GCS Software LLC

Transaction Details

GL→Transaction Details

The General Ledger Transaction Detail Display provides a detailed account of General Ledger activity for a specified Corporation based on user defined criteria. The GL Transaction Detail Inquiry utilizes various selection criteria and sort options allowing the user immediate access to specific data maintained in the General Ledger files. All changes made to the transactional files are accurately reflected in the inquiry screens. The GL Transaction Detail List Display is an essential option when extensive GL transactional detail is required. The Inquiry is context sensitive providing detailed transactional information for a specific value by positioning the cursor to a specific line item and selecting the detail TRANSACTION Button located beneath the display data on the bottom of the form.

The user may define and/or restrict the display to a specific set of transactional data by entering or selecting from the varying field options in the header segment. The list of displayed transactions for the Corporation is based on a user-defined Document or Period date range. The list may be tailored to display only certain transactions by optional search criteria such as General Ledger Account Number, Originator, Transaction Type, Document Number, and/or Journal selection.

The General Ledger Transaction Detail form appears on the screen. The upper left portion of the form provides the initial Corporation and Date selection fields required to activate the inquiry. Five optional criteria selections (GL Account Number, Originator, Transaction Type, Document Number, and/or Journal selection), and a Sort By option are available in the header section to further define and/or limit the displayed transactions. Four function buttons for operating the display are located on the upper right portion of the form. EXECUTE - Retrieves all information pertaining to the selected criteria entered in the search fields, NEW -retrieves a new query, PRINT - prints the current screen, and EXIT - exits the form. In addition, the user has the option of selecting the sort order of the inquiry by Period, Type (default), Type, Originator, GL Account Number, or Document Number.

1 | P a g e Transaction Details

GCS Software LLC All selection criteria fields may be left blank with the exception of the Corporation and Date Range fields. Leaving the criteria fields blank will retrieve all General Ledger transactions for the selected Corporation within the specified date range.

CORP CODE: Corporate Code (required): Enter a valid Corporate Code (or use the lookup display window to retrieve the appropriate code by double clicking with the left mouse button or pressing F9).

Press TAB

QUERY BY: The user has the option of selecting the query to run by PERIOD DATE or DOCUMENT DATE Range. Upon selection, the date range fields below the query option will default to the option selected by the user.

DATE RANGE: User defined date range by PERIOD Date/DOCUMENT Date associated with the transaction retrieval (required). Enter the appropriate date range. Press TAB

GL ACCOUNT #: GL Account Code (Optional): Enter a valid GL Account Code (or use the lookup display window to retrieve the appropriate code by double clicking with the left mouse button or pressing F9) or leave the default “%” to include all GL Accounts. Entering a specific GL Account Number in the GL ACCOUNT NUMBER field will limit the display to only those transactions connected to the specified GL Account. Press TAB

ORIGINATOR: Originator Code (Optional): Enter a valid Originator Code (or use the lookup display window to retrieve the appropriate code by double clicking with the left mouse button or pressing F9) or leave the default “%” to include all Originators. Entering a specific Originator in the ORIGINATOR field will limit the display to only those transactions belonging to the specified Originator. Press TAB

TYPE: Transaction Type (Optional): Select Transaction Type from the available options (AR-All, AR Invoices, AR Receipts, AR Credits, AR Application, AP-All, AP Invoices, AP Disbursements, AP Debits, GL Journal Entries, or All) in the TYPE field drop down menu or leave the default “ALL” to include all transactions. Selecting a specific type in the type field will limit the display to only those transactions meeting the specified type criteria. Press TAB

DOC #: Document Number (Optional): Enter a valid Document Number in the DOCUMENT NO field or leave the default “%” to include all Documents. Entering a specific Document Number in the Document Number field will limit the display to only those transactions belonging to the specified Document. Enter a document number for the transactions.

JOURNAL: Journal Type (Optional): Select Journal Type from the list of available options (AJ–Adjustment Journal, CD-Cash Disbursement, CR-Cash Receipts, GJ-General Journal, PJ-Purchase Journal, or SJ-Sales Journal) in the JOURNAL field drop down menu or leave blank to include all transactions. Selecting a specific Journal in the Journal field will limit the display to only those transactions meeting the specified type criteria.