Journal Explorer Prompts

Year

To specify the year, click a choice from the drop-down list.

Period

To select the GL period to display, click a choice in the drop-down menu.  The GL journal entries for the period will display as shown above.

Journal Explorer Options

View

To limit the journal to entries for the GL Accounts listed in the selected Account View, click a choice in the list.  Or leave blank to include all accounts.  Or

To create a new GL Account View to add to the list, click Manage Views .  For directions, see Account View.

A view is a set of selected GL accounts that are saved in a view making it easy to view in an organized format.  For example, you can use the Account Views to view the all of your income or expense GL accounts or accounts for specific departments or funds that are in your current General Ledger chart of accounts.

Ignore "None" Accounts

To exclude None accounts from the journal, click to check the Ignore None Accounts box.

To include None accounts on the journal, leave this box unchecked.

Accounts

Elements

To report a range of GL accounts, funds, or sub-accounts to include on the Journal Explorer click Account or Element.

To specify the GL accounts, enter the beginning account number and the ending account number or click Search to find it.  Or leave blank to include all accounts.  Then click Search .  

To report a range of elements, click Elements and the following displays:

Enter the Element ranges that you want to view.  If you want all of the elements in a range, leave the From/To fields blank.  Then click Search .  

To manage your bank accounts and associated cash accounts, click Manage Cash Accounts.  This is reserved for future use.

Organize Journal Explorer Grid

The Journal Entries list shows entries for you to review.  The list can be sorted and filtered so that you only see the desired entries.  To sort the list, click the desired column heading.  To sort in reverse order, click the column heading a second time.  For example, you can sort the list by account or date.  You can click date links to see details that make up the entry or click an account link to see invoice details.  Right-click to see functions for printing and exporting information.

Tip:  Use the grid setting  to add or remove columns in the grid.  

Filters

To limit the entries to those that meet certain criteria, click Filter  next to the desired column heading.  The available filter choices display.  Here is an example of date.  Click to check the desired box or boxes to use as filters and then, click OK.  Any column can be filtered.  When a filter is active it is noted with a red filter - .

Note:  Advanced filtering options are available by clicking Text Filters.

Grouping

To organize items by a specific column heading such as date or account, drag the desired column heading to the box above the grid.  

Grouping Box                                                           and Grouping by date example:

Expense or Cash Receipts Detail

To drill down to view the Expense or Cash Receipt detail associated with a journal entry, click a date with link to view receipts or an account with link to view invoices paid.

Printing and Exporting Journal Information

To see printing and exporting functions, right-click in the grid/list.  The following options display.

• To begin printing a report of the items in the grid, click Print.  

• Or, to view a list of the transactions to the Print Preview window, click Print Preview.

• To create a Microsoft Excel spreadsheet from the items in the grid, click Save as Excel and complete the save as steps.

• To create a PDF document from the items in the grid, click Save as PDF and complete the save as steps.

• To create a Microsoft Word document from the items in the grid, click Save as Word and complete the save as steps.

Save As Steps

After clicking the desired save as format, the following window displays:

The Windows Save As steps:

• At the Save In field, navigate to the desired location.

• At the File Name field, enter a file name.

• The Save as Type is set based on the Save as selected:

• Excel document to save as an Excel file.

• PDF to save as a PDF document.

• Word Document to save as a Word document.

• PNG to save as a PNG image.

• Click Save .