03 GL Entries Overview

GL Entries Search Filters

The GL entries search grid is where users can search for particular journal entries using filters to restrict the search results. The various filters that can be used to restrict the GL entries search grid are explained below.

  • Clear Filters is used to reset all filters.
    • Alternate method: X out of each field individually.
  • Transaction Date will filter the grid based on the transaction date.
  • Journal will filter the grid to a particular journal type.
    • Note: selection choices include GJ-General Journal, PR-Payroll Journal, AR-Accounts Receivable Journal, BL-Billing Journal and AP-Accounts Payable Journal.
  • Journal Number will filter the grid based on the journal number.
  • Cost Center will filter the grid based on the associated cost center.
  • Service will filter the grid based on any associated service (if applicable).
  • Amount will filter the grid based on dollar amount(s) for gl entries entered.

  • Account will filter the grid based on the gl account(s) entered.
  • User will filter the grid based on the user associated with journal entry/gl transaction.
  • Description will filter the grid based on the journal description.
    • Note: the journal description may be system generated. For instance, for AP postings using the AP portion of the system, you may see a description of “AP Vouching Journal”.
  • Description 2 will filter the grid based on any secondary description that may be associated with the journal entry.
  • Cleared Date will filter the grid based on any associated cleared date for the journal entry.
  • Cleared Status will filter the grid based on whether or not the journal entry has been marked as cleared.

Search GL Entries

This section of the course will guide you through the process of filtering and searching for GL entries.


1. Click on General Ledger Entries

  1. Use the GL Entries Search grid filters to locate the vouchers that you wish to review.

Helpful Hint: Many of the filters allow for multiple entries. Simply click on “Add filter” to add any additional filters (if available).


  1. Click on the Clear Filters button to clear any filters that you have entered

  1. Click on the Search button to refresh the grid with the filters the you have entered

Delete Journal Entry

This part of the training with walk through the steps for deleting journal entries.

    • Note: If a posting error has been made and you need to reverse postings to the general ledger, please see the next section “Reverse Journal”.

1. From Search General Ledger Entries, click on the Delete button

  1. Select entries to delete and choose "From Selected”. Optionally, you can delete individual entries by clicking on the Delete icon next to the entry.

Helpful Hint: Set the Journal type to “GJ” to find vouchers that can be deleted.


Reverse Journal

Journal reversal is typically used when a posting error has been made and you need to reverse postings made to the general ledger”.

    • Note: Journal reversal is a secured function in the system. If you don’t have access to this function, go to Configure → Security → Configure Roles → Select your Role → Desktop Security tab → GL Entries (expand) and select the “Reverse Journal Entries” checkbox to allow access.

  1. From the General Ledger Entries search grid, locate the journal entry that you want to reverse.
    • Note: This option is only available for GJ (General Journal) entries. Also note that you can only complete a reversal for a single journal number/selection at a time.

  1. Select the checkbox next to the single journal entry.

  1. Click on the Reverse Journal button

4. Click “Yes” at the Reverse Journal dialog.

Account Analysis

Account Analysis provides a way of looking at GL journal entry credits and debits along with the distribution total and other important information in a report format.

    • Note: Account Analysis is a secured report in the system. If you don’t have access to this report, go to Configure → Security → Configure Roles → Select your Role → Desktop Security tab → GL Entries (expand) and select the “Query Account Analysis” checkbox to allow access.

  1. From the General Ledger Entries search grid, search for the journal entries that you want to be included in the analysis.

Helpful Hint: Use the Transaction Date/Journal Number Filters or any of the other filters to locate the entries to be included in the analysis.


2. Run the Account Analysis report by selecting "From All" or select individual journal entries to be analyzed and choose the "From Selected" option.

  1. Review the report and click the Export button for export options

Acct Analysis Report Example

Print Complete Journal

Print Complete Journal provides a complete Posting Journal report. In addition to showing GL journal entry credits, debits and the journal transaction total, this report provides full account description info., amounts and Transaction/GL Dates.


  1. From the General Ledger Entries search grid, search for the journal entries that you want to be included in the report.
    • Note: If multiple journal numbers are selected for reporting, the system will automatically break the information into separate report files.

Helpful Hint: Use the Transaction Date/Journal Number Filters or any of the other filters to locate the entries to be included in the report.


  1. Run the Complete Posting Journal report by selecting "From All" or select individual journal entries to be analyzed and choose the "From Selected" option. Note:

3. Review the report and click the Export button for export options

Helpful Hint: Complete Posting reports for AP Journals also include a vendor summary with corresponding vouchers info.

Print Complete Journal Example

This is an example of a Complete Posting report for an AP Journal. Since the journal is for Accounts Payable, the report displays both Vendor Summary/Voucher info (top) as well as a GL Transaction Summary (bottom).

Exporting from the Grid

This section of the course will show you how you can export a print-friendly grid containing all of the selected column headers and corresponding information from the GL Entries search grid.


  1. From Search Journal Entries, use the filters to locate the voucher information that you want to export.
  2. Click on the Search button to refresh the grid

  1. Click on the Export button (bottom left of grid)

  1. Click on the Export drop-down from the report window to select a file type for export or click on the print icon to print

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