Function documentationGeneral Ledger Report

 

You use the general ledger report to check and display movement of accounts in a specified period. At end-of-month closing, this report can be printed.

The general ledger report can be applied in different ledgers.

Prerequisites

You have the following authorizations:

  • Company code (for both accounting documents and general ledger accounts)

  • Business area

  • Segment

  • Profit center

Features

The report has the following attributes:

  • Shows opening balance, accumulated debit and credit, year-to-date accumulated debit and credit, for a specified period (normally for one month)

  • Amounts debited or credited are displayed in different columns, to support transparent understanding of movement of accounts

  • Accounts are shown in a hierarchical structure, amounts in both parent accounts and detailed accounts are shown

  • You can also perform the following tasks:

    • Export the report to Excel

    • Modify the report layout by showing more fields and hiding fields

    • Print out the general ledger report either directly or asynchronously in the background

Display Report

The default report has the following fields:

  • Period

  • Account code and name

  • Beginning balance

  • Accumulated debit

  • Accumulated credit

  • Year-to-date debit

  • Year-to-date credit

  • Balance

The report displays accounts in a hierarchy structure of parent accounts and subaccounts. Key figures are also subtotaled for parent accounts. You can collapse the hierarchy to produce a summary report showing the subtotals; you can also expand the hierarchy to its lowest level.

Print Report

Using a predefined template, you can print a report directly or in the background:

  • If you print the report directly, you can print as an SAP Crystal Reports report or as an Adobe form. You can preview the report before printing it.

  • If you choose the background printing option, you can print as an Adobe form. You can specify that the background print job starts immediately or at a scheduled time.

You can also export your report to Microsoft Excel for further manipulation.

Activities

Choose Start of the navigation path G/L Accountant Next navigation step Reports Next navigation step General Ledger Report End of the navigation path.

The following selection criteria are mandatory:

  • Company code

    The default is the currently-selected favorite.

  • Fiscal year

    The default is the current year.

  • Ledger

    The default is 0L (leading ledger).

You can also choose from the following selection criteria:

  • Period

    The default is the current period.

  • G/L account number

    This can be the number of a general ledger account or the number of a general ledger account level in a level hierarchy. Leave blank for a report on all general ledger accounts.

  • Business area

  • Profit center group

  • Profit center

  • Segment

  • Hide account without postings

    This checkbox indicates whether the accounts that do not have postings and beginning balance in a given period are displayed in the report. This option is selected by default.

  • Include documents to be verified

    This checkbox indicates whether the documents to be verified are displayed and taken into the balance and cumulative amount calculations in the report.

  • Run report in background

    This checkbox indicates whether the report should run in the background. If it is selected, the result of the report is not displayed after executing the search but runs asynchronously in a separate task. The status for reports running in the background can be viewed in the task monitor and the report result can be displayed by choosing Display Report in the task monitor. When the volume of the data to be searched is large and executing the search needs to take a long time, consider selecting this checkbox so that the report runs in the background and returns the result asynchronously.

  • Process large volumes of data

    This checkbox indicates that the report splits the task of search execution into many subtasks and distributes these between multiple server processes for execution. Use this option when the selection criteria imply many general ledger accounts (not account levels) or many periods. The maximum number of processes used to run the report in this way is set in reports customizing.

    The larger the number of the maximum processes, the faster the search runs.

  • Account currency

    You can use this field to select a currency in which the report displays the accounts. The following options are available:

    • Leave the field blank: this causes all accounts that satisfy the selection criteria to display in the local currency

    • Specify the local currency: this causes all local currency accounts that satisfy the selection criteria to display in the local currency

      Figures for foreign currency transactions on these accounts are converted to the local currency before display.

    • Specify a foreign currency: this causes all accounts in the specified foreign currency that satisfy the selection criteria to display

      Transaction figures for these accounts are displayed in the foreign currency.

For entering the selection criteria, you can also use the F4 help for a list of options. The account number is displayed as a hierarchy to allow for rapid selection; selecting a parent account also selects all the associated subaccounts.

Not all selection criteria are displayed by default. You can use the Insert line (Insert line) and Delete line (Delete line) controls to add or remove lines of selection criteria.

You can save your selection criteria as a variant for reuse.

Display Journal Ledger Report

Select an entry in the General Ledger report and choose Display Details. A new window opens containing the Journal Ledger Report for the selected entry.

For more information about the journal ledger report, see Journal Ledger Report.

More Information

Journal ledger report

General ledger report with drilldown