G/L Inquiry

The G/L Inquiry screen can be accessed from the Account Lookup screen by clicking on the G/L inquiry by amount, stock, or reference number link.

The G/L Inquiry screen allows you to search for G/L entries within these areas:

  • Billing

  • Accounts Payable

  • Journals

    • System generated journal entries are omitted from the generated search results.

  • Cash Receipts - Payment and Adjustments


The sorting options on the G/L Inquiry screen are:

Sort by
Field Description
Date Sort the search results by date.
Account Sort the search results by account.
Reference Number Sort the search results by reference number.
System Sort the search results by system name.
Amount Sort the search results by the value of the entry in the Amount field (in descending order).
Description Sort the search results by Description field entries.

The search fields on the G/L Inquiry screen are:

Field Description
Select Date Range

Narrow down the G/L entries search results by selecting a date range.

A date range and at least one other search criteria (Amount, Account Number, etc.) must be selected for any inquiry to occur.
Select Account Number Search for G/L entries by entering an account number.
Select Customer Number Search for G/L entries by entering a customer number.
Select Amount

Search for G/L entries by entering an amount.

You can search for both negative and positive amounts.
Ignore Sign If selected, ignores any '+' or '-' signs used in the amount field and searchers for both negative and positive amounts.
Select System Select a system from the dropdown.
Select Stock Number

Search for G/L entries by entering a stock number.

Searching by stock number generates only a billing system search result.
Select Part Number

Search for G/L entries by entering a part number.

Searching by part number generates only a billing system search result.
Select Reference Number Search for G/L entries by entering a reference number.

The fields on the G/L Inquiry screen are:

Field Description
Reference

Depending on the system the reference number represent one of:

  • Billing— Order number
  • Accounts Payable—Voucher number
  • Journals—Journal number
  • Cash Receipts -Payment and Adjustment—Invoice number

You may click on a linked reference number to access the Invoice History (except in the case of Cash Receipts). The Reference Number links to the G/L Details screen if an invoice preview is not found in invoice history.
System

The system the G/L entry is pulled from Billing, Accounts Payable, Journals or Cash Receipts - Payment and Adjustment.
Date

Depending on the system, the date represents:

  • Billing—Billing run date
  • Accounts Payable—Distribution G/L date
  • Journals: Journal entry date
  • Cash Receipts - Payment and Adjustment: G/L date

For Cash Receipts you may click on the date hyperlink to access the Cash Receipts Batch screen and review any items processed on that batch.
Account The G/L account number.
Amount

Depending on the system the amount will represent:

  • Billing: Price
  • Accounts Payable: Voucher distribution amount
  • Journal—Journal Amount
  • Cash Receipts - Payment and Adjustment— Original invoice or payment amount
Description A brief description of the G/L transaction or, if it is a Cash Receipt, the customer name.
Total The total dollar value of all Amount field entries returned by your G/L Inquiry.

Clicking a Reference Number from:

  • Billing system links to an invoice pop-up if one is found in invoice history. If an invoice is not found the Reference Number links to the G/L Details screen.

  • Accounts Payable system links to an A/P distribution pop-up.

  • Journals system links to a journal details pop-up.

Clicking a Date from the Cash Receipts - Payment and Adjustment system link to the Cash Receipts Batch screen.

Click Close to complete your work on the G/L Inquiry screen.

Security: Financial Management - General Ledger

Revision: 2024.09