GL Inquiry

The General Ledger Account Inquiry displays the current account balances including budgets, journal entry details and previous years history. Reports can also be produced from the 'Journal' drill down menu option.

Account #

Enter the account number to inquire on. The Budget, opening and current expenditures and total balance on the account display with the options at the bottom of the screen.

 If the GL inquiry is for a budget parent account the following will appear:

Subordinate Account Inquiry

• Enter 'Y' to display of all subordinate accounts for this parent. The system will respond by displaying the account number (Account #), commitment balance (Commitment), expense balance (Expense), total of commitments and expenses (TOTAL), budget (Budget), the difference between total commitments plus expenses and budget (BUD-AVAIL) and the percentage spent (% SPENT) for each subordinate account.

• Enter 'N' to refresh the screen for the next inquiry.

Extended GL screen

View Dictionary Values 

• ALT + D to view the dictionary descriptions, ALT + A to view for each level of the alias code for the GL.

 Journal Entry Detail Screen

• The Journal Entry detail inquiry screen will display the GL account number and a box with the first period of your current fiscal year (as defined in your BAS Master Profile) will be displayed. <Enter> to select the displayed period or enter the period you wish to inquire on. Once selected, the period information will be displayed on the screen. You will also be presented with further inquiry options on the bottom of the screen.

• To inquire on any displayed information, highlight the item by pressing the <UP> <DOWN> arrows then the bolded letter or use the <LEFT> <RIGHT> arrows to select the option.

Inquiry by Previous, Period or Next Options

These three options allow you to specify your period selections. If you enter 'P' you will be presented with the period box. Enter the period number for you wish to inquire. You will then be presented with the JE Detail screen.

• Click previous period at the bottom of the grid.  You will be taken to the first page in the period. If the period detail has multiple pages and you wish to view the additional period details use the <DOWN> or <UP> keys to advance through the period.

• Click next period to view the next period details. You will be taken to the first page in the period. If the period detail has multiple pages and you wish to view the additional period details use the <DOWN> or <UP> keys to advance through the period.

Inquiry by Batch

• To inquire on any displayed information, highlight the item (use the <UP> <DOWN> arrows) Click ALT + A. You will be taken directly to the item within the batch. A report option exists to allow you to print the entire batch.

Inquiry by Purchase Order

• PO inquiry offers additional inquiry options from the main PO Inquiry screen. These further options are described in the PO Inquiry section of this manual.

Inquiry by Invoice

• The invoice inquiry option offers additional inquiry options from the main Invoice Inquiry screen. These further options are described in the Invoice Inquiry section of this manual.

Report Option

• The report option will enable you to produce a report for a period range for the GL selected.

Budget Detail Screen

• The system will display a period by period summary showing the budget for the period (Budget Amount), expenses for the period, (CUR Expense), year to date expenses (YTD Expenses), percentage of the annual budget allocated for the period (BUD %) and the remaining budget (AVAIL Budget).

Budget Detail Screen - Transactions

• The budget transaction details for the selected period will display. You will be offered a further option of viewing the batch where the transaction was created or to select a new period for inquiry.

History Detail Screen

• The system will display for each historical year on file the year (Year), total expenses (Expense), the total commitment (Commitment), the total of both commitments and expenses (TOTAL), the annual budget (Budget), the remaining budget (Available) and the percentage remaining (% BUD).

Requisition Detail Screen

Requisitions for this account can be viewed. Additional options include viewing all, pending, completed or refused requisition line items.

The system will then provide these options:

Previous Year

• This option allows you to view the main inquiry screen as at the specified year end. The system will display the current year.