GL Enquiries - Balance Sheet & Profit and Loss
Updated
by Caroline Buckland
The process
An on-line Balance Sheet and Profit and Loss enquiry is available relating to the groups and categories defined for the company.
Both options share a common parameter screen which allows you to define criteria such as the screen layout to be used and the group, category and period(s) for which to retrieve balances.
You can perform structured and unstructured enquiries by group and category with the option to drill right down to transaction level.
Balance Sheet & P/L Enquiries
The steps below describe the relevant steps required to access balance sheet and P/L enquiries. To access the transaction enquiry screens: General Ledger-GL Enquiries-Balance Sheet or Profit and Loss.
This will return you to the screen you came from, with your chosen code in the field.
Selection Windows – Balance Sheet or Proft and Loss
You can enter the structure you wish to base the enquiry against, or leave this field blank and enquire against the group. The Element can be entered which is a summary level of the structure or the Path Key (cost centre) can be entered which would be a specific cost centre. Then select Search.
Displayed are the groups and categories that group ledger codes at the highest level.
In this example we are using a structure element.
The system will default to the current period and year, unless otherwise specified.
The Period is on the Calendar/Results tab.
The Year is listed in the top right hand corner of the screen.
If your initial enquiry was at element level the drill down action will take you to the next level on the structure. If your initial enquiry was a cost centre it will drill you straight down to the GL account code.
3. Drill Down on the Balance
You can only drill down on category code. Double click on the value you wish to break down, or use the Display: Drill Down button.
You can continue to keep drilling down on the balances or you can choose one of the following options:
- More: Display Nominal Balances - shows you nominal balances for the group and category you drilled down on.
- Display: Nominal Bals Child shows you nominal balances for the group and category you drilled down on for the code selected in the list box.
- Display: Balance Sheet – displays the Balance Sheet for the Element or Cost Centre selected.
- Display: Profit and Loss – displays the Profit and Loss for the Element or Cost Centre selected.
If you select the Nominal Child Balances or Nominal Balances you can then drill down further until you reach transaction level information.
5. Search Selection
Search selection is available to allow you to change layout codes, rather than the default, select particular group or category, different structures and more! Make your changes then select Search.
