Tutorial 40 - Creating a General Ledger - Detail

Our example Report was configured with a set of five Print Templates and three Report Procedures (GLDetail as main Procedure and GLDetailBF and GLDetailLine as the encapsulated Procedure).

The General Ledger usually shows all the transactions for a given current period commencing with a Balance Forward and providing either a running total or Ending Balance for each account. A variety of formats are used by the accounting profession and STEP FORWARD can be configured to handle any format. In this Tutorial we have chosen a format that lists the current amount in a single column whether debit or credit and prints a running balance for each account. The Final Total, however, splits the debits and credits into two separate totals to allow you to compare them to the totals in the Trial Balance which you created in Tutorial 39.



Exercise 40 - 1, Configuring a set of five Print Templates
Configure the three Print Templates shown below.

Name = GL1; Description = General Ledger - Header (Header: Print in both cases - Insert 1 blank line before printing the fields).
Name = GL2; Description = General Ledger - Account Header (Header: Print when Template starts - Insert 1 blank line before printing the fields).
Name = GL2a; Description = General Ledger - Bal Fwd only (Header: Print when Template starts - Insert 1 blank line before printing the fields).
Name = GL3; Description = General Ledger - Body (Body: Print on every call to Template).
Name = GL4; Description = General Ledger - Footer (Body: Print on every call to Template).

All three Templates have the same settings for:
Printing: Start on next available line.
Page Layout: Width = 11.00; Height = 8.5; Margins = 0.45 all four sides.
Grid Pattern: Grid density = Other; Grid spacing: H = 5; V = 12.

 
Date String field is of Text type.
Current Date and Page # fields are System fields from the Palette.

Due to the font size and the space occupied by the field borders of the Title/Print/System fields, the full field name text is not always visible. You can see it in the Inspector view and you can test the format and fit by clicking on the Preview (eye) button in the tool-bar area and see this image:

 
GL field is of GL Account type; Font Helvetica Bold 10.
Name String field is of Text type; Font Helvetica Bold 10.
Bal Fwd field is of Money type (Formatting: Separate 000's by commas; Precision = 2 decimals; Sign = Keep).

 
Same as GL2 except that the Underline is fully extended below the Bal Fwd field.



 
Source field is of Text type.
TX# field is of Integer type, Sign = Ignore.
Status field is of Text type.
Sub# field is of Subledger # type.
Date field is of Date type (Mon D, YY).
Reference field is of Text type.
Description field is of Text type.
Current$ and Balk Fwd fields are of Money type (Formatting: Separate 000's by commas; Precision = 2 decimals; Sign = Keep).



 
Date OB and Date CB fields are of Date type (Mon D, YY).
Op Balance, ToTDr, ToTCr, and End Balance fields are of Money type (Formatting: Separate 000's by commas; Precision = 2 decimals; Sign = Keep except for ToTCr which is Ignore)..


Exercise 40 - 2, Configure two Report Procedures as Encapsulated Function
Both Reports/Functions will be called as part of the GLDetail Report.
The first Report Procedure (GLDetailBF) steps through the GL Summary table and retrieves Balance Forward data for each Account Combination (Prefix - GL Number) as Out Parameters, for inclusion in the Body print line Templates GL2 and GL2a.
The second Report Procedure (GLDetailLine) steps through the GL Summary table and retrieves Current data for each Account Combination (Prefix - GL Number) as Out Parameters, for inclusion in the Body print line Template GL3.
Both Functions call for simulated Posting (see Tutorial 28).

 
Retrieval 1:
Retrieval: Multiple rows (all)
Search:
Prefix = Prefix
GL = GL
Document status != Suspended
Period Between Start And End
Sort:
Document Date ASC
Document Name ASC
Reference # ASC



Exercise 40 - 3, Configure the Report Procedure
This Report Procedure (GLTB) takes two Parameters: Current Start Period (CSP) and Current End Period (CEP). This allows the Current Debit / Current Credit combination to cover a single month (e.g. CSP = 99/01 and CEP = 99/01) or several months (e.g. CSP = 99/01 and CEP = 99/03). The Inspector settings for the two numbered Retrieval objects are shown below the Procedure.

 
Retrieval 1:
Retrieval: Multiple rows (distinct only)
Sort: GL Prefix ASC
Retrieval 2:
Retrieval: Multiple rows (all)
Search: GL Prefix = AcctName.[GL Prefix]
Sort: GL Number ASC


Exercise 40 - 4, Test the GLDetail Report Procedure
The finished report should look like this (partial view only):

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