Using the GL Balances and GL Transactions Reports

The GL Balances report and GL Transactions report are pre-defined reports that are available to display an overview of the balances and transactions associated with each GL Account, and sub-account, in the Recovery module.

Both reports can be run from the Reports page that is accessed by clicking in the Ribbon Bar.

The GL Transactions report can be run independently from the Reports page, or as part of the GL Balances report. For more information, please see the Running the GL Balances and GL Transactions Reports section in this topic.

This topic provides an overview of the details displayed in each report, as well as the interactive capabilities available for viewing GL Account data when the report is run.

For information on how to run a report, please see the Reports topic in this guide.

Report Details Overview

Report Criteria

When the GL Balances and GL Transactions reports are run, a panel including the criteria to be defined for the report populates within the top of the report window.

The GL Balances and GL Transactions reports cannot be set on a schedule since report criteria must be defined when the report is run; therefore, when configuring the report properties, it is imperative that the On Demand option is selected within the Schedule tab. For more information, please see the Reports Administration topic in the Administrator Guide.

The Criteria panel can be easily expanded and collapsed by clicking the

within the bottom of the panel.

When the GL Balances report is run, the criteria panel appears as shown below:

The following is an example of the parameters available to define criteria for the GL Transactions Report:

When the GL Transactions Report is accessed from the GL Balances report, the report parameters pre-populate with the values set for the criteria in the GL Balances report.

Reference the table below for an overview of each parameter available to define criteria for the GL Balances and GL Transactions reports:

A value must be entered for the Date Sort, Start Date, End Date, and Amount Type fields in order to run the GL Balances and GL Transactions report.

Parameters that include a NULL check box are disabled by default. To enable the parameter, clear the NULL check box next to the parameter. Once a parameter is enabled, a value must be entered to run the report, or the NULL check box must be re-selected to once again disable the parameter.

Parameter

Description

Date Sort

Select one of the following options to determine which date is used to populate data for the Start and End Date specified for the report:

Posting Date - displays data for all GL Accounts, and sub-accounts, with transactions that include a Posting Date within the date range specified for the report.
Effective Date - displays data for all GL Accounts, and sub-accounts, with transactions that include an Effective Date within the date range specified for the report.

The Posting Date is the actual date a transaction is posted to a Recovery account. The Effective date is the date when the transaction is effective on the account. For more information, please see the Recovery Transactions topic in this guide.

GL Account

By default, the NULL check box is selected for this parameter. If desired, clear the NULL check box to enable the parameter, and enter the GL Account Number to be used to populate data for the report. When the report is run, data is displayed for the specified GL Account, as well as any child GL Accounts that fall under the GL Account Number.

If the entire GL Account Number is not known, a partial account number can be entered in this parameter.

When the GL Transactions report is accessed from the GL Balances report, this parameter pre-populates with the account number of the selected GL Account.

Start Date

Enter a date in MM/DD/YYYY format, or click the

and select a date from the calendar, to define the start date for the report.

End Date

Enter a date in MM/DD/YYYY format, or click the

and select a date from the calendar, to define the end date for the report.

Amount Type

Select one of the following options to determine the amount type used to populate data for the report:

This parameter defaults to a value of Total.

Credit - returns data on all transactions with a Transaction Code of Credit for the GL Accounts, and sub-accounts that meet the report criteria.
Debit - returns data on all transactions with a Transaction Code of Debit for the GL Accounts, and sub-accounts that meet the report criteria
Total - returns data on all transactions for the GL Accounts, and sub-accounts that meet the report criteria.

Reference Account Number

By default, the NULL check box is selected for this parameter. If desired, clear the NULL check box to enable the parameter, and enter the Account Identifier to be used to populate data for the report. When the report is run, data is displayed for the specified Account Identifier, and any transactions for the GL Accounts that are associated with the Account Identifier.

Minimum Transaction Amount

By default, the NULL check box is selected for this parameter. If desired, enter the minimum transaction amount to be returned in the report. When the report is run, all transactions with an amount greater than the value defined in this parameter populate in the report. This parameter can be used in conjunction with the Maximum Transaction Amount parameter to determine a range for the data returned in the report.

The totals of each GL segment may not reflect the values entered for the Minimum and Maximum Transaction Amount, as these parameters look at the values of each transaction, and not the total amounts in the report. Additionally, both the Minimum and Maximum Transaction Amount parameters return data based upon absolute values; therefore, all positive and negative amounts for the value, or within the specified range, are returned in the report. For example, if a Minimum Transaction Amount of 5000 is entered, all transactions with a minimum transaction amount of 5000 and -5000 are returned. If it is desired to return data for a negative amount, the value entered for the Minimum Transaction Amount and Maximum Transaction Amount must indicate a negative number. For example, entering a value of -1000 for the Minimum Transaction Amount, and -100 for the Maximum Transaction Amount, returns data on all transactions in the amount of -$1000 to $-100 that meet the report criteria.

Maximum Transaction Amount

By default, the NULL check box is selected for this parameter. If desired, enter the maximum transaction amount to be returned in the report. When the report is run, all transactions with an amount less than the value defined in this parameter populate in the report. This parameter can be used in conjunction with the Minimum Transaction Amount parameter to determine a range for the data returned in the report.

Start at Second Level

By default, this parameter is set to false to display data under the parent level GL Account in the report. Select True to exclude the parent level GL Account from the report data, and run the report from the sub-account level. When True is selected, the report data populates under the first sub-account for the parent level GL Account that meets the report criteria.

This parameter is only available to define criteria for the GL Balances report.

GL Balances Report Details

The GL Balances report displays a complete overview of the Credit, Debit, and Total Amounts for each GL Account, and any sub-accounts under the GL Account, that have a Posting Date, or Effective Date, that fall within the date range specified for the report. This report also has interactive capabilities that allow users to access the GL Transactions report for a specific GL Account directly from the GL Balances report screen.

For more information on the interactive capabilities and behavior of this report, please see the Viewing the GL Balances and GL Transactions Reports section in this topic.

The GL Balances report includes the following columns of information:

Column

Description

GL Account Number

Displays the account number associated with the GL Account. By default, data populates in the report for all active GL accounts that meet the report criteria. If one or more sub-accounts exist under a GL Account, each segment of the GL is listed within a separate row in the report. When the report is run, the list is fully expanded to display each sub-account; however, a or appears next to the GL Account Number to enable the ability to expand and collapse each segment of the GL Account.

If there are no sub-accounts under a GL Account, the expand/collapse icon does not display next to the GL Account Number.

GL Description

Displays the description configured in the database for the GL Account Number.

The GL Description can only be configured in the database. If a description is not configured for a GL Account Number, the GL Description column populates with a blank value when the report is run. If it is desired to populate a value within the GL Description column, please contact a Temenos Customer Care or Professional Services representative.

Credit

Displays the amount the GL Account, or sub-account, was credited. This field displays the value of the Account > Recovery > Transaction > Amount field for transactions on the GL Account, or sub-account, that have a Transaction Code with a Posting Type of Credit.

In the row for the top level GL Account in the report, the value in this column reflects an overall total of the Credit amounts for each segmented child and parent GL Account.

Debit

Displays the amount the GL Account, or sub-account, was debited. This field displays the value of the Account > Recovery > Transaction > Amount field for transactions on the GL Account, or sub-account, that have a Transaction Code with a Posting Type of Debit.

In the row for the top level GL Account in the report, the value in this column reflects an overall total of the Debit amounts for each segmented child and parent GL Account.

Total

Displays the total amount of all Debit and Credit transactions that occurred for the GL Account, or sub-account.

In the row for the top level GL Account in the report, the value in this column reflects an overall total for each segmented child and parent GL Account.

If the total amount is negative, the value is displayed in parenthesis. For example, negative $3,000 is displayed in the report as ($3,000).

GL Transactions Report Details

The GL Transactions report can be run independently, or as part of the GL Balances report, to display information for the transactions associated with a specific GL account during the date range specified for the report.

The GL transactions in the report are listed in ascending order according to the value set for the Date Sort parameter in the report criteria. For example, if Posting Date is selected for the Date Sort parameter, transactions are listed in ascending order by Posting Date, as shown in the below example.

The GL Transactions report includes the following columns of information:

Column	Description
GL Account Number	Displays the Fully Qualified Account Number of the GL Account. This value is comprised of the GL account number for the parent-level GL Account, in addition to the account numbers for any sub-accounts under the GL Account.
Posting Date	Displays the value of the Account > Recovery > Transaction > Posting Date field for the transaction.
Effective Date	Displays the value of the Account > Recovery > Transaction > Effective Date field for the transaction.
Reference Account Number	Displays the Account Identifier for the account on which the transaction was processed.
Credit	Displays the value of the Account > Recovery > Transaction > Amount field when the transaction has a Transaction Code with a Posting Type of Credit.
Debit	Displays the value of the Account > Recovery > Transaction > Amount field when the transaction has a Transaction Code with a Posting Type of Debit.
Total	Displays the total amount of the transaction.

The bottom row displays a total of the amounts in the Credit, Debit, and Total columns of the report.

Running the GL Balances and GL Transactions Reports

The GL Balances and GL Transactions report can be run directly from the Reports page in the Ribbon Bar. To access these reports, click , and then select the desired report from the list in the grid. Once the report is selected, click to generate the report.

Watch the following tutorials for an overview of the parameters available to define criteria, and the interactive capabilities that are available while viewing the report data.

Let's see these reports in action!

Report Details Overview

Report Criteria

GL Balances Report Details

GL Transactions Report Details

Running the GL Balances and GL Transactions Reports

Defining Report Criteria

Viewing the GL Balances and GL Transactions Reports