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GL Enquiries - Balance Sheet & Profit and Loss

Caroline Buckland Updated by Caroline Buckland

The process.

An on-line Balance Sheet and Profit and Loss enquiry is available relating to the groups and categories defined for the company.

1. Balance Sheet & P/L Enquiries

The steps below describe the relevant steps required to access balance sheet and P/L enquiries. To access the transaction enquiry screens: General Ledger-GL Enquiries-Balance Sheet or Profit and Loss.

If you hover over a field and see that your cursor has changed to a question mark, it means that this field is promptable, and you can use Prompt to help find the code.

1. Double click in the field.
2. You can enter a code or description to limit your search.
3. Double click on the code you wish to return. This will return you to the screen you came from, with your chosen code in the field.

2. Selection Windows – Balance Sheet & Proft and Loss

You can enter the structure you wish to base the enquiry against. The Element can be entered which is a summary level of the structure or the Path Key (cost center) can be entered which would be a specific cost centre. Then click on OK.

Displayed are the groups and categories that group ledger codes at the highest level.

In this example we are using a summary element level.

The system will default to the current period and year, unless otherwise specified.

The Period is listed in the top right hand corner of the screen.

The Year is listed in the bottom right hand corner of the screen.

If your initial enquiry was at element level the drill down action will take you to the next level on the structure. If your initial enquiry was a cost centre it will drill you straight down to the GL account code.

3. Drill Down on the Balance

You can only drill down on category code. Double click on the value you wish to break down.

You can continue to keep drilling down on the balances or you can choose one of the following options:

  • Noml Bals- shows you nominal balances for the group and category you drilled down on.
  • Child Noml Bals shows you nominal balances for the group and category you drilled down on for the code selected in the list box.
  • Bal Sheet – displays the Balance Sheet for the Element or CC selected.
  • P&L – displays P/L for the Element or CC selected.

If you select the Noml Bals or Child Noml Bals you can then drill down further until you reach transaction level information.

5. Extended Selection

Extended selection is available to allow you to change years and periods, rather than the default. Click OK once your selection has been made.

Remember you can save enquiries as favourites by selecting the Favourite Enquiry icon. You can download to excel by clicking on the Excel icon in the bottom right hand corner of the screen

To change the Layout code this field is displayed on the initial selection window.

Remember you can prompt in this field to search for codes.

You can also just enquiry against a one group and category by specify the codes in the initial selection window.

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