In addition to the financial statements and the Transaction Journal, Orion provides several other reports that can be used to display or print lists of transactions or account activity.
Reports Menu
To run any of the General Ledger reports:
- From the button bar, click Reports, then double-click General Ledger. The following screen appears.
- See instructions for printing each report.
Account History
The Account History report provides you with detail on a specified General Ledger account or range of accounts. It can be printed for one or more periods as long as your range includes a previous period or the current period.
Steps
To generate this report:
- From the Reports Menu, double-click Account History. The following screen appears.
- Fill in the fields as required. See “Field Descriptions – Account History” for specific information.
- From the Filter tab, you can select to include or exclude the account, department, location, and/or source. To include or exclude based on a group of numbers, select +Multiple. Use the Look-up button to select a range of numbers or random numbers.
- Click Print to print the report.
Field Descriptions – Account History
The following table describes the fields on this screen.
| Field | Description |
|---|---|
| Sort Order | The sort order for the transactions within each account that you are printing. The program automatically prints the report in account number order and within each account prints the transactions in order by period. You are determining how to sort the report within each period. You can sort the report by:
Note: The reference number for transactions from source code 1 (Billing and Accounts Receivable) is either the invoice number or the record number of the payment transaction. The reference number for transactions from source code 2 (Accounts Payable) is either the voucher number (accrual basis only) or the check number (accrual and cash basis). |
| Account | To include all accounts, leave the default of * All. To select an individual account number, click the down arrow. To select multiple account numbers or a range, go to the Filter tab. |
| Year | The fiscal year. |
| Periods | When you first enter the report screen, the report defaults to the current period. You can enter any range of periods including any previous periods up to the current period. |
| Report Subtitle | The subtitle of the report. |
| Include Inactive Accounts | Prints inactive accounts. If you don’t want to print them, remove the check mark. |
| Show Active Accounts with no activity | Prints active accounts with no activity. If you don’t want to print them, remove the check mark. |
| Subtotal by Period | Prints a subtotal for each period. If you don’t want to print them, remove the check mark. |
| Status | Includes only transactions with a status of Incomplete, Unapproved, Unposted, or Posted, or any combination of these. The option of including unposted transactions gives you the ability to play “what if” with adjusting journal entries before posting them. |
Chart of Accounts Listing
The Chart of Accounts Listing prints a complete list of all accounts in the General Ledger Chart of Accounts and displays the account type (debit or credit). You can include or exclude accounts based on account, department, or location.
Steps
To generate this report:
- From the Reports Menu, double-click Chart of Accounts. The following screen appears.
- Fill in the fields as required. See “Field Descriptions – Chart of Accounts” for specific information.
- From the Filter tab, you can select to include or exclude the account, department or location. To include or exclude based on a group of numbers, select +Multiple. Use the Look-up button to select a range of numbers or random numbers.
- Click Print to print the report.
Field Descriptions – Chart of Accounts
The following table describes the fields on this screen.
| Field | Description |
|---|---|
| Sort Order | The sort order for the transactions within each account that you are printing. The program automatically prints the report in account number order and within each account prints the transactions in order by period. You are determining how to sort the report within each period. You can sort the report by:
Note: The reference number for transactions from source code 1 (Billing and Accounts Receivable) is either the invoice number or the record number of the payment transaction. The reference number for transactions from source code 2 (Accounts Payable) is either the voucher number (accrual basis only) or the check number (accrual and cash basis). |
| Account | To include all accounts, leave the default of * All. To select an individual account number, click the down arrow. To select multiple account numbers or a range, go to the Filter tab. |
| Include Inactive Accounts | Prints inactive accounts. If you don’t want to print them, remove the check mark. |
| Include Debit Accounts | Prints debit accounts. If you don’t want to print them, remove the check mark. |
| Include Credit Accounts | Prints credit accounts. If you don’t want to print them, remove the check mark. |
Transaction Journal
The Transaction Journal is a basic General Ledger report that gives you several listing options and report criteria. It is designed for reviewing the detail transactions in the General Ledger. The report can be sorted by transaction number or source code.
Steps
To generate this report:
- From the Reports Menu, double-click Transaction Journal. The following screen appears.
- Fill in the fields as required. See “Field Descriptions – Transaction Journal” for specific information.
- From the Filter tab, you can select to include or exclude transaction numbers or source codes.
- For transactions, select Include or Exclude, then enter the transaction numbers for the criteria.
- For source codes, select Include or Exclude, then enter the source code for the criteria. To select multiple source codes, select +Multiple, then use the Look-up button to specify a range of numbers or random numbers.
- Click Print to print the report.
Field Descriptions – Transaction Journal
The following table describes the fields on this screen.
| Field | Description |
|---|---|
| Sort Order | Indicates whether to sort the report by transaction number or by source code. The transaction number is the General Ledger transaction number and the source code is a number from 1 through 9 (the origination of the General Ledger transactions). |
| Transactions | To include all transactions on the report, leave this field blank or as defaulted to zero. To limit the range of transactions, enter the starting and ending transaction numbers for this report. For additional options to include or exclude transactions, go to the Filter tab. |
| Year and Periods | Defaults to the current period and year. You can enter any range of periods including any previous periods up to the current period. |
| Dated | To reflect only those transactions created on a single date or within a date range, enter the Starting Date and the Ending Date for those transactions or use the pop-up calendar to choose your dates. |
| Status | Includes only transactions with a status of Incomplete, Unapproved, Unposted, or Posted, or any combination of these. |
Trial Balance
A Trial Balance lists every General Ledger account and its balance. Unlike the Account History report, the Trial Balance prints only the balance of each General Ledger account and no detail. The balance of every debit (D) account is printed in the Debit column and the balance of every credit (C) account is printed in the Credit column.
Steps
To generate this report:
- From the Reports Menu, double-click Trial Balance. The following screen appears.
- Fill in the fields as required. See “Field Descriptions – Trial Balance” for specific information.
- Use the Filter tab to include or exclude based on account, department, or location. Use the F8 key or the Look-up button to locate a valid number or code.
- Click Print to print the report.
Field Descriptions – Trial Balance
The following table describes the fields on this screen.
Field Description
| Field | Description |
|---|---|
| Sort Order | The sort order for the transactions within each account that you are printing. The program automatically prints the report in account number order and within each account prints the transactions in order by period. You are determining how to sort the report within each period. You can sort the report by account or description.Note: The reference number for transactions from source code 1 (Billing and Accounts Receivable) is either the invoice number or the record number of the payment transaction. The reference number for transactions from source code 2 (Accounts Payable) is either the voucher number (accrual basis only) or the check number (accrual and cash basis). |
| Location | To include accounts for only one location on this report, enter a Location Code. You can use the F8 key or the Look-up button to locate a valid location code. To include all locations, enter an asterisk (*) in the field (this is the default). If you have some accounts with location codes and some without, you can print a report for only those accounts without location codes by leaving this field blank or choosing the No Location option from the look-up. |
| Year | The fiscal year. |
| Period | The Trial Balance can be printed for any accounting period of the current or prior fiscal year. The report defaults to the current General Ledger period, but you can change it to any eligible period. |
Trial Balance with Period Range
The Trial Balance with Period Range lists accounts in the General Ledger with the associated beginning balance, transaction detail, and ending balance for the period(s) selected. This report can be run for any period, range of periods, and year.
Steps
To generate this report:
- From the Reports Menu, double-click Trial Balance with Period Change. The following screen appears.
- Fill in the fields as required. See “Field Descriptions – Trial Balance with Period Change” for specific information.
- From the Filter tab, you can select to include or exclude the account, department, location, and/or source. To include or exclude based on a group of numbers, select +Multiple. Then use the Look-up button to select a range of numbers or random numbers.
- Click Print to print the report.
Field Descriptions – Trial Balance with Period Change
The following table describes the fields on this screen.
Field Description
| Field | Description |
|---|---|
| Sort Order | The sort order for the transactions within each account that you are printing. The program automatically prints the report in account number order and within each account prints the transactions in order by period. You are determining how to sort the report within each period. You can sort the report by:
Note: The reference number for transactions from source code 1 (Billing and Accounts Receivable) is either the invoice number or the record number of the payment transaction. The reference number for transactions from source code 2 (Accounts Payable) is either the voucher number (accrual basis only) or the check number (accrual and cash basis). |
| Account | To include all accounts, leave the default of * All. To select an individual account number, enter the account number or use the F8 key or the Look-up button. To select multiple account numbers or a range, go to the Filter tab. |
| Year | The fiscal year. |
| Periods | When you first enter the report screen, the report defaults to the current period. You can enter any range of periods including any previous periods up to the current period. Enter the beginning and ending periods to be included on the report or use the pop-up button. |
| Report Subtitle | Either leave this field blank or enter a subtitle to be included below the main report title. |
| Include Inactive Accounts | If selected, includes both active and inactive accounts. If you don’t want to print them, remove the check mark. |
| Show Active Accounts with no activity | If selected, includes active accounts with no current activity (transactions). If you don’t want to print them, remove the check mark. |
| Subtotal by Period | If multiple periods are selected, provides a subtotal of net activity for each period. If you don’t want to print them, remove the check mark. |
| Status | Determines whether or not to include GL account transactions based on their status. Includes only transactions with a status of Incomplete, Unapproved, Unposted, or Posted, or any combination of these. The option of including unposted transactions gives you the ability to play “what if” with adjusting journal entries before posting them. |