Journal Explorer

Use the Journal Explorer to quickly and easily view the details of the General Ledger journal transactions for a given time period.  To limit the journal entries that display, you can specify the year, period, types of journal entries and Account View, which allows accounts to be viewed in predefined, organized groups.  You can access the detail that created the entry and trace back to the original source detailed transactions.  This includes lists of invoices paid, information on a particular vendor payment and much more!  In addition, you can drill-down to view the Cash Receipts or Expense detail for journal entries marked with a code of C, R, I or P.  These drill-down features allow for quick retrieval of information from a single screen for faster reconciliations and account research.  And, you have the option of printing the journal information as well as saving it as a Microsoft Excel file, Word file or tab delimited file.  The Journal Explorer settings that you maintain can be saved and used again.

Directions:

To see directions for...

• Opening Journal Explorer, click More.

   

  To open the Journal Explorer:

  1.  Click Daily Work from the Menu Bar.

  2.  Click Journal Explorer.

   

  Journal Explorer Window Example:

  Tip:  To see detailed instructions for each section or field name in the examples below, the cursor becomes a hand when you position the cursor over the field or section.  Click once to display the associated topic.

  

   

• Viewing a Journal Period, click More.

   

  Journal Explorer Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Year	To specify the year, click a choice from the drop-down list.
  Journal Code	To further narrow down the journal entries to display, click a journal code in drop-down list.
  Period	To select the GL period to display, click a choice in the drop-down menu.
  View	To select an Account View, click a choice in the drop-down list.
  	To create a new GL Account View that can be used again, click Manage Views.   Note:  For directions, see Account View.
  	To limit the journal to entries for specific GL Accounts with the GL Accounts listed in the selected View, click to select Filters.  This option allows you to narrow your journal display.  For directions, see Modify Filters Step below.
  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.
  Highlight Cash Accounts	To highlight cash accounts to improve their visibility in the Explorer, click to check the Highlight Cash Accounts box.  Or, to omit highlighting cash accounts, leave this box unchecked.
  Restrict to Cash Accounts	To restrict the journal explorer to only display Cash accounts, click to check the Restrict to Cash Accounts box.  Or, to include all accounts, leave this box unchecked.
  	To manage your bank accounts and associated cash accounts, click Edit Cash Accounts.  For directions, see the Managing Cash Accounts Step.
  	After selecting the journal criteria, the journal information displays in the Explorer panel.
  Journal Explorer Actions
  Allow Editing	To allow the description and the reference for a journal entry to be edited, click to check the box Allow Editing. Notes: For editing directions, see Editing a Journal Entry Step. When Allow Editing is active, you can not drill-down to Accounts Payable or Cash Receipts detail.
  Expense or Cash Receipts Detail	To drill down to view the Expense or Cash Receipt detail associated with a journal entry, double-click any journal item that has a code of C, R, I or P.  Tip:  For directions, see Viewing Expense or Cash Receipts Detail Step.
  	To print the report, click Print. Note:  After you click print, you can add text for report headings and page formatting, if desired.  For directions, see Printing Step.
  Modify Filters Step
  	To further narrow down the search, click Filters.  This allows you to enter a range of funds, accounts or sub-accounts, as well as, a specific account type to include or exclude on the Journal Explorer. Tip:  When you specify filters, the message Filter On displays to alert you.
  After selecting Filters, the following window displays:
  Element Ranges	Enter the Element Ranges that you want to include or exclude.  If you want all of the elements in a range, leave the From/To fields blank.
  Account Types	To specify certain types of accounts to include or exclude on the Journal Explorer, click to select the desired types.
  	To clear previously applied filters, click Clear.
  	To apply the filters, click Apply. Note:  Once a filter is applied, the message Filters On displays to alert you.

   

• Viewing Expense or Cash Receipts Detail, click More.

   

  Journal Explorer View Expense or Cash Receipts Detail Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Viewing Expense Detail
  To view the Expense Detail associated with a journal entry, double-click a journal item that has a code of I or P and a Expense Detail window displays similar to the example below: Then, double-click a specific entry, to display the associated invoice and check detail information.
  Vendor	To view additional Vendor Master information, double-click the desired vendor and a window similar to the following displays:
  Viewing Cash Receipts Detail
  To view the Cash Receipts Detail associated with a journal entry, double-click a journal item that has a code of C or R and the Cash Receipts Detail window displays as seen below. Then, double-click a specific entry, to display the associated receipt detail information.
  Cash Receipts Detail	The Cash Receipt detail displays: Receipt Number Clerk Initials Received From Description Check Number Account Number Debit/Credit
  	To print the report, click Print. Note:  Before you click print, you can add additional text and page formatting, if desired.  For directions, see Printing a Journal.
  	To close the window and return to the journal explorer window, click Close.

   

• Editing a Journal Entry, click More.

   

  To edit the description or reference for a journal entry:  

  Important:  If Allow Editing is active, you can not see Expense or Cash Receipts Detail.

  1.  After the journal entries for a journal period display, click to select Allow Editing.

  2.  Double-click the journal entry to edit and the following window displays:

  

   

  Journal Explorer Editor Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Description	Enter the new description for the journal entry.
  Reference	Enter the new reference for the journal entry.
  	To save the changes, click Save. Important:  You must click Save to save the changes.
  	To close the window and return to the journal explorer window without making changes, click Cancel.

   

• Managing Account Views in the Journal Explorer, click More.

• Managing Bank Accounts & Cash Accounts, click More.

  Edit Cash Accounts

  Use the Edit Cash Accounts function within the Journal Explorer to set up your bank accounts and identify your cash GL Account Numbers that are associated with each bank and that are used for generating deposit slips.

  Notes:

  • After the cash accounts and banks are set, you do not need to edit them unless you change your accounting practices or switch banks.

  • Do not confuse Edit Cash Accounts with Manage View.  They are two separate routines and have different functions.

  Setting Up Bank Accounts

  To set up the banks that are going to be used and the associated GL Account numbers, from the Journal Explorer, click Edit Cash Accounts.  The following window displays:
  
  

  

   

  Manage Accounts Bank Accounts Prompts
  Bank Accounts	To build bank accounts, click Bank Accounts.
  	To build a new bank account, click New.  A highlighted line displays in the Bank Accounts display panel.
  Bank Name	Enter the bank name.  If there are several accounts set up for the same bank, include the type of account in the Bank Name field to help distinguish it from the other types.  The Bank Name prints on the deposit slip.
  Account Number	Enter the bank account number.  The Account Number prints on the deposit slip.
  	Click Save to store the information.
  	Click to highlight the Bank Account line to delete.  Then, click Delete.
  	Once all of the Bank Accounts have been entered, click Close.  A sample of a Bank Account window is below.

   

  

   

  Setting Up the Cash Accounts

  After you have entered the bank accounts, you can build your cash accounts.  To open the Cash Accounts pane, click Cash Accounts and the following screen displays.

   

  

   

  Edit Cash Accounts Prompt Options
  Cash Accounts	To build the cash accounts in each bank, click Edit Cash Accounts.
  	To build a new cash account, click New and a highlighted line displays.
  GL Account Number	From the drop-down list select the first GL cash account number associated with the first bank name.  There may be multiple GL cash accounts associated with one bank account.  Enter each one separately and reference the same Bank Name.  See the sample table below as an example.
  Bank Name	To assign the Bank Name for the GL account number, click a choice in the drop-down list.
  	Click Save, to store the information.
  	To remove a Cash Account from the list: Click to highlight the GL account number and Bank Name to delete.   Then, click Delete.
  	After all of the Bank Accounts have been entered, click Close.  A sample of a Cash Accounts window is below.

   

  

   

• Printing a Journal Period, click More.

   

  Use the Print command to print the GL journal information.  Or, you can save the information as a Microsoft Word, Excel or as a tab delimited file for further manipulation.

  After clicking Print, the following window displays:

   

  

   

  Print Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Print Step
  Page Title Narrative Table Title Additional Narrative	You can include additional text to the top and/or bottom of the report. Additional Text options: Page Title – prints at the top of the report page. Narrative – prints on a line below the Page Title. Table Title – prints on a line above the report data. Additional Narrative – prints on a line below the report data.
  Print Landscape	To print the report in landscape orientation (11x8.5), click Landscape. To print the report in a portrait orientation (8.5x11), leave this box unchecked.
  	To print the report, click Print.
  	To print to the Print View window, click Print View .
  	To return to the report or Explorer window, click Close.
  Export Step
  	To save the information as a Microsoft Excel file, click Save Excel . To save the information as a Microsoft Word file, click Save Word . To save the information as a tab delimited file, click Save Tab Delimited File .
  Open file after export	To automatically open the file in the appropriate program after it is saved in the desired format, click to check this box. To omit opening the file after saving in the desired format, leave this box unchecked.
  After clicking the desired save as format, the following window displays:
  Save In	Click to select the directory for the destination location to save the file.
  File Name	Enter the file name of the file to be saved.
  Save as type	The default Save as Type is selected for you.  To change, click another choice in the drop-down list.
  	To save the file with the path and file name entered, click Save. Note:  The file is saved as the format you specified.
  	To return to the report or Explorer window without saving, click Cancel.

   

• Report Sample, click More.

   

  To see an example of the report, click Journal Explorer Report Sample.