Post Report

Menu Path: General Ledger Images\bluerarw.gif Reports Images\bluerarw.gif Post Report

Purpose

Output a report of all or selected unposted journal entries.

Overview

Use Post Report to create a report indicating how transactions would be updated to the general ledger if you were to post the unposted transactions.

Generating the Post Report

To generate the report:

  1. If your company uses consolidation ledgers, verify the ledger ID for which you want to generate the report is entered in the Ledger ID field.

  2. Select whether you want to include all journal entries, selected journal entries, a selected range of journal entries, or journal entries in a batch on the report. If you want to include journal entries for a batch, enter the batch number in the Batch # field.

  3. Select a posting period and year for the report.

  4. If you selected to include only selected journal entries in step 1, select the journal entries you want to include in the Unposted G/L Journal Entries grid.

  5. Click the Print Options tab.

  6. Select a process option and output options.

  7. Click the Print button in the ribbon to output the report.

Ribbon Home Tab Buttons

Button

Description

Exit

Click this button to close the Post Report window.

Print

Click this button to display, output, email, or print the report.

Select Tab Fields and Buttons

Field or Button

Description

Journal Entries for Batch/All Journal Entries/Selected Journal Entries/Selected Range of Journal Entries

Select which journal entries you want to include on the report. Select one of the following options:

  • Journal Entries for Batch - Display and include only journal entries for the batch number entered in the Batch # field on the report.

  • All Journal Entries - Display and include all journal entries on the report.

  • Selected Journal Entries - Display all, but include only the selected journal entries on the report.

  • Selected Range of Journal Entries - Display all, but include only the range of journal entries that includes two selected journal entries and all journal entries between the two selected journal entries in the posting and/or report.

Note The report does not include on-hold journal entries.

Posting Period

Click the Lookup button to select the accounting period for which to include unposted journal entries on the report. This field defaults to the current default period.

Posting Year

Click the Lookup button to select the accounting year for which to include unposted journal entries on the report. This field defaults to the current default year.

Ledger ID

Enter a ledger ID for which to include journal entries on the report, or click the Lookup button to select a ledger ID.

Note This field is only available if at least one consolidation ledger is set up.

Batch #

Enter the batch number of the journal entries to include on the report, or click the Lookup button to select a batch number. This field is only available if you select the Journal Entries for Batch radio button.

Unposted G/L Journal Entries

This grid displays unposted journal entries that meet your selection criteria. For each journal entry, the journal entry number, period, currency, amount, comment, and remark are displayed. Double-click a journal entry to display Journal Detail for Entry, which allows you to view journal entry account detail information.

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.

  • 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.

  • 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.

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

These radio buttons are disabled in this window.

Task Occurs

These radio buttons are disabled in this window.

Time

These fields and radio buttons are disabled in this window.

Date

This field is disabled in this window.

Task Description

This field is disabled in this window.

Scheduling Assistant Queue

This field is disabled in this window.

External Email

This check box is disabled in this window.

Screen Alert

This check box is disabled in this window.

Internal Email

This check box is disabled in this window.

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.