Using Summary Option in General Ledger’s View Posted Journals

Summary Report

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OVERVIEW:  Financials’ View Posted Journals provides two different ways to view results. With the Summary field not checked the program shows all detail based on selections made in one or more of the 10 provided filters.  Placing a check mark in the Show Summary Journal field works best where the only filter in use is the Journal Type.

APPROACH:  When looking for specific activity on one or more account numbers, then make sure that the Show Summary Journal field is not checked.  When looking for activity in a specific journal type, i.e. AP, CD, etc.) and you want to see every account selected, then do not choose the Show Summary Journal.  But, if you only want to see each journal listed one time, then select the Show Summary Journal option.

SAMPLE CASE 1: User wants to see a list of all Accounts Payable journals In the current year with only one row for each journal entry.

  1. Verify that the year of interest is displayed at the top right of the screen
  2. Hover over View and select Posted Journals
  3. Use the pull down arrow on Journal Type and select AP and CD.
  4. Place a check mark in the Show Summary Journal field.
  5. Click the Search button.
  6. Open All Periods to see full listing, or select an individual period to just display a listing of journals for selected period.

NOTE:  to see the difference Show Summary Journal makes, run the view again without the Show Summary Journal field selected.

SAMPLE CASE 2: User wants to see a list of all journals that includes one or a range of account codes.

  1. Verify that the year of interest is displayed at the top right of the screen
  2. Hover over View and select Posted Journals
  3. Enter the account numbers needed to limit the report to a specific account or range of accounts:
    1. If you use Funds, Fund Groups, or Regions, then entering a value in one or more of these fields will limit the listed accounts
    2. Enter one account number or a range of account numbers in the Account Range fields
  4. Show Summary Journal field should be blank
  5. Click the Search button.
  6. Open All Periods to see full listing, or select an individual period to just display a listing of journals for selected period.

NOTE:  to see the difference Show Summary Journal makes, run the view again with the Show Summary Journal field selected.

Source: alfredjohnson.net