General Ledger Inquiry (GL 8)

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The General Ledger Inquiry Program allows you to view all journal numbers and all journals that affected an account number.

1. On the General Ledger Menu , selection option 8 - General Ledger Inquiry, and press Enter.

Field Name	Description/Instructions
Enter Account#	Account number for account that you want to view.
Posting Month (YYMM)	Posting month of the account number that you want to view, in YYMM format. For example, for posting month of January 1991, enter 9101. If you decide to leave this field blank, the system provides all the journal numbers from the past two years that affected this account number. You can use this field only with a valid account number.
Enter Journal#	Journal number for account you want to view.
Enter Company #	One-digit company number of the account number and journal number that you want to view. You can use this field only with a valid account number or journal number.
Limit To Branch:	Branch number, if you want to limit the inquiry to a certain branch.
Limit to Cost Ctr	Cost center, if you want to limit the inquiry to a cost center.
Display Style	Changes the style and the headings of the inquiry.

2. Press Enter. The General Ledger Inquiry screen appears for the account you entered.

The column headings of the General Ledger Inquiry Program are based on the type of account information being displayed. There are two basic screen types: one for analyzing an account number and another for analyzing a journal.

The Account Analysis Screen headings are displayed as shown in the figure below for an balance sheet account.

The last column of the screen for balance sheet accounts is labeled Balance and contains a balance as of the date of each line displayed.

The last column of the screen for income or expense accounts is labeled Running Total and contains the running total of that income or expense item from the point prior to the requested date the income or expense account was last closed. This is not an actual balance, as income and expense accounts are cleared at the close of each fiscal year.

For example, if your last closed year was 12/99, and you request the G/L inquiry starting with 02/00, the running total includes the total of all months from 1/00 forward. If your last closed year was 12/98, and you request the G/L inquiry starting with 02/00, the running total includes the total of all months from 1/99 forward.

The last column of the screen, when a cost center is specified, is labeled Running Total and contains the running total of that account and cost center from the point of the requested date. This is not an actual balance, as balances are not stored at a cost center level. However, balances are stored at a branch level and therefore any combination of a balance sheet account plus a branch will show a true “balance” column.

Accounts payable details can be accessed from a General Ledger (G/L) inquiry. These drill-down features can be useful when tracing transactions to their sources. In addition, the inclusion of these details in a G/L inquiry reduces the need to generate several G/L audit reports. You can select any journal entry that was generated by the accounts payable system, including vouchers or disbursements, and drill down through the details behind the journal entry. If an accounts payable voucher was matched to an inventory receipt, you can drill down through the details of the receipt.

1. On the General Ledger Inquiry File, enter the G/L Account # or Entry # for the account for which you want to view details, and press Enter. The General Ledger Inquiry File appears.

2. Place D in the Journal # column for the journal for which you want to see details, and press Enter. Details for that journal appear.

The journal details show all of the vouchers posted to this entry as well as related disbursements. Place I in the Opt field if you want to view the invoice. The Voucher Inquiry screen appears.

3. Place M in the Opt field if you want to view the manifest, if voucher has a manifest assigned.