Using Extended Lists for General Ledger Entries

  • 27/02/2024
  • 4 minutes to read

This article describes the differences in the display of G/L entries when using the Extended Lists and Reports module.

When you activate the Extended Lists and Reports module, the footer displays additional fields. The page consists of a header showing the account number and description, with individual entries displayed below. Additional fields in the footer include Balance, Net Change, Balancing Account Number, and Balancing Account Name, among others. Functionalities such as Calculate Sum, and Show Posted Document are also available from the Continia Finance menu.

  • Bal. Account Number - displays the associated balancing account numbers.
  • Bal. Account Name - shows the names of corresponding balancing accounts.
  • Number - appears when Calculate Sum is selected in Entries. Selecting Calculate Sum under the Entry menu computes the total of chosen entries, displaying it in the footer within the Balance field.

Note

The visibility of the balancing account number and name relies on activating the Show Bal Account field in the Extended Lists and Reports Setup window.

To filter G/L entries for a specific period

When you use a date filter in the Filter totals by field, only G/L entries within that specific period will be displayed in the lines. After pressing Enter to confirm, the filtered G/L entries will appear. The Net Change field will show the value of the filtered period. By clicking on another G/L account, you can browse through entries that fall under the specified date filter.

Note

The filter you applied will not be saved once you close the window. If you need to use the filter again, you must reapply it.

To add G/L entry comments

Within the Extended Lists and Reports module, you can enhance ledger entries by modifying certain fields and adding comments for each entry, accessible through Entries > Ledger Entry Comments. This feature is useful for attaching detailed notes or specific remarks to individual ledger entries, improving documentation, and enabling easy tracking or referencing of transaction details.

To add comments:

  1. On the Ext. General Ledger Entries page, navigate to the Entries section and select Ledger Entry Comments.

  2. On the G/L Entry card, in the General section, you can view the header details:

    • Document No. - reflects the ledger entry's document number. The content of this field cannot be modified.
    • External. Doc. No. - depending on configuration, the entry's external document number may be displayed and edited. Any changes made will only apply to the corresponding G/L entry.
    • Amount - represents the ledger entry's amount. This field's content is not editable.
    • Description - illustrates the entry's description. The content of this field can be modified.
    • Document Date - shows the ledger entry's document date. The content of this field cannot be modified.

  3. In the Entry Comment Line section, you can add comments. Adding a comment marks the Entry Comment field of the G/L entry as Yes.

  4. Click Print Comments to generate a report for the G/L entry that includes comments.