Generating a Journal Entry Report (SAP Library

Generating a Journal Entry Report

You can generate a journal entry report in the Consolidation menu under Info system ® Journal entries ® Report. Basic lists of journal entries and various totals lists are available. On the request screen you must enter the selection criteria and choose either the basic list or the totals list.

Selection criteria

First, enter the Subgroup, Version and Fiscal year.

Other criteria let you restrict the report to certain journal entries.

The basic list, for example, can be limited to

one company of the subgroup
specific periods of the fiscal year
specific document types
a selection of FS items

The parameters Document type, FS item and Transaction type let you search according to patterns. All records that correspond to the specified pattern are then included in the basic list.

If the FS item is set to the pattern 001041*, the basic list is limited to journal entries with the items 0010410100, 0010410200, and so on.

You can further limit the report under Edit ® Further sel. criteria, or by clicking on the corresponding pushbutton. You can select a maximum of three criteria. You can specify a range for each criterion. The report can be further limited, for example, to

specific trading partners
additional account assignment fields
user ID’s
valuations for currency amounts

You can also specify whether to exclude reversal documents. Neither the original document nor the relevant reversal document are displayed in the report assuming that both documents are found with the other selection criteria for the journal entry report. If only one of the documents is included in the selection (for instance, when you select a document number range and only the original document is included within the range), then this document is included even if you selected the field w/o reversal entries. This prevents the totals from being corrupted.

Settings

Select List begins with...Totals if you want to go directly to the totals display. The default setting is List begins with...Jnl entries.

Basic list

Set the display variant on the request screen for preparing the data in the basic list . The display variant determines which fields appear in the basic list and thus determines the column layout. You can select a standard variant by clicking the possible entries pushbutton. The display variant "Document number/Item/Company" is the default. You can change the default setting in the Implementation Guide.

The names of the display variants delivered in the standard SAP R/3 System contain only the main fields that are displayed in the basic list, however, other fields are also displayed in the basic list. The basic list sorts the journal entries by the first four fields.

Totals list

The totals variant determines the criteria to be used for summarizing the list. For instance, if the totals variant "Document type/Item" is chosen, the program first calculates the grand total (always in group currency) of all journal entries that have been selected. The grand total can be broken down into individual totals according to the first totaling criterion "Document type". Each of these totals can then in turn be broken down into subtotals for the next totaling criterion "Item". In each case the number of journal entries included in a total is displayed in the right-hand column of the report.

The list of totals variants offered for selection is limited to those that are generally allowed in conjunction with the current display variant. See also Defining Journal Entry Reports.

Under Settings ® Presentation... you can check the settings for display variant, totals variant and initial screen.

The standard variants cannot be changed. But you can create your own variants in the Implementation Guide.

For more information on the settings in the Implementation Guide, please refer to Defining Journal Entry Reports.