General Ledger Account Activity

Finance uses account activity to explain a balance, investigate an entry, or prepare a reconciliation. Start with the account and period, then open a transaction when its source needs checking. Viewing activity does not change a posted entry.

Before you start

• Access: GL Setup opens the account list. Reports opens the transaction report, which also requires GL Posting. Without GL Posting, the link may be visible but the report is blocked.
• Where: Select the entity and open GL > Chart of Accounts > List All.

Review the account

1. Find the account in the list. The transaction shortcut appears when the account is set up for the selected entity.
2. Select the caret beside Edit, then View Transactions. The report opens in a new tab.
3. Check the fiscal-year range. It starts with the fiscal year that includes today. Change the dates if the entry you need falls outside it.
4. Review Date, Source, Ref, Description, Debit, Credit, running Balance, and Reconciled. Amounts are in home currency.
5. Clear Exclude Reversals if a reversed entry is relevant. It is on by default.
6. Select a Transaction Id when you need to inspect the GL transaction and its posting context.
7. Check that the final Balance matches the balance you are explaining.

Give an unexplained amount to the owner of its source invoice, bill, receipt, payment, or journal. Finance should review the source before approving a correction. You can also open Reports > View Reports > Account Transaction Details. For cash accounts, use Cash Accounts > View.

If you don't see what you expect

• View Transactions is missing: Check the selected entity and whether the account is set up there.
• Access denied. You do not have permission to view this report.: Ask an administrator to check Reports and GL Posting access. GL Setup alone is insufficient.
• Expected entry is missing: Check the date range and whether Exclude Reversals is hiding it.