Journal Report

The Journal Report function allows users to search for and view details of specific journal entries. Journals are created for all transactions within Focus.

Setting the Search Criteria for the Journal Report

1. From the Budgeting/General Ledger menu, click Journal Report.

2. Define the Search Criteria to run the report. Start by selecting the applicable fiscal year from the pull-down; the pull-down defaults to the current fiscal year.

3. Select the Journal Source(s) from the pull-down. You can select as many journal sources as needed, such as AB Initial Account Balance, AP Check Uncommitted, AP EOY Invoice Unencumbered, etc.

4. To run the report for journals linked/created by specific users, select the User(s) from the pull-down.

5. To run the report for journals linked to specific vendors, select the Vendor(s) from the pull-down.

6. To run the report for journals linked to a purchase order, enter the PO # in the provided text box.

7. To run the report for journals linked to a requisition, enter the Requisition # in the provided text box.

8. To run the report for journals linked to a field trip, enter the Field Trip # in the provided text box.

9. To run the report for journals linked to an invoice, enter the Invoice # in the provided text box.

10. To run the report for journals linked to a check, enter the Check # in the provided text box.

11. To run the report for journals linked to a manual journal entry, enter the Manual JE # in the provided text box.

12. To run the report for journals linked to a receipt, enter the Receipt # in the provided text box.

13. To run the report for journals linked to an accounts receivable invoice, enter the AR Invoice # in the provided text box.

14. To run the report for journals linked to budget maintenance requests, enter the BM # in the provided text box.

15. To run the report for journals linked to specific payroll runs, select the Payroll Run(s) from the pull-down.

16. To run the report for journals linked to specific employees, select the Employees from the pull-down.

17. To run the report for journals posted during a specific Date Range, enter the dates in the provided text boxes.

18. To run the report for journals created during a specific date range, enter the dates in the Created Date Range text boxes.

19. To run the report for journals containing a specific amount of money, enter the Amount in the text box.

20. To run the report for journals linked to specific debit and credit accounts, select the accounts from the Debit Account and Credit Account pull-downs. Select the OR check box to pull journals linked to the debit account selected or the credit account. If the OR check box is not selected, the report will only pull journals linked to both the debit and the credit accounts selected.

21. Select the Show Balance check box to display the Account Balance section on the screen, which lists the initial, report, and total debit and credit balances.

22. To run the report for journals linked to specific accounting elements, such as Fund, Function, Object, etc., enter the element number in the provided text box.

23. Select the Limit Results check box to limit the journal report to 1000 records.

24. Select the Show Internal check box to run the report for journals linked to internal accounts.

25. When all search criteria has been entered, click Search or Run Report to generate the journal report.

The Journal Report

Once generated, the journal report displays the Date, Source, Amount, Description, Actions, Created Date, Debit account, Credit account, the linked User, the linked PO (purchase order), the linked FT (field trip), the linked Invoice, the linked BM Request (Budget Maintenance), the linked Check, the MJ Batch (Manual Journal), MJ Voided By (the user who voided the manual journal), the linked POS Invoice (Point of Sale), the linked POS Transaction, the linked POS Receipt, the linked Deposit, the linked Payroll Run Code, the linked Vendor, the linked Employee, the Preparer, and the accounting strip elements (Fund, Function, Object, Center, etc.).

1. If any journals are linked to a purchase order, you can click the PO number link to open the purchase order via Purchase Requests/Orders or Internal Purchase Requests/Orders.

Shown below is an example of an open PO link.

2. If any journals are linked to an invoice, you can click the Invoice link to open the invoice via Invoices or Internal Account Invoices.

Shown below is an example of an open Invoice link.

3. If any journals are linked to a budget maintenance request, you can click the BM Request link to open the request via Budget Maintenance or Internal Account Budget Maintenance.

Shown below is an example of an open BM Request link.

4. If any journals are linked to a check, you can click the Check link to open the request via the Checks screen or the Internal Account Checks screen.

Shown below is an example of an open Check link.

5. If any journals are linked to a manual journal, you can click the MJ Batch link to open the request via the Manual Journals screen or the Internal Account Manual Journals screen.

Shown below is an example of an open MJ Batch link.

6. If any journals are linked to a point of sale invoice, you can click the POS Invoice link to open the Invoice Report.

Shown below is an example of an open POS Invoice link.

7. If any journals are linked to a point of sale receipt, you can click the POS Receipt link to open Receipts or Internal Account Receipts.

Shown below is an example of an open POS Receipt link.

8. If any journals are linked to a deposit, you can click the Deposit link to open the Deposits screen or the Internal Account Deposits screen.

Shown below is an example of an open Deposit link.

The Page Total and Grand Total is listed at the bottom of the report.

The Page Total displays the total Amount for the selected page based on the Page Size. In this case, there are multiple pages; therefore, the page total displays the total for Page 1.

The Grand Total displays the total Amount for the entire report. This amount will be the same regardless of the page selected, as it is the grand total.

Balance only check transactions are visible in the Trial Balance balances and in the Journal Report; A balance only check is a check written directly from Fund Balance (no object code) that doesn't impact the expenditure report i.e your (1530) expenditure ledger. Note: Voiding a balance only check will have the same impact only in reverse.

These totals change based on any applied filters to the data. For more information on using Filters, see Additional Features.

Additional Features

You have the ability to save your report before or after running the report. Click the floppy disk icon to name and save the report.

a. Name the report and click Save.

b. You can also click the Trash Can icon to delete saved reports.

c. To edit a Report Name after saving, select the report, then click the Blue Arrow next to the Trash Can.

d. In order to generate a saved report, from the Journal Report screen, select the saved report from the pull-down; your report will generate automatically.

To navigate through the listed pages, click the Prev and Next buttons. To jump to a specific numbered page, type the number in the page text box and press Enter.

Click the Excel icon in the Export section to export the report to an Excel spreadsheet, where it can then be saved to your computer.

To print the report, click the Print icon in the Export section.

Click Filters to further breakdown your report without having to change the report criteria and rerun the report.

a. To add more than one filter to a column, click the green plus sign.

b. To delete an additional filter, click the red minus sign.

c. For additional filtering options, click the gray arrow for a filter pull-down.

The columns displayed are included in the report; however, if you find specific columns unnecessary, you can remove columns by clicking Toggle Columns. To hide a column from the report, clear the selected check box. To include the column, select the check box.

If a column has been hidden from the report, upon navigating away from the screen, the column will remain hidden until the check box is selected via Toggle Columns.

The Page Size determines the numbers of results displayed per page. To customize the Page Size, click the field and enter in the desired amount, such as 20.

You can sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results. In the image shown, data has been sorted by clicking Amount twice.