Posted Transaction Listing Posted Transaction Listing
This program runs serially through the Master Transaction File and prints a list of transactions in the order in which they are found. This is useful for obtaining a complete list of all transactions after they are posted. Occasionally only a certain portion of this list will be desired. For example: a listing of the transactions made to a particular period, Payroll transactions or transactions made to a particular account, job cost code, equipment ID or a particular journal number need to be reviewed after editing. Depending on the limit or limits set on the limit screen, the system will examine each of the transactions in the file, and print only those which meet all of those limits.
After selecting Transaction Report from the General Ledger Report menu, the following selection screen will come into view.
Click on any column header to sort the listed items. This will be useful when the list of reports has grown.
Add or Change (button)
To modify the information used in generating the report, press the Add button or highlight the desired report title and press the Change button. For more information, see Add or Change a Transaction Listing.
Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted record will be deleted and the previous screen comes into view. If the No button is pressed, the program returns to the previous screen.
Press the View button from the report browse window or the Save and View button from the edit window and a list box will open containing all of the transactions that would have been included on the Printed Report.
To print a report, press the Print button. For more information, see Printing Reports
Report Description: Transaction File Listing
Report Sample: Transaction File Listing
Note: If the message "Nothing to Print" comes into view when the Print button is pressed, there are two main causes:
A. There is no information within the selected limits. Remove all limits, then, one at a time, reinsert the limits. If the report still will not print, insert a new report title.
B. No report title is selected. The report title is used to store the selected limits. A report title must be selected in order for the report to print.
This button closes the program and returns to the main screen.
Help (button)
see How to use help
Add or Change A Transaction Listing
To Add or Change a report, press the appropriate button and the following screen will come into view. This screen displays the possible limits that may be set. No limits should be set if a complete listing of every transaction in the Posted Transaction File is desired. Several limits may be set to narrow the list down to a very small range of transactions.
Following is a description of each of the limits. Check the appropriate boxes and enter the desired limits. When all desired limits have been set, press the OK button.
Report Title
The title of the report. Warning: The title is used to store the selected limits. If no title is entered for the report, the message "Nothing to Print" will come into view when trying to print the report.
User
Enter the User ID of the report creator.
Lock (check box)
If this option is selected, only the User listed in the User field can change or delete this report.
To print all Fiscal Periods, do not check the Select Fiscal Periods box.
Select Fiscal Periods (check box)
Activates the ranges defined on the next lines. This option may be used to limit transactions to a particular fiscal period or range of fiscal periods. To limit transactions to a single fiscal period, enter that period in both the From and To fields.
From
Selects the first fiscal period in a range of fiscal periods or a single fiscal period. Enter the fiscal period or press the lookup button and the Fiscal Period Maintenance screen comes into view. Highlight the desired period and press the Select button.
To
Selects the last fiscal period in a range of fiscal periods or a single fiscal period. Enter the fiscal period or press the lookup button and the Fiscal Period Maintenance screen comes into view. Highlight the desired period and press the Select button.
If the Select Dates box is not checked, all dates will be printed.
Selects Dates (check box)
Selects the dates on which to report if this box is checked. Enter the dates in the From and To fields. To limit transactions to a single date, enter that date in both the From and To fields. Caution: Setting date ranges can greatly reduce the speed of report calculation.
From
Selects the first date in a range of dates or a single date. Enter the date or press the lookup button. A Calendar will come into view. Highlight the desired date and press the OK button.
To
Selects the last date in a range of dates or a single date. Enter the date or press the lookup button. A Calendar will come into view. Highlight the desired date and press the OK button.
If the Select Ref Number box is not checked, all transactions will be printed.
Select Ref Number (check box)
Activates the ranges defined on the next lines. This option may be used to limit transactions to a particular reference number or range of numbers. To limit the transactions to a single transaction, enter the reference number in both the From and To fields.
From
Selects the first reference number in a range of transactions or a single transaction. Enter the reference number of the transaction.
To
Selects the last reference number in a range of transactions or a single transaction. Enter the reference number of the transaction.
If the Select Amounts box is not checked, all transactions will be printed.
Select Amounts (check box)
Activates the ranges defined on the next lines. This option may be used to limit transactions to a particular amount or range of amounts. To limit the transactions to a single amount, enter that amount in both the From and To fields.
From
Selects the first amount in a range of amounts or a single amount. Enter the amount of the transaction.
To
Selects the last amount in a range of amounts or a single amount. Enter the amount of the transaction.
All, Range, List (radio buttons)
Select the All radio button to ignore Account reporting limits. Select Range to enter a range of Accounts in the From and To fields. Select List to report on a list of selected Accounts.
These fields will be available if the Range radio button is selected.
From
Selects the first general ledger account in a range of accounts or a single account. Enter the general ledger account or press the lookup button and the General Ledger Account screen comes into view. Highlight the desired account and press the Select button.
To
Selects the last general ledger account in a range of accounts or a single account. Enter the general ledger account or press the lookup button and the General Ledger Account screen comes into view. Highlight the desired account and press the Select button.
Edit Account List (button)
Click the Edit Account List button to add or remove Accounts from the list of Accounts to be included in the report. The following screen will come into view.
Retrieve a Saved List / Save This List for Future Use (buttons)
Use these buttons to save the current list of included records for future use, or to retrieve a previously saved list. See Saved Report Limit Lists for more details.
Available Records
All Available Accounts that are not included in the list are displayed in these columns.
Included Records
All Included Accounts are listed in these columns. Use the arrows to move selected records or all records between the Available and Included areas.
Skip Inactive Accounts (check box)
Check this box and the listing will not print any transactions posted to accounts that are currently marked Inactive.
If the Select Journal Numbers box is not checked, all journal entries will be printed.
Types
One or more three character Journal Types should be entered. These can be any of the system generated codes such as ‘P/R,’ ‘A/P,’ ‘J/C,’ or codes that have been assigned to transactions entered manually. More than one code can be entered at a time by putting a comma between the codes. Example: P/R, A/R, J/C. To cancel the limit and allow transactions of all Journal Types to be printed, highlight the contents of the field and press the Delete button on the keyboard.
Select Journal Numbers (check box)
This allows transactions to be limited to a particular journal number or range of journal numbers. The first and last journal numbers desired should be entered in the From and To fields. To limit transactions to a single journal number, enter that journal number in the From and To fields.
Adjusting Entries Only (check box)
Check this box and the listing will only print transactions entered through GL > Transactions which were marked as Adjusting Entries at the time of entry.
If one of the following two boxes is not checked, all jobs will be printed.
No Jobs (check box)
If no job transactions are desired to be printed, check this option.
Select Jobs (check box)
Transactions to a particular job or a range of jobs may be listed as well as a range of cost codes and code types. Enter the job number of the first and last job for which transactions should be listed. Specify the jobs in the From and To fields by clicking on the lookup button. The Job Setup screen will come into view. Highlight the desired job and press the Select button.
From and To Cost Codes
Selects the Cost Codes on which to report. Specify the Cost Codes in the From and To fields by entering the Cost Code or by clicking on the lookup button. The Cost Codes screen will come into view. For more information, click on Cost Codes. Highlight the desired Cost Code and press the Select button. The six cost type categories are listed at the bottom of this section. Each checked category will be included in the report.
If one of the following two boxes is not checked, all transactions for all equipment IDs and code categories will be printed.
No Equipment (check box)
If No Equipment transactions are desired to be printed, check this option.
Select Equipment (check box)
Any transaction(s) belonging to a particular Equipment ID or a range of Equipment IDs may be listed. Enter the Equipment ID number of the first and last piece of equipment for which transactions should be listed in the From and To Eq. ID field. The first cost category and last cost category should be entered in the From and To Category fields. The default value will cause transactions for all Equipment IDs to be printed as well as for all code categories.
From and To Eq ID
Enter the Equipment ID number of the first and last piece of equipment for which transactions should be listed in the From and To Eq. ID fields. Press the lookup button and the Equipment File Maintenance screen will come into view. Highlight the desired Equipment ID number and press the Select button. The previous screen will come into view.
From and To Category
Enter the Equipment category number of the first and last cost categories for which transactions should be listed in the From and To Eq. ID fields. Press the lookup button and the Equipment Maintenance Categories screen will come into view. Highlight the desired category and press the Select button. The previous screen will come into view.
The Type of Transactions may be specified here. Choose from Job, Equipment or all transactions. This is helpful in limiting the list of Posted Transactions.
Jobs (radio button)
If this radio button is selected, Job Transactions will be printed. Job transactions affect a Job and Cost Category.
Equipment (radio button)
If this radio button is selected, equipment transactions will be printed. Equipment transactions affect a piece of Equipment and a Cost Category.
All (radio button)
If this radio button is selected, all transaction types will be included on the report.
Additional Printing Options can be specified here.
Readability Bars (check box)
Select this option to add Readability Bars to the generated Report. Click the color box to select the Readability format. The following screen will come into view.
Select the Readability Bar color or press the Define button to select a Custom Readability Bar color.
Print Transaction Notes (check box)
Check this box and any notes that have been attached to a transaction will print on the report.
Wrap Long Descriptions (check box)
Sometimes the description of a transaction contains more characters than can be viewed in the allotted column width for the Transaction Description. If this box is checked, long transaction descriptions will be displayed in full by wrapping the description to an additional line.
User(s)
The report can be limited by who the user was that posted the transaction. Type one or more User IDs, separated by commas.
Debit & Credit (radio button)
Select this option to display two columns on the report, one for debits and one for credits.
Subtotal by Journal (check box)
If this box is checked, the report will print a total of all the credits and all the debits for each listed posting journal.
Amount & Running Balance (radio button)
Select this option to display one column for the transaction amount (debits are postive, credits are negative) and one column for the running balance.
Portrait (radio button)
Specifies how the report is positioned on the page when printed. Portrait is the standard. Portrait is printed vertically.
Landscape (radio button)
Specifies how the report is positioned on the page when printed. Landscape is printed horizontally.
Click this button to save the current settings and print the report immediately, without having to return to the Report Title browse window.
Report Description - Transaction File Listing
The Transaction File Listing report header shows the company name, date and time.
Account
This column contains the master general ledger account number to which the transaction was posted.
Period #
This is the fiscal period to which the transaction was posted.
Date
This is the date of the transaction.
Journal ID, #, and Line
These three columns contain the journal identification information. The ID is the journal code. The journal number is the assigned journal number. The line number is the assigned line number within each journal number.
Description
This is the description of the transaction as entered during transaction entry or the summary description from posting through another module.
Check Number
This column is for the check number of this transaction, if any.
Cost Disbursement
If the transaction is posted to a subsidiary account, a job cost code or an equipment cost category, the identifying information is printed. For jobs, the job number, cost code, group and level are listed. For equipment, the equipment ID and cost category are listed. If a job number, cost code, Equipment ID or cost category is invalid, ‘CNTRL’ will be printed instead of an account number. If no assignment was made, "NONE" will be printed.
Hours
The hours associated with this account are listed
Amount
The transaction amount for each invoice is listed. Debits are listed as positive amounts and credits are listed as negative amounts.
Subtotal
If the Running Balance Column option is selected, this column will be visible. As the transactions are listed, the debit or credit is added to or subtracted from the total balance. This figure will be listed behind each transaction. The running balance for the last transaction should be zero for a set of balancing transactions. This feature is a double check to help keep all accounts in balance. If a partial transaction is printed, the running and final balance are for the listed transactions only. The final balance for a complete transaction listing must be zero or the system will be out of balance. If this is the case, the listing should be reviewed for the transactions causing the problem. Adjusting transactions should be made to remedy the situation.
Debits And Credits
If the Debit and Credit Columns option is selected, the transaction amounts will be displayed in the corresponding column with Totals for each column displayed below.
Record#
The reference number for each transaction is listed. This reference number was assigned during posting. Note that the report will always print in reference number order.
Report Sample - Transaction File Listing
With Running Balance
With Debits and Credits
