entry Report will display a list of journal entries filtered by fiscal period, journal entry number, module and commit status. The Journal Entry Report will display journal entries created in any of the modules, not just journal entries created in the General Ledger module. The summary version of the report displays the total debits and credits while the detail version of the report displays the journal entry line items.

 

Related Links

 

Click here for information on the Jobs Viewer window.

 

Step by Step

 

1     Open the Journal Entries window (GL> Reports> Journal Entries).

 

2     Configure the report. 

 

  • The Fiscal Year From and Fiscal Year To fields are used to filter the journal entries that display on the report by fiscal year of the journal entry.
    • The Fiscal Year From and Fiscal Year To fields will default to the current fiscal year. Enter a fiscal year or click an arrow icon to increase or decrease the fiscal year.
  • The Fiscal Period From and Fiscal Period To fields are used to filter the journal entries that display in the report by fiscal period.
    • The Fiscal Period From and Fiscal Period To fields will default to the current fiscal period.
  • The JE Number From and JE Number To fields are used to filter the journal entries that display on the report by journal entry number.
  • The Sub System drop-down menu is used to filter the journal entries that display in the report by the module that was used to create them.
  • The Report Type drop-down menu is used to select the level of detail you would like to display on the report.
    • Select Detail if you would like to display the journal entry line items of each journal entry included on the report. This will display each debit and credit and the GL accounts that were affected.
      • If the journal entry was created by a batch process, the journal entry line item will display the GL account number, account description, debit and credit amount, and batch information (batch number and process).
        • The batch information will display in the line item description column. For example, the report will display “New Billing Batch 003 06 2022” if the journal entry line item was created by a UB module New Billing batch in UB> New Billing.
      • If the journal entry was created manually in GL> Journal Entries, the journal entry line items will display the journal entry line item description, system reference, PM task code and LEMS code. There is also a column that will display the PM object code, PR employee number or AP vendor number depending on which was entered on the journal entry.
    • Select Summary if you would only like the total debit and credit amount of each journal entry included on the report. The GL accounts and journal entry line items will not display on the report.
  • The Status drop-down menu is used to select the status of journal entries you would like to include on the report.
    • Select All to include uncommitted and committed journal entries on the report.
  • The Sort By drop-down menu is used to select how you would like the report to sort.
  • Check the Page break by journal entry toggle if you would like each journal entry included on the report to display on a separate page.
    • This option is generally only used when printing the report in detail format since summary version journal entries will display on a few lines.
    • If you include a lot of journal entries on the report when using this option the report may be very large.
  • Check the Subtotal by fund toggle if you would like the detail line items of each journal entry to be totaled by fund. This will sort and total the detail line items that display on each journal entry by fund, but will not total the entire report by fund. If you would like to view the activity totaled by fund you should run the Trial Balance report in GL> Reports> Trial Balance.

 

3     Print the report. 

 

  • Once the required report settings have been specified, click the Print button to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select PDF to print the report in the default Springbrook PDF format.
    • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
    • Once a print option is selected, that option will automatically be selected the next time you access the report. For example, if you select Excel from the drop-down menu, the next time you access the report the Excel button will be displayed by default.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.
  • Users can also regenerate a report with the same configuration as a prior report via the report history section. This can help improve efficiency when an identical report is frequently generated.
    • Once a report has been generated, the date and time it was generated will display in the report history accessed via the Expand Arrow button on the right side of the window.
    • Expand the report history and click on a previous report record to automatically populate the report criteria with the criteria specified on the previously generated report. This section will display the last three times the report was generated.