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PeachPro sets you free
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| GRR G/L Reports By Date Range |
Do you need the power and flexibility to print financial reports by a range of dates? With GRR - G/L Reports By Date Range, you can specify a starting and ending date when printing G/L reports. Using this enhancement with GMO - Date Sensitive General Ledger you can print reports for next month's transactions without closing the current month!
When using G/L Reports by Date Range, you have the option to use the Transaction Date or the Period Entered to determine which transactions are current.
If you select transaction date, you will be asked for a date range.
If you select Period Entered, G/L Reports By Date Range will have no effect on your reports.
In the Comparative Income Statement the date range prompts are replaced with period range prompts. This insures that the date range corresponds to period beginning and ending dates, so it can be properly compared against the previous year.
When a From Date is entered, any transactions dated before the From Date will be placed in the correct period, based on the transaction date.
When a Thru Date is entered, any transactions dated after the Thru Date will be excluded from the report.
Example: If a date range of 3/1/95 through 3/31/95 is entered, a transaction dated 2/15/95 will be added to February's ending balance. A transaction dated 04/03/95 will be excluded from the report.
A date of 01/01/00 is used to signify a blank date:
If 01/01/00 is entered for both the From and Thru Dates, G/L Reports By Date Range will have no effect on your G/L reports.
You can enter date ranges that include entire closed periods. However, since transaction detail may not exist once a period is closed, you are not allowed to enter a date that falls within a closed period.
Example: If the current period is 3, you can print reports that include February, by entering a From Date of 02/01. However, if you enter a date in the middle of February, such as 02/15, you will be given an error message.
The Balance Sheet Report will only prompt you to exclude transactions after a certain date. Any transaction dated after this date will not be included in the Balance sheet. An additional prompt will appear: Print Date Range On Report? If you enter "N", the date range will not print on the report. If you enter "Y", the date range will print on the report.
When G/L Reports By Date Range is used in the Transaction Register, you are given the following options to List Transactions Based on "D - Transaction Date" or "P - Period Entered".
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦GLRPTS Transaction Register COMPANY ID: SP ¦¦ ¦¦01/05/95 Software Professionals, Inc. GENERATION #: 12 ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦ PRESS 'ENTER' TO CONTINUE WITH REPORT ¦ ¦ ¦ ¦PRINT BY SOURCE CODE ¦ ¦ +--- LIST TRANSACTIONS BASED ON ----+ ¦ ¦ ¦ D - TRANSACTION DATE ¦ ¦ ¦ ¦ P - PERIOD ENTERED ¦ ¦ ¦ +-----------------------------------+ ¦ ¦ ¦ ¦ ¦ ¦ F10 - Menu ShF10-Home N ¦ +--------------------------------------------------------------------------------+
To list all transactions that exist in the G/L transaction file for a specified date range then select "D - Transaction Date". The following screen will appear allowing you to enter your From and Thru dates:
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦GLRPTS Transaction Register COMPANY ID: SP ¦¦ ¦¦01/05/95 Software Professionals, Inc. GENERATION #: 12 ¦ ¦+------------------------------------------------------------------------------+¦ ¦ PRESS 'ENTER' TO CONTINUE WITH REPORT ¦ ¦ ¦ ¦PRINT BY SOURCE CODE ¦ ¦LIST BASED ON TRANSACTION DATE ¦ ¦From Date: 01/01/95 Thru: 01/31/95 ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ F1-Help F10 - Menu ShF10-Home N ¦ +--------------------------------------------------------------------------------+
When you select List Transactions Based On "P - Period Entered" the following screen will appear giving you the options to print transactions for "current period", "all periods", or "range of periods", if you are keeping YTD Detail.
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦GLRPTS Transaction Register COMPANY ID: SP ¦¦ ¦¦01/05/95 Software Professionals, Inc. GENERATION #: 12 ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦ PRESS 'ENTER' TO CONTINUE WITH REPORT ¦ ¦ ¦ ¦ PRINT BY SOURCE CODE ¦ ¦ LIST BASED ON PERIOD ENTERED ¦ ¦ +------------- PERIOD OPTIONS --------------+ ¦ ¦ ¦ C - TRANSACTIONS FOR CURRENT PERIOD ¦ ¦ ¦ ¦ A - TRANSACTIONS FOR ALL PERIODS ¦ ¦ ¦ ¦ R - TRANSACTIONS FOR A RANGE OF PERIODS ¦ ¦ ¦ +-------------------------------------------+ ¦ ¦ ¦ ¦ F1-Help F10 - Menu ShF10-Home N ¦ +--------------------------------------------------------------------------------+
After selecting which type of Trial Balance you want (Summary, Detail, or Working) and selecting All Accounts or Range of Accounts, you are then able to List Transactions Based on "D - Transaction Date" or "P - Period Entered".
When entering in the date range, remember that you are allowed to enter date ranges that include entire closed periods. However, since transaction detail may not exist once a period is closed, you are not allowed to enter a date that falls within a closed period. However, you may enter any date range that falls within an "Open" period.
Note: The order of the prompts in the Income Statement and Departmental Income Statement are slightly different than in other reports. This is due to the requirement that when printing a Comparative Income Statement, that the From Date is at the beginning of a period, and the Thru Date is at the end of a period. The order of the prompts are shown below:
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦GLRPTS Income Statement COMPANY ID: SP ¦¦ ¦¦01/05/95 Software Professionals, Inc. GENERATION #: 12 ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦ ¦ ¦ +-- INCLUDE TRANSACTIONS BASED ON --+ ¦ ¦ ¦ D - TRANSACTION DATE ¦ ¦ ¦ ¦ P - PERIOD ENTERED ¦ ¦ ¦ +-----------------------------------+ ¦ ¦ ¦ ¦ ¦ ¦ F10 - Menu ShF10-Home N ¦ +--------------------------------------------------------------------------------+
If you select "Transaction Date" the following screen appears giving you the options to print a "S - Standard Income Statement" or "C - Comparative Income Statement":
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦GLRPTS Income Statement COMPANY ID: SP ¦¦ ¦¦01/05/95 Software Professionals, Inc. GENERATION #: 12 ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦ ¦ ¦INCLUDE TRANSACTIONS BY TRANSACTION DATE ¦ ¦ ¦ ¦ +------ INCOME STATEMENT OPTIONS ---+ ¦ ¦ ¦ S - STANDARD INCOME STATEMENT ¦ ¦ ¦ ¦ C - COMPARATIVE INCOME STATEMENT ¦ ¦ ¦ +-----------------------------------+ ¦ ¦ ¦ ¦ F10 - Menu ShF10-Home N ¦ +--------------------------------------------------------------------------------+
If you select "Standard Income Statement", the following screen appears giving you the standard G/L Reports By Date Range prompts:
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦GLRPTS Income Statement COMPANY ID: SP ¦¦ ¦¦01/05/95 Software Professionals, Inc. GENERATION #: 12 ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦ ¦ ¦INCLUDE TRANSACTIONS BY TRANSACTION DATE ¦ ¦ ¦ ¦STANDARD INCOME STATEMENT ¦ ¦From Date: 01/01/95 Thru: 01/31/95 ¦ ¦ ¦ ¦ ¦ ¦ F10 - Menu ShF10-Home N ¦ +--------------------------------------------------------------------------------+
For "Comparative Income Statement", period range prompts replace the date range prompts. This insures that the date range corresponds exactly to period beginning and ending dates, so it can be compared against the previous year. The periods listed are from the current date, not from the current fiscal period. See the example below:
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦GLRPTS Income Statement COMPANY ID: SP ¦¦ ¦¦01/05/95 Software Professionals, Inc. GENERATION #: 12 ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦ ¦ ¦INCLUDE TRANSACTIONS BY TRANSACTION DATE ¦ ¦ ¦ ¦COMPARATIVE INCOME STATEMENT ¦ ¦+-------------------------- FROM PERIOD BEGINNING ---------------------------+ ¦ ¦¦ A - 01/01/95 F - 08/01/94 K - 03/01/94 P - 10/01/93 U - 05/01/93 ¦ ¦ ¦¦ B - 12/01/94 G - 07/01/94 L - 02/01/94 Q - 09/01/93 V - 04/01/93 ¦ ¦ ¦¦ C - 11/01/94 H - 06/01/94 M - 01/01/94 R - 08/01/93 W - 03/01/93 ¦ ¦ ¦¦ D - 10/01/94 I - 05/01/94 N - 12/01/93 S - 07/01/93 X - 02/01/93 ¦ ¦ ¦¦ E - 09/01/94 J - 04/01/94 O - 11/01/93 T - 06/01/93 ¦ ¦ ¦+----------------------------------------------------------------------------+ ¦ ¦ ¦ +--------------------------------------------------------------------------------+
+--------------------------------------------------------------------------------+ ¦+------------------------------------------------------------------------------+¦ ¦¦GLRPTS Income Statement COMPANY ID: SP ¦¦ ¦¦01/05/95 Software Professionals, Inc. GENERATION #: 12 ¦¦ ¦+------------------------------------------------------------------------------+¦ ¦ ¦ ¦INCLUDE TRANSACTIONS BY TRANSACTION DATE ¦ ¦ ¦ ¦COMPARATIVE INCOME STATEMENT ¦ ¦FROM DATE: 08/01/94 ¦ ¦+---------------------------- THRU PERIOD ENDING ----------------------------+ ¦ ¦¦ A - 01/31/95 F - 08/31/94 K - 03/31/94 P - 10/31/93 U - 05/31/93 ¦ ¦ ¦¦ B - 12/31/94 G - 07/31/94 L - 02/28/94 Q - 09/30/93 V - 04/30/93 ¦ ¦ ¦¦ C - 11/30/94 H - 06/30/94 M - 01/31/94 R - 08/31/93 W - 03/31/93 ¦ ¦ ¦¦ D - 10/31/94 I - 05/31/94 N - 12/31/93 S - 07/31/93 X - 02/28/93 ¦ ¦ ¦¦ E - 09/30/94 J - 04/30/94 O - 11/30/93 T - 06/30/93 ¦ ¦ ¦+----------------------------------------------------------------------------+ ¦ ¦ ¦ +--------------------------------------------------------------------------------+
A. If you are using GMO, it is possible to have multiple periods of information "open" in the General Ledger. One of the benefits to using G/L Reports By Date Range is the ability to print a financial report for a period when the previous period is still open.
Example; You have January and February information open in the General Ledger and you need to print an Income Statement for February. With G/L Reports By Date Range, you can specify a From Date of 02/01 and a Thru Date of 02/28, providing you with an Income Statement for February.
A. Yes, however, since source code 0 (prior period amount) transactions overwrite the existing prior period amount, G/L Reports By Date Range is unable to determine the original prior period amount. If you find that you need to change a prior period amount, you should use source code 9 (prior period adjustment) instead. This allows G/L Reports By Date Range to determine the original prior period amount, allowing for correct reporting of the adjustments on your reports. Also, when entering in a prior period adjustment, use a transaction date that is within the period being adjusted.
A. When entering in transaction dates, it is strongly recommended that you use the same date for the debit and credit sides of a transaction. This will prevent situations where one side of the transaction is within the date range, and the other side is out of the date range. This could result in your reports being inaccurate.
A. General Ledger uses the Current Earnings account to force the amount of Current Earnings shown on the Balance Sheet to reflect an in-balance status. You should always verify that the Current Earnings amount on the Balance Sheet matches the Net Profit (Loss) shown on the Income statement. The most probable reasons that these do not match are;
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