Summary

The Account Analysis report is very similar to the Trial Balance Report (GL> Reports> Trial Balance), but will not display the budget, beginning balance and ending balance information. If the report is generated in detail format, the journal entry line items will be grouped and totaled by the module that created the transaction.

Step by Step

1     Open the Account Analysis window (GL> Reports> Account Analysis).

2     Configure the report.

• The Account field is used to include a single GL account on the report. Enter a GL account in the field or click the Account field search icon   to select an account from a list.
  • You can also filter the report by fund or fund and department by entering part of the general ledger account number in the Account field. For example, enter 60 in the fund portion of the GL account format to generate the report for all GL accounts in fund 60.
  • Leave the Account field blank to display all general ledger accounts.
  • If you are selecting a single GL account to filter the report by, make sure you use the correct fiscal year. If the GL account you select in the Account field doesn’t exist in the fiscal year selected in the Fiscal Year field, then the information in the report will be incorrect.
• The Period From and Period To fields are required fields that filter the journal entries included in the report by the fiscal period.
• The Fiscal Year field is used to filter the GL accounts and journal entries that display on the report by fiscal year.
• The Account Filter drop-down menu is used to filter the GL accounts that display on the report by ALFRE designation.
  • Select All Accounts if you would like to include all GL accounts on the report.
  • Select Balance Sheet Accounts if you would like to include the asset, liability and fund balance accounts on the report.
    • The report only displays the journal entries filtered by fiscal period, it does not display the balance of the GL accounts. This means the fund balance accounts included on the report will not display any information unless there has been journal entries posted to them during the fiscal periods selected in the Period From and Period To fields.
  • The ALFRE designation of a GL account is defined by the account type attached to it. An ALFRE designation is attached to an account type (GL> Maintenance> Account Type> ALFRE field), and the GL account inherits an ALFRE designation when the account type is attached (GL> Maintenance> Chart of Accounts> General tab> Account Type field).
  • If you used the Account field to filter the GL accounts that display on the report by a single fund, the Account Filter can be used to filter the GL accounts in that fund by ALFRE designation. For example, you can use the Account field and Account Filter field to create a report that displays all of the expense accounts in a specific fund.
• The Page Break drop-down menu is used to select how the GL accounts on the report will be separated.
  • Select Fund if you would like each fund to display on a separate page.
  • Select Department if you would like each department within a fund to display on a unique page.
• The Report Type drop-down menu is used to select the level of detail that will display on the report.
  • Select Summary if you would like the report to display the debit and credit total during the period.
  • Select Detail if you would like the journal entry line items to display on the report.
• Check the Include uncommitted JE's toggle to include uncommitted manual journal entries on the report. Checking this toggle will not include uncommitted AP invoice batches or other uncommitted transaction in other modules; it will only include uncommitted manual journal entries (GL> Journal Entries).
• Check the Include inactive accounts toggle if inactive GL accounts should display on the report. If you do not check this toggle, inactive GL accounts will not display on the report even if there have been journal entries posted to those accounts.
  • GL accounts are set up as inactive on the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> General tab> Account is active toggle).
• Check the Include expense liability detail toggle to include the description of the AP invoice line items on the report.
  • The AP Invoice line item description is entered in the Description field when an Invoice is created in AP> Invoice> Enter Invoices.
• The Detail Description column on the report will display the description and batch number of the batch that created the journal entry. If the journal entry line item was created by an Accounts Payable module invoice, the invoice line item description will display in the column.

3     Print the report.

• Once the required report settings have been specified, click the Print button to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Scheduled printing has not yet been enabled for reports generated from process batches. This functionality will be released in an upcoming service pack.
• Users can also regenerate a report with the same configuration as a prior report via the report history section. This can help improve efficiency when an identical report is frequently generated.
  • Once a report has been generated, the date and time it was generated will display in the report history accessed via the Expand Arrow button on the right side of the window.
  • Expand the report history and click on a previous report record to automatically populate the report criteria with the criteria specified on the previously generated report. This section will display the last three times the report was generated.