Old Reports -> General Ledger -> Transactions

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This report will display all the updated or posted transactions to the Ledger Accounts for a selected period. TurboCASH stores the General Ledger Account balances and transactions for this year and last year. Therefore a ledger is immediately accessible for up to two years, if so required. This report is also a register of all the transactions generated in the course of your normal business activities.

The General Ledger Transactions Report Options allows you to view the detailed transactions of a selected general ledger account, or a range of selected general ledger accounts, in the General Ledger. The detailed transaction report is a register of all the transactions in each of your general ledger accounts.

Any Unposted Batches and Documents will be excluded from the General Ledger Transactions report.

The total outstanding balance of all your debtor accounts will be reflected in the Debtors Control Account in the General Ledger. The transactions of your individual debtor accounts in the Debtors Ledger can be viewed in the Reports → Debtor → Transactions menu.

The total outstanding balance of all your creditor accounts will be reflected in the Creditors Control Account in the General Ledger. The transactions of your individual creditor accounts in the Creditors Ledger cannot be viewed in the Reports → Creditor → Transactions menu.

Print General Ledger Transaction Reports

To Generate a General Ledger Transaction Report:

1.Click on the Tools  → Old Reports → General Ledger → Transactions menu.

Ctrl + E

The Ledger Options screen is displayed:

2.Send Report to - Select the output method (screen, printer, file, e-mail or fax).

3.Select the following options:

a)Sequence - You may select the selected accounts to be listed or displayed according to Account Number or Account Description.

b)Which Year - You may select This Year, or Last Year, to generate the detail transaction report.

c)From Account ... To - You may select all your accounts, a specific account, or a specified range of accounts, to be included in this report.

d)From Reporting Date ... To - You may select any available range of periods for this year, or last year, depending on which year you have selected.

e)Reporting Group - All reporting groups is the default. Select an available accounts reporting group (if Reporting Group 1 or Reporting Group 2 was set up in the Setup → System parameters → Groups menu).

General ledger accounts linked to a specific (selected) account reporting group will not be included in this report, if the General ledger accounts is not included in the range of accounts selected in the From Account ... To fields.

f)Each Period Separately - If this field is selected, the transactions for each account will be printed for each period separately if more than one financial period is selected. The opening and closing balances for each period will be displayed.

g)Each Batch Separately - If this field is selected, the transactions for each batch will be grouped and totalled for each batch in each account. A total for each batch in each selected account will be displayed.

h)New Page per Account - If this field is selected, each account will be printed on a new page.

i)Include Zero Balances - If this field is selected, all selected general ledger accounts will be generated on this report. If this field is not selected, only those general ledger accounts with balances will be generated on this report.

j)Show Details - If this field is not selected, no transaction details will be displayed, but only the opening and closing balances. To view the details of the transactions, you need to select this field.

If the Each Batch separately option is selected, and this Show Details field is not selected, the totals for each batch will be displayed.

4.Click on the OK button to send the report to the medium selected in the Send Report to field.

View General Ledger Transaction Reports

The following is an example of a General Ledger Transaction report generated with details for one accounting period (March 2009):

The details of the ledger transaction report will display the account code and name, as well as any opening and closing balances for each selected account. The transactions are displayed in eight columns as follows:

1.Date - This is the transaction date as entered in the date field of a batch entry screen, or the date of a document.

2.Report Range - This is the accounting period for the transaction date.

3.Batch Type - Sales Journal, Purchase Journal, Receipts Journal, Payments Journal, Petty Cash Payments journal, etc. or any other batch type in which transactions were entered and posted to the ledger. In the case of documents, the Batch Type or journal, which is set for each document type in the Setup → System parameters → Documents menu, (Invoices, Credit Notes, Purchase and Supplier Returns documents) will be displayed. The Batch Type for Point-of-Sale Invoices as set in the Setup → System parameters → Point-of-Sale (Settings tab) menu, will also be displayed.

4.Reference No - The reference number you have allocated to transactions entered on batches, (e.g. cheque number in the payments journal, deposit number in the receipts journal, etc.). In most cases, it would refer to the source document or supporting document. In the case of documents (Invoices, Credit Notes, Purchase and Supplier Returns documents) and Point-of-Sale Invoices the document number as generated by TurboCASH will be displayed.

If eight asterisks (********) are displayed, it indicates that it is a balancing entry generated by TurboCASH (if the consolidate balancing option was selected in the Setup Options for the batch) when the batch was balanced.

5.Detail - The description of the transaction entered on batches, (e.g. Payment on Account, Payment Received - Thank you, etc.) to describe the nature of the transaction (e.g. what was purchased, paid or received). In the case of documents (Invoices, Credit Notes, Purchase and Supplier Returns documents), and Point-of-Sale Invoices, the selected stock item description would be displayed.

If a batch was balanced (if the consolidate balancing option was selected in the Setup Options for the batch), TurboCASH will generate the balancing entries as, e.g. "BALANCING ENTRY - Payments Jnl - [Payments Jnl]. If you have not over typed these descriptions with applicable descriptions to the balancing entries, you will not be able to optimise this details or description fields on the transaction reports.

6.Debit - If a debit transaction was posted to the selected account.

7.Credit - If a credit transaction was posted to the selected account.

8.Cumulative Balance - If the opening balance is a debit balance, any amounts in the debit column will be added (increase) and any amounts in the credit column will be subtracted (decrease) this balance, and vice versa.

If the Each Batch Separately option is selected, the transactions will be grouped according to the batch types / journals and a total for each batch will be displayed. An example is:

TurboCASH reports the General Ledger Accounts in the 3-column format. If you wish to view any of the general ledger accounts in the traditional T-Account format, you may click on the Tools → T-Account Viewer menu.

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