General Ledger > GL Structure Query

GL Structure Query

You use this program to query financial information by currency, account type and financial year, including comparisons to various years or budgets.

The information is provided in the form of a treeview showing the sections hierarchy, and a chart showing the values for the selected section. You can also drill down to transactions at ledger code level.

Period end closing balances can be queried at section level and fiscal year and compared to other fiscal or budget years.

Toolbar and menu

Field Description
Preferences The selections you make against the Preferences menu are automatically retained when exiting the program.
Transactions  
Auto Preview Select this to automatically display transaction information in the Ledger Transactions listview.
Options Select this to indicate the periods for which you want to view transactions in the Ledger Transactions listview.
Sort Lowest Level by Name Select this to view the account codes in the treeview by account description rather than by the default account code.
Balances at Each Period Select this to view the data as the actual balances at each period.
Movements Between Each Period Select this to view the data as the movements between each period.
Include Purchase Commitment This option is only enabled if you selected the option: Purchase commitment required (GL Structure Definition).

Transaction Options

This screen is displayed when you select Options from the Transactions option from the Preferences menu.

Field Description
Period selection Indicate the periods for which you want to display transactions in the Ledger Transactions listview.
OK Select this to accept your selections and to return to the previous screen.
Cancel Select this to ignore the changes you made and to return to the previous screen.

Query

Field Description
Currency If you used the GL Alternative Currency Maintenance program to create General Ledgers in alternate reporting currencies, then you can use this option to select the currency in which you want to view the data.
Account type Values are held by account type. Select the required account type from the Account type selection box. The net difference between revenue and expense is displayed if Net Income is selected from the Account type selection box. When querying ledger code details the Account type is disabled.
Financial year Select the required financial year from the Financial year selection box.
Compare to Optionally, select the comparison fiscal or budget year from the Compare to selection box
Current financial year This field displays the year in which you general ledger is currently in.
Current period This field displays the period in which you general ledger is currently in.

Treeview

You use the treeview window to select the section or ledger code for which you want to view the information.

In addition, you can post to the highlighted ledger code in the treeview, by typically using your right mouse button to select the Post To This Account option. Selecting this option loads the GL Journal Entry program.

Section information is displayed in the treeview hierarchy in section code sequence. To view the lowest level in the treeview (this would be the full ledger code node) in the sequence of the description or name of the section code, select the Sort Lowest Level by Name option from the Preferences menu.

Although the data is displayed from the top of the hierarchy downwards, you can view aggregated data of the parent level by highlighting the ledger code and typically using your right mouse button to select the Where Used in Parent Level option. The data at the previous section level is aggregated and displayed in a separate bar chart/listview. Please note that this feature requires the program to process the General Ledger Master/History tables to aggregate the data which may take some time. In addition, the Parent level query only displays parent items that already exist in the General Ledger Master table.

[Note]

  • The values for budgets for capital, liability and revenue account types are shown as negative values even if the budgets were originally entered as positive values. This is to ensure that budget and history values are compared using the same sign.

  • Although the treeview displays all available sections defined in the GL Structure Definition program, details are only displayed for the sections to which you have been given access (GL Structure Access Maintenance).

Graph

This window displays the graph for the section or ledger code you selected in the treeview.

Periods

Details that can be viewed include the following:

  • Commitment

    This only applies if the preference: Include Purchase Commitment is selected.

Ledger Information

Details that can be viewed in this pane include the following:

Ledger Transactions

In addition to these details, you can view the source journals of a highlighted transaction by typically using your right mouse button to select the appropriate journal.

Notes and warnings

Restrictions and limits

  • You can only access this program if you have structured your General Ledger codes using the GL Structure Definition program and you selected the option: Section analysis required (GL Structure Definition).

  • the data presented in this query is influenced by your selection at the following (GL Structure Definition) options:

    • Budget analysis required

      If enabled, then the selected financial year can be compared to the budget this year, the budget next year, or one of the eight alternate budgets in the bar graph and listview for the section.

    • Purchase commitment required

      If enabled, then purchase commitments are displayed in the bar graph and listview for the section.

  • The data presented in this query is derived from special analysis tables that are automatically maintained by the system. The totals for each General Ledger account section are stored in the Section Analysis table by section and are updated each time a posting to the General Ledger is processed. The totals are not accumulated at the time of running the query.

    Although the analysis tables are automatically maintained by the system as postings occur, the tables can be rebuilt at any time by selecting the Rebuild Analysis function in the GL Structure Definition program. The values held in the analysis tables are held in the local and all alternate currencies.

    The following programs do not currently update the analysis tables and the Rebuild Analysis function of the GL Structure Definition program needs to be run after these programs are used:

    With the exception of the GL Control Record Update and GL Copy, Merge and Delete programs, the above programs display an option to update GL analysis tables, which, if selected will load the Rebuild Analysis History screen after the program has completed its task.