The search conditions define the extension and the format/order of the information shown in the General journal report.
The Receipt date specifies the date of the receipts to be included. The default value in the start date is the start date of the oldest open accounting period.
In the New search condition drop-down menu, you can add the search condition Entry period(yyyy-mm), which allows you to select receipts by entry period. No default value is shown in the entry period field.
If you enter both the date and the entry period, the system selects receipts according to the shortest common time period (for example, the combination Receipt date 01.09.2011 - 31.10.2011 and Entry period 2011-10 - 2011-12 yields receipts from time period 01.10.2011 - 31.10.2011).
VAT status and Report type
The selection Show VAT status? includes a column showing the entries’ VAT status.
The Report type menu contains options: By transactions, By transactions, dimension showing or By receipt.
New search condition
The New search condition menu allows you to add a selected option from the drop-down list or from the additional options in the magnifying glass.
The search conditions for the general journal are the following:
- Entry period (yyyy-mm)
- Invoice currency
- Name and Company ID
- Ledger account numbers
- Ledger accounts
- Report currency
- Number format
- Transaction value
- Receipt numbers
The Receipt status drop-down menu allows you to select the statuses of the receipts to be included in the report. The option Business transactions includes all approved receipts, but not receipts in status Invalidated, Unfinished, Verified or Received and not receipts of type order. The option All includes all receipts except those in status Invalidated and orders in status Invoiced. The option Non-transactions includes transactions in status Unfinished, Verified and Received and all orders that are not in status Invoiced. You can select several receipt statuses at the same time, except if you select Business transactions, All or Non-transactions.
From the Receipt type drop-down menu you can select the receipt types to include in the report. You can select several receipt types at the same time.
Fiscal period opening receipts and Sorting order
The Fiscal period opening receipts selection determines whether to include the fiscal period opening receipts in the search result.
The Sorting order lets you define if the search result shows the information in Receipt type-receipt number or Date-Receipt type-receipt number order.
Processing the search result
By right-clicking on the search result, you can show a menu which lets you e.g. drill down to the selected receipt or accounting page or print out the general journal in different formats.
You can sort the general journal search result in ascending or descending order by the desired column. You can do this by clicking the column header (e.g. receipt date) . When you use the right mouse button and select to print out the general journal in Excel/HTML/PDF format, the information is shown in the same sorting order as in the view.