General Ledger Expense Detail Report

Menu Path: Accounts Payable $Images\bluerarw.gif$ Reports $Images\bluerarw.gif$ General Ledger Expense Detail Report

Purpose

Output a report of all posted or unposted expense account transaction totals in detail or summary form.

Overview

Use General Ledger Expense Detail Report to create a report of the vouchers for each account in addition to account totals.

Outputting the Report

To output the General Ledger Expense Detail Report:

Select whether to base the report on a range of voucher dates or posting periods/years (using the Voucher Basis radio buttons), and then enter the voucher dates or posting periods and years.
If you want to only include vouchers for a range of voucher batch numbers, clear the All Voucher Batches check box, and enter the batch numbers in the From and To fields.
If you want to include vouchers for a range of general ledger accounts, clear the All G/L Accounts check box, and enter the accounts in the From and To fields.
If you want to exclude service charges, select the Exclude Service Charge check box.
If you want to include voided vouchers, select the Include Voided Vouchers check box.
Select whether you want to output a detail or summary version of the report.
Click the Lookup button to the right of the Report Currency field, and select a currency for amounts on the report.
If you want to separate vouchers by currency on the report, select the Separate by Currency check box.
Select whether to include posted, unposted, or both posted and unposted vouchers on the report.
Click the Print Options tab.
Select a process option and output option.
Click the Print button in the ribbon to output the report.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the General Ledger Expense Detail Report window.
Print	Click this button to display, output, email, or print the report.

Select Tab Fields and Buttons

Field or Button	Description
From (Posting Period and Year Range)	Click the Lookup buttons to select the first posting period and year in a range of posting periods and years for vouchers to include on the report. This Lookup button is only enabled if you select the Posting Period radio button.
To (Posting Period and Year Range)	Click the Lookup buttons to select the last posting period and year in a range of posting periods and years for vouchers to include on the report. This Lookup button is only enabled if you select the Posting Period radio button.
From (Voucher Entry Date Range)	Enter the first voucher entry date in a range of dates for which to display vouchers on the report, or click the drop-down arrow to select the first voucher entry date. This field is only enabled if you select the Entry Date radio button. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
To (Voucher Entry Date Range)	Enter the last voucher entry date in a range of dates for which to display vouchers on the report, or click the drop-down arrow to select the last voucher entry date. This field is only enabled if you select the Entry Date radio button. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
All Voucher Batches	Select this check box to display vouchers for all batches on the report. This check box is selected by default.
From (Batch)	Enter a voucher batch for which to display vouchers on the report, or click the Lookup button to select a voucher batch. If you want to display vouchers for a range of voucher batches, enter the first voucher batch in the range. This field is only enabled if you clear the All Voucher Batches check box.
To (Batch)	Enter the last voucher batch in a range of voucher batches for which to display vouchers on the report, or click the Lookup button to select the last voucher batch. If you want to display vouchers for a single voucher batch, you can leave this field blank. This field is only enabled if you clear the All Voucher Batches check box.
All G/L Accounts	Select this check box to include all general ledger accounts on the report. This check box is selected by default.
From (General Ledger Account)	Enter a general ledger account to include on the report, or click the Lookup button to select an account. If you want to include a range of general ledger accounts on the report, enter the first general ledger account in the range. This field is only enabled if you clear the All G/L Accounts check box.
To (General Ledger Account)	Enter the last general ledger account in a range of accounts to include on the report, or click the Lookup button to select an account. If you want to only include a single general ledger account on the report, you can leave this field blank. This field is only enabled if you clear the All G/L Accounts check box.
Exclude Service Charges	Select this check box to exclude service charges from the report. This check box is cleared by default.
Include Voided Vouchers	Select this check box to include voided vouchers on the report. This check box is cleared by default.
Report Type	Select whether to output a detail or summary version of the report: Detail - Display detailed expense information. Summary - Display only summarized expense information.
Report Currency	Click the Lookup button to select a currency for amounts on the report.
Separate by Currency	Select this check box to separate vouchers on the report by currency.
Voucher Basis	Select whether to include vouchers for a range of posting periods or entry dates on the report.
Posting Option	Select whether to include posted, unposted, or both posted and unposted journal entry information on the report.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. If you select this option, you cannot output using Scheduling Assistant. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field and the number of copies to print in the Number of Copies field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information. If you select this option and select to output to Scheduling Assistant, you are prompted to select recipients for an email, and Scheduling Assistant sends an email with the report attached as an Excel file.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the report email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the report title.
Report File Prefix	Enter a prefix for the report file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	Enter the first language for the report, or click the Lookup button to select a language.
Report Language 2	Enter the second language for the report, or click the Lookup button to select a language. If you enter a language in this field, the report is printed in this language and the language entered in the Report Language 1 field.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	Select whether the task is run now or run by Scheduling Assistant. If you select the Schedule radio button, you can specify when the task occurs, and optionally set up an alert to be created when the task completes. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. Note If you select the Schedule radio button, you cannot output to the screen.
Time	Enter the time to output or process, and select AM or PM. These fields are only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Date	Enter the date (or first date) to output or process. This field is only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Task Occurs	Select one of the following options: Once - Output or process at a specified date and time. Every - Output or process on a recurring basis. You can select to output/process at a specific time: every week on specified days after a specified number of days on the first or last day of each month after a specified number of minutes After - Output/process after a specified task is completed. These radio buttons are only enabled if you select the Schedule radio button.
Frequency	Select one of the following: Day of Week - Output or process every week on the selected days. Days - Output or process after a specified number of days, starting on a specified date. Month - Output or process on the first or last day of each month, starting on a specified date. Time - Output or process after a specified number of minutes, starting on a specified date. These radio buttons are only available if you select the Every radio button.
Day of Week	Select the day(s) of the week to output or process. These check boxes are only enabled if you select the Schedule radio button, and select the Every and Day of Week radio buttons.
Repeat Every X Days	Enter a number of days after which to output or process. This field is only available if you select the Days radio button.
Repeat On	Click the Lookup button and select whether to output or process on the first or last day of the month. This field is only available if you select the Month radio button.
Repeat Every X Minutes	Enter a number of minutes after which to output or process. This field is only available if you select the Time radio button.
Triggering Task Id	Click the Lookup button to select a task ID that will trigger the task. This field is only available if the After radio button is selected.
Triggering Task Name	This field displays the name of the triggering task. This field is only available if the After radio button is selected.
Triggering Task Description	This field displays the description of the triggering task. This field is only available if the After radio button is selected.
Task Description	Enter a description of the task. This can help users understand the purpose of a recurring task.
Scheduling Assistant Queue	Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue.
External Email	Select this check box to send an email (outside of Apprise, using SMTP) when the task is completed.
Screen Alert	Select this check box to display an alert when the task is completed.
Internal Email	Select this check box to send an internal Apprise email when the task is completed.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.