YAMAHA DISTRIBUTORS
GENERAL LEDGER
QUERY
SYSPRO
VERSION 6.1 SP1
Copyright 2013 EOH Applications
Published: 31/07/2013
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Table of Contents
PURPOSE .......................................................................................................................... 3
OBJECTIVES ..................................................................................................................... 3
SCOPE ............................................................................................................................... 3
PROCESS FLOW ............................................................................................................... 3
GENERAL LEDGER QUERY ............................................................................................. 4
Account Information ............................................................................................................ 7
YTD Movement ................................................................................................................. 10
YTD Closing Balance ........................................................................................................ 11
Custom Form .................................................................................................................... 12
Balances ........................................................................................................................... 13
Period Balances .......................................................................................................... 15
Movements ....................................................................................................................... 17
Period Movements ...................................................................................................... 19
Details ............................................................................................................................... 20
COMMITMENTS ............................................................................................................... 25
Period Commitments .................................................................................................. 27
Analysis ............................................................................................................................ 29
AMENDMENTS ................................................................................................................ 32
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Purpose
This manual details the process to follow in order to process a General Ledger
Query.
Objectives
By the end of this module, the learner will be able to view General Ledger codes
information held in the General Ledger module.
Scope
This manual is applicable to the General Ledger Department.
Process Flow
Syspro Menu > General Ledger > GL Query
Note: If at any stage when working within Syspro a full description of any field is needed,
click in that field and then press ‘F1’. A full description and explanation will then be
displayed on the screen.
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General Ledger Query
Select GL Query from the General Ledger node on the Syspro Menu.
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Enter the relevant Ledger code or use the browse icon to search for the relevant Ledger
code.
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Highlight select GL code and click on Select
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Account Information
Details that can be viewed include the following:

Account details
Ledger code
This indicates the ledger code for which you are viewing the
information.
Description
This indicates the description defined against the ledger code.
Account type
This indicates the type of account (i.e. Asset, Capital, Liability,
Expense or Revenue) defined when the ledger code was defined.
Group
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This displays the general ledger group defined against the ledger code
Transaction
This field indicates the number of transactions processed against the
ledger code for the current financial year.
Control account
This indicates whether the ledger code is defined as a control account.
On hold
This field indicates whether the ledger code has been place on hold to
prevent transactions from being processed against it.
Password in use
This field indicates whether a password has been assigned to the
ledger code to prevent the unauthorized usage of the account.

Current
Current ledger year
This field indicates your current ledger year.
Current period
This field indicates your current ledger period.
Opening balance
This field indicates the opening balance for the current period, which
equals the previous period closing balance.
Debits
This field indicates the total amounts posted to this account during the
current period only.
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Credits
This field indicates the total amounts posted to this account during the
current period only.
Closing balance
This field indicates the opening balance plus the debits and less the
credits.

Future
Uncommitted
Committed

Notes
This indicates the notes attached to the ledger code. You can view and edit
these notes using the Notepad Editor program
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YTD Movement
This pane displays the net result (total) of all debit and credit amounts posted to the
account during each period for the current ledger year.
Details that can be viewed include the following:

Movement
Opening balance
Period 1 -13 or Period 1 -14
These fields display the net result (total) of all debit and credit amounts
posted to the account during each period for the current ledger year.
The number of periods displayed depends on the number of
Accounting periods per year defined for your company
Total
This displays the total movements for the current year to date
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YTD Closing Balance
This pane displays the closing balance as at the end of each period for the current ledger
year.
Details that can be viewed in this listview include the following:

Closing balance
Opening balance
Period 1 -13 or Period 1 -14
These fields display the closing balance as at the end of each period
for the current ledger year.
The number of periods displayed depends on the number of
Accounting periods per year defined for your company (Company
Setup - General tab).
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Custom Form
This pane displays the custom form information defined against the ledger code, providing
you have been granted access to the Custom Forms Entry and Design program (Groups).
You can use the Custom Form icon to enter custom form information for the ledger code
and/or design a custom form for ledger codes.
You can maintain the custom form design if you have been granted access to the Custom
form design activity

Custom Form Data Entry
Select this to use the Custom Form Entry program to enter custom form data
against the ledger code
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Balances
Details for your adjustment period are only displayed if you selected the Preference: Show
- Adjustment period.
Details that can be viewed in this listview include the following:

Period
This indicates the period to which the account balances relate.

Budget this year
This column displays the balance defined against the ledger code for the current
year's budget.

Budget next year
This column displays the balance defined against the ledger code for the
following year's budget.
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
Alternate Budgets 1 -8
This column displays the balances defined against the ledger code for the
alternate budgets.
The wording Alternate budget 1, Alternate budget 2, etc, is the default wording
for these columns. The wording displayed is the wording defined using the
Budget Descriptions function (General Ledger Setup - Budgets tab).

Actual current year
This indicates the closing balances for periods in the current year, up to and
including current ledger period.


Previous financial years. Although up to 14 years history can be displayed,
values are only available for the number of years you entered at the option:
Number of years to retain (General Ledger Setup).
Variance
This column displays the difference between the First value and the Second
value fields you selected to compare at the Graph and variances selection option
of the Preferences.
If you did not select the preference: Select second comparing variance, then no
values are displayed in the Variance column.

Variance percent
This indicates the variance amount (displayed in the Variance column) divided
by the First value (see Preferences), expressed as a percentage.
If you did not select the preference: Select second comparing variance, then no
values are displayed in the Variance % column.
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Period Balances
This pane displays the period balances for the line selected in the Balances listview.
Details that can be viewed include the following:

Period
This indicates the period to which the account balances relate.






Budget this year
Budget next year
Alternate Budgets 1 -8
Actual current year
Previous financial years
Variance comparison
First value
This field displays the description of the First value used for the
variance calculation.
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This field is selected using the Preferences option.
Second value
This field displays the description of the Second value used for the
variance calculation.
This field is selected using the Preferences option.
Variance
This field displays the difference between the First value and the
Second value
Variance percent
This field displays the Variance divided by the First value, expressed
as a percentage
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Movements
Details for your adjustment period are only displayed if you selected the Preference:Show
- Adjustment period.
Details that can be viewed include the following:

Period
This indicates the period to which the account movements relate.

Budget this year
This column displays the balance defined against the ledger code for the current
year's budget.

Budget next year
This column displays the balance defined against the ledger code for the
following year's budget.
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
Alternate Budgets 1 -8
This column displays the balances defined against the ledger code for the
alternate budgets.
The wording Alternate budget 1, Alternate budget 2, etc, is the default wording
for these columns. The wording displayed is the wording defined using the
Budget Descriptions function (General Ledger Setup - Budgets tab).

Actual current year
This indicates the total movements for periods in the current year, up to and
including current ledger period.

Previous financial years.
These columns display the movements for periods in the previous financial
years.
Although up to 15 years history can be displayed, values are only available for
the number of years you entered at the option: Number of years to retain
(General Ledger Setup).
If you used the GL Initial History program to enter balances for previous financial
years, then movements are only created for the year immediately prior to the
current financial year, irrespective of the number of year’s history you entered.
These movements are referenced as 'HM'.

Variance
This column displays the difference between the First value and the Second
value fields you selected to compare at the Graph and variances selection option
of the Preferences.
If you did not select the preference: Select second comparing variance, then no
values are displayed in the Variance column.

Variance percent
This indicates the variance amount displayed in the Variance column divided by
the First value (see Preferences), expressed as a percentage.
If you did not select the preference: Select second comparing variance, then no
values are displayed in the Variance % column.
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Period Movements
This pane displays the period values for the line selected in the Movements listview.
Details that can be viewed include the following:

Period
This indicates the period to which the account movements/balances relate.







Budget this year
Budget next year
Alternate Budgets 1 -8
Actual current year
Previous financial years.
Variance
Variance percent
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Details
The listview in this pane displays the transaction details for the selected ledger code,
ledger year and period(s).
Details that can be viewed in the Details listview include the following:

Year
This indicates the ledger year in which the transaction was posted.

Period
This indicates the ledger period in which the transaction was posted.

Source
This indicates the source code for the module in which the transaction was
posted.

GL journal
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This indicates the General Ledger journal number created for this transaction.

Date
The information displayed in this column changes according to the module in
which the entries were created, and the level of integration (i.e. detail or
summary) defined for that module.
For entries posted from the sub-modules, this date indicates the date on which
the Distribution report was generated in the sub-module and not the date on
which the transaction was processed. The date on the Journal report in the
relative sub-module indicates the date on which the transaction was processed.

Reference
The information displayed in this column changes according to the module in
which the entries were created, and the level of integration (i.e. detail or
summary) defined for that module.

Amount
This indicates the transaction amount.

Mod
In addition, this indicates special notes for details posted from a ledger entries
group prior to SYSPRO 6.1. The word NEW or CHG is displayed here if the
entry was added or changed.

Zoom
This indicates whether enough information has been passed to the General
Ledger to enable you to view the source entries – indicated by 'Yes' for the line.

Trans key
This indicates the transaction key used to zoom on transaction details. This key
together with the entry in the Source column determines which zoom program is
loaded when you select to zoom on the transaction.
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This key can be one of the following:

The key to the transaction record
The ledger entries group number, for transactions processed before
SYSPRO 6.1
The General Ledger journal key for transactions processed from
SYSPRO 6.1
Comment
The information displayed in this column changes according to the module in
which the entries were created, and the level of integration (i.e. detail or
summary) defined for that module.
The comment is built up in the various integration programs, depending on
certain criteria. Not all fields are always shown and in some modules different
information is displayed depending on the transaction. The levels of integration
also effect what is displayed.

Analysis number
This indicates the unique analysis number assigned to analysis entries when you
use the GL Analysis program.
It is only displayed for those ledger codes against which you enabled GL
analysis (General Ledger Structure Definition) and for which you captured
analysis entries.
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By highlighting a detail line and right-clicking, you can select the General Ledger Journal
to view the source entries of transactions to the General Ledger module as well as those
created from within the General Ledger itself:
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The following screen will be displayed
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Commitments
This tab enables you to view committed and uncommitted costs against budget.
Values are only displayed on this tab if you selected the option: Commitment Accounting
Required and you selected to record commitments.
Committed costs are incurred when a commitment has been made to purchase a service
or non-stocked item but the service or item has not yet been provided.
Details that can be viewed include the following:









Period
Current uncommitted
Current committed
Current total committed
Current actual
Current total
Current budget
Current available
Current cumulative
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







Next uncommitted
Next committed
Next total committed
Next actual
Next total
Next budget
Next available
Next cumulative
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Period Commitments
This pane displays the values for the line selected in the Commitments listview.
Details that can be viewed include the following:

Period
This indicates the period to which the commitment values relate.

Current year
Uncommitted
This indicates the value of purchase order requisitions raised against
the ledger code for the current year.
Values are only displayed for requisitions which are in a status of
Approved.
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Committed
This indicates the value of purchase orders raised against the ledger
code for the current year.
This value is reduced when you either cancel or receipt in a purchase
order or order line. This value is only reduced after the inventory
journal and distribution report are printed and the receipted value is
posted to the ledger account.
Total committed
Actual
This indicates the value of purchase orders receipted against the
ledger code for the current year.

Total
Budget
Available
Cumulative
Next year
Uncommitted
Committed
Total committed
Actual
Total
Budget
Available
Cumulative
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Analysis
The listview in this pane displays the GL analysis summary and details for the selected
ledger code. G/L analysis information is only displayed for ledger codes for which G/L
analysis is required
Details for your adjustment period are only displayed if you selected the Preference:Show
- Adjustment period.
You use the Options menu to specify additional options relating to the transaction details
to view.
When you highlight a period in the Analysis Summary pane, the analysis transactions
making up the summary amount for that period are displayed in the Analysis Detail
listview.
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Details that can be viewed from the Analysis Summary listview include the following:

Period
This column displays the period relevant to the analysis entries.

Amount
This column displays the total value of analysis entries posted to this ledger
account for the period.
Analysis Detail
This listview displays the values for the Period selected in the Analysis Summary listview.
Details that can be viewed include the following:

Period
This column displays the period in which the analysis entries were posted.

Category
This column displays the category code to which the analysis entries relate.

Category description
This column displays the description for the category code in the previous field.

Code 1 - 5
These columns display the analysis codes (within the analysis types) to which
the analysis amount was posted.
The headings of these columns display the analysis types defined against the
category.

From date
This column displays the transaction start date (if entered) relevant to the
analysis entry.
Transaction dates are entered using the GL Analysis program.

To date
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This column displays the transaction end date relevant to the analysis entry.
Transaction dates are entered using the GL Analysis program.

Comment
This column displays the comment (if any) attached to the entry for the analysis
code.

Analysis number
This column displays the unique number assigned to the GL analysis entry when
you used the GL Analysis program to process the entry.

Amount
This column displays the amount posted to the analysis code.

Codes Description 1 -5
These columns display the descriptions for the analysis codes (within the
analysis types) to which the analysis amount was posted.
The headings of these columns display the analysis types
This concludes the General Ledger Query manual.
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Amendments
Date:
Revision Number
Amendment
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