G/L Inquiry by Transaction #

This utility can be used to review the posted General Ledger activity in the order in which it was posted.
It also provides the ability to search for G/L entries, using the Source, Reference, Posting Reference #, or by a Product number.

To view detailed postings by a specific account number refer to the G/L Account Inquiry utility instead.

Note: This report respects the Divisional Restricted Views designated for the operator.

The prompts by transaction are:

LAST TRANSACTION NUMBER

Each transaction is assigned a transaction number in the sequence that it is posted.
This field displays the last G/L transaction number posted to the General Ledger.

This is information only and can be a useful marker when searching for recent postings.

LAST POSTING REFERENCE

The G/L Posting Reference # is a unique batch number that is assigned by each posting program, to all the G/L transactions posted to the General Ledger in that group or posting run.
This field displays the last G/L reference number posted to the General Ledger.

This is information only and can be useful when searching for a recent batch of postings.

FROM TRANSACTION #

Enter the beginning transaction number for the range or leave this field blank to start with the first transaction ever posted.

Option to Calculate 'From Trx#' based on the 'Last Trx#':

An alternative to entering the complete transaction number in this field is to enter - (minus) preceding a number, to default to the transaction number that would fall before the Last Transaction Number by that count.

e.g. If the 'Last Transaction Number' was 23650 and -200 was entered in this field, then the From Transaction # would be to converted and display as 23450

TO TRANSACTION #

Enter the ending transaction number for the range or leave this field blank to end at the last transaction osted.
Only transactions within this range will be printed.

Option to Calculate 'To Trx#' based on 'From Trx#':

The + (plus) preceding a number, similar to the calculation feature explained in the From Transaction # field can also be employed in this field, but this calculation is based on the value currently displayed in the From Transaction # field.

e.g. If the 'From Transaction #' was 23450 and +25 was entered in this field, then the To Transaction # would be to converted and display as 23475

FROM POSTING DATE

Leave this field blank for all transactions within the selected transaction range, or enter the date at which the inquiry/report should begin.

TO POSTING DATE

Leave this field blank for all transactions within the selected transaction range, or enter the date at which the inquiry/report should end.
Only transactions within this date range will be printed.

Note: If the start date and end date are the same, only transactions for that one day will display/print.

FROM SOURCE

The source field in the G/L transaction is used by different posting programs to capture an associate document number or action.

Leave this field blank for all transactions regardless of the source, or enter the first few characters of a starting source range.

Note: because this is an alpha/numeric field, in this search any numeric characters are treated like alpha characters, and numbers precede letters.

TO SOURCE

Leave this field blank for all transactions regardless of the source, or enter the first few characters of an ending source range.

SOURCE KEYWORD SEARCH

This selection field can be used to search the G/L for transactions having a certain letter and/or number combination.

Leave this field blank for all transactions or enter the alpha/numeric characters to search for in the G/L source field.
A partial source can be entered.

REFERENCE

Leave this field blank for all transactions regardless of the reference, or type in the Reference.

If the Reference is specified, the search will be for an exact match only.
e.g. Reference FORD CORP. will find all activity posted with the customer name FORD CORP.

POSTING REFERENCE

Leave this field blank for all transactions or enter the Posting Reference number to output only the transactions posted together in a specific run.
The + (plus symbol) can be entered in this field to default to the Last Posting Reference number as displayed in the top portion of the screen.

The Posting Reference # can also be viewed in the expanded detail record on G/L Account Inquiry when executed in the Paging format.

Note: Posting Reference numbers can get "burned" when posting functions are initiated and not completed. This will cause some posting reference numbers to be unused and missing.
If the sequencing of the posting reference file becomes out of order, contact SCS staff to review and correct using the Check Sequences maintenance utility.

PRODUCT

Leave this field blank for all transactions, or enter a product number to output only transactions relating to that product. The Inventory Search window is provided to search for and select a product.

Note: Product numbers, service codes, and damage waiver transactions are identified in the resulting output.

REPORT OPTIONS

This value defaults to the operator preference as defined in Operators.
Select one of the output options to Print a report or export the data to Excel as outlined in Report Options.

Finished?

Click the ACCEPT button to generate the output, or CANCEL to abort.

Example: search for SOURCE 573332 (an invoice #)

        ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
        TRANS#  ACCT#  DIV    DATE     SOURCE  REFERENCE PROD/SERV  DEBIT   CREDIT  POSTING REF  TAX
        ------  -----  ---    ----     ------  --------- ---------  -----   ------  -----------  ---
        101025   4000   26 10/31/20XX  573332  ABC INC.                     1000.00     224505
        101026   4100   26 10/31/20XX  573332  ABC INC.                       45.00     224505
        101027   4160   26 10/31/20XX  573332  ABC INC.                       70.00     224505
        101028   2200   26 10/31/20XX  573332  ABC INC.                       89.20     224505
        101029   1100      10/31/20XX  573332  ABC INC.            1204.20              224505


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