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General Ledger Reports

Using the Chart of Accounts Report

This report lists all or a range of General Ledger accounts according to the selection criteria and the sort and format criteria you specify.

At printing time, you can select accounts by account number, segment, account group, account sorted group, or optional field. Then specify the type of report and range of entries, either accounts or segments, you want to print.

Information on the report

  • The range of account numbers, segment codes, account groups, or account sorted group you specified for the report.
  • The order in which accounts are listed, by account number, segment, account group, or account sorted group.
  • The type of information you are printing:
    • Detail- Short form. Shows basic setup information, including account number, description, status, account configuration, posting, and structure code information.
    • Detail - Long form. Prints short form information plus account groups and the segment closed to. You can also choose whether to include the optional account and transaction details fields (and their values) that are defined for each account.
    • Allocation. Shows the accounts to which balances are allocated, along with the percentages going to each account.
    • Fiscal Set Comparison. Lets you compare the period balances of two fiscal sets. Your choices for comparison are Actuals, Budget 1 through Budget 5, Provisional Actuals, Quantity, and Provisional Quantity.

      You can also choose the Use Rolled Up Amounts option to print the amounts of the rollup account and all of its rollup member accounts (at any level), rolled up into a single amount for each period. (The rollup member account amounts are included only once in the rolled up amounts.)

    • Rollup Accounts. Choose either "Members" or "Rollup Accounts" to print the amounts of the parent account and/or all of its child accounts (at any level), rolled up into a single amount. (Child account amounts are included only once in the rolled up amounts.)
  • The Account Configuration column displays letter codes for each account, in a definite order, each code followed by a comma. The first code represents the account type, followed by the code for the account balance type, followed by the code for the currency type, followed by the code for a rollup account (only when the account is a rollup account or a rollup member, if not, no code displays in this position).

    Account Type codes include

    B = Balance sheet account

    I = Income and expense account

    R = Retained earnings account

    Account Balance Type codes include

    CR = Credit account

    DR = Debit account

    Rollup Account codes include

    R = Rollup account

    M = Member of a rollup account

    B = Both a rollup account and a member of a rollup account

  • The Post In column displays whether to post in detail or consolidated format, or whether posting to this account is prohibited.
  • For a Rollup Account report, the report displays all rollup accounts, all of their directly-related rollup member accounts, and a Yes/No field to indicate if those rollup member accounts are themselves rollup accounts.

To print the report

  1. Select Reports > Payroll > General Ledger Reports > Chart of Accounts.
  2. Select the format of the report.
  3. If you choose Fiscal Set Comparison, select the two sets of figures you want compared. You specify the fiscal set data type, and the year.
  4. Select the option, Exclude Accounts with No Activity to avoid including accounts on the report that have zero balances and that had no transactions within the specified period range.

    You must select the same year in both the From Year field and the To Year field.

  5. Select the option, Select Account Groups by Sort Code Range if you want to print a set of common account groups but not other account groups. (To do this, you must first give the same sort code to all account groups in the set, specify printing by sort code order, and then choose the sort code of that set.)
  6. If you are printing the long form of the report and you use optional fields, an option to include optional fields displays. Click the Include Optional Field option to have optional fields information printed on the report.
  7. If you are printing the Rollup Accounts report, select either Members or Rollup Accounts in the Show field.
  8. Select the sort order for the report, and a range of the item by which you are sorting. You can order the report by account number, any segment of the account number, account group, account sorted group. You can sort by account sorted group by choosing the Select Account Groups By Sort Code Range option.
  9. Select accounts by specifying ranges of account groups, account sorted groups, account number segments (that have not already been specified as the sort order), or the range of optional fields.

  10. Click Print.