GL Transaction Inquiry

Overview

• The GL Transaction Inquiry is a tool for retrieving financial transaction details for a particular GL account for a selected period.
• Additional filtering criteria, such as customer, vendor, division, and dimensions, are available to obtain specific transactional information.
• On the inquiry screen, these records are presented at debit/credit level, which can be exported to CSV for further analysis.
• This is a very effective tool to use during the month-end close process for GL account reconciliation.

Prerequisites

• Once AP, AR and inventory transactions are processed, they must be reflected in the general ledger as GL transactions to further produce financial statements and other related reports and reconciliations.
• Other financial transactions outside of AP, AR and inventory flows are captured through journal entries and are reflected in general ledger.
• The GL Transaction Inquiry provides GL transaction detail for a particular GL account. 
• The grid on the page is configurable so you can determine which fields you want to be displayed by GL Account. There are two setup steps necessary to leverage the configurable grid display. 
  1. Create a field set that defines the fields that you want to display in the grid. Field sets are defined on the GL Transaction object.  Under Setup, navigate to the GL Transaction Object and select Field Sets.  Field sets can be found at the top center of the page or in a related list between page layouts and compact layouts.  Select New and enter a label and name for your field set.  Use the Where is this used? field to record which accounts or types of accounts best fit this display option. Save this information. You can now drag and drop fields available on the GL Transaction object into the field set which will then populate the grid.  The field set defines both the order and the fields displayed, so make sure you order them appropriately. Define as many field sets as required for your use cases.
  2. Assign the field set to each GL Account. Select the GL Accounts tab and edit the GL Account. Under the Display Options tab, use the 'GL Txn Inquiry Detail Field Set' field to select your field set to control what fields are displayed on the GL Transaction Inquiry screen. Save the record.
  3. Once these setups are completed, the grid will change as you change the GL Account.  Field sets can be shared across multiple GL Accounts. GL Accounts sharing the same field set value will display the same grid but with data for the selected GL Account.

  NOTE  You can also update the GL Txn Inquiry Detail Field Set value using inline editing on a list view. Just add the field to a list view and update one or more accounts at a time. If you see a padlock instead of a pencil when attempting to edit the value, then navigate to the GL Account object under Setup and add the GL Txn Inquiry Detail Field Set field to your assigned page layout. Save the page layout and toggle your list view. This should enable inline editing. You will need to enter the exact field set name as the picklist option is only available through the UI at this time. 

Processing

GL Transaction Inquiry Menu

1. Enter GL Account, Fiscal Year, and Period. These are required fields. Once this information is provided, Opening Balance and Ending Balance are updated to reflect posted amounts from the general ledger. Click Refresh Display button to see all records which make up the activity for the period.
2. Additional filtering parameters can be added to the inquiry if you are looking for GL transactions for a specific customer, vendor, division, project, inventory item, or manufacturing department.
3. The query can be further filtered by dimension value, and the number of transactions to be displayed at any time can be changed upwards or downwards.
4. When all the record selection criteria have been entered and after any of them have been changed, click Refresh Display to retrieve a list of GL transactions conforming to those criteria.
5. All GL transactions conforming to the search specifications will be listed here.