More information

Expenditure Journal

Access this report using Reports>Journals>Expenditure Journal.

Use this report to print the posted detail information for expenditure type general ledger accounts. You can view and reconcile expenses received by your organization according to the entry source—General Ledger expenses, disbursements for Accounts Payable, or Adjustments.

Additional items, columns, and filters are available if any user defined fields were created by the Administrator using Organization>Set Up User Defined Fields. Only user defined fields with a field type of String, Editable Drop-Down List, Non-Editable Drop-Down List, Date, or Yes/No are available in the Items by Page group box on the Content tab. Also, if you have a transaction line type user defined field and it has a field type of Currency or Number, the system automatically totals the column in the report. User defined fields with a field type of Currency follow the formatting of the organization's functional currency.

Use this tab to assign a report name and determine whether or not to include it on the actual report. The report name can be printed in the header or the footer of the report.

Current Transaction Dates are also required to specify the date range for the data included in the report.

Use this tab to determine what data to include in the report and to define the report layout.

By selecting Available Items, the data is divided onto separate pages. The report starts a new page for each item, and the item is printed in the page header of the report.
By selecting Available Columns, the data that appears in the body of the report is determined.

Column	Description
Document Number	The number assigned to a document during transaction entry.
Document Date	The date associated with the document.
Document Description	The description associated with the document.
Document Amount	For functional currency, the document amount entered during transaction entry, such as the check or invoice amount. For non-functional currency, the Source Document Amount times the Exchange Rate.
Source Document Amount	For non-functional currency, the document amount entered during transaction entry.
Matching Document Number	The number assigned to the related document.
Class	Used to limit or sort a range of Customer or Vendor IDs. You can assign it to different IDs so that they can be grouped together. The report shows any class you have set up—Offsup, Rent, Util, for example.
Type	Used as a second-level sort for Class. You can use it to limit or sort a range of Vendor or Customer IDs. The report shows any types you have set up—furniture or computers, for example.
ID	The Vendor ID, Customer ID, or Employee ID assigned.
Name	The name printed on checks/vouchers.
Payee/Recipient Name	The name of the recipient or payee.
Vendor Tax ID Number	The Tax ID for the vendor associated with this document. Note that if Vendor Tax ID Type Social Security Number (S) was selected, only the last four digits of the number display. To view the entire social security number, you must have been granted Display Sensitive Data rights for Maintain>Accounts Payable>Vendors. These rights are granted by the Administrator using Security>Set Up Organization Menus form.
Source	A source of Customer, Vendor, Employee, or Payroll Processing Group. The report shows C, V, E, or P in the heading.
{Segment Name} Code	The code assigned to the segment. The report prints the account code, such as 201, 05, or 45001. The system displays one column for each of these code types, such as Fund Code, GL Code.
{Segment Name} Title	The title associated with each code above. The system displays one column for each of these code types, such as Fund Title or GL Title.
{Segment Name} Short Title	The short title for the title above (15 characters or less). The system displays one column for each code type, such as Fund Short Title.
{Segment Name} Group Code	The code name assigned. The report prints a column for each group code, such as Fund Group Code.
{Segment Name} Group Title	The title associated with the group code above. The report prints one column for each group segment.
{Segment Name} Group Short Title	The short title for the group title above (15 characters or less). The report shows one column for each group segment, such as Fund Group Short Title.
Effective Date	The line item effective date assigned during transaction entry.
Transaction Source	The document's transaction type, such as APC, API, APM, APS, APV, ARB, ARM, ARP, ARC, ARS, BD, CL, CD, CDS, CR, CRS, ENC, ENL, JV, JVA, JVD, PRC, PRS, PRV, or VCK.
Session ID	The session ID assigned to this batch of documents.
Entry Type	The entry type chosen during transaction entry—Normal, End of Year Adjustment, Adjust Opening Balances, or Beginning Balance. The system prints an N, A, AO, or UO.
Transaction Description	The description entered on the transaction entry form.
General Ledger Expenditures	Any general ledger expenses. For functional currency, this data was entered using the Transactions>Enter Cash Receipts, Enter Cash Disbursements, Enter Journal Vouchers; Activities>Check Writing>Write Checks, Void Checks/Vouchers/Invoices; Activities>Payroll>Enter Manual Checks, Print/Email Checks and Vouchers, or Void Checks forms. For non-functional currency, the system calculates this amount by multiplying the Source General Ledger Expenditures times the Exchange Rate.
Account Payable Expenditures	Any accounts payable expenses. For functional currency, this data was entered using the Transactions>Accounts Payable>Enter A/P Invoices, Enter Manual A/P Checks, Enter A/P Credits; Edit Pay Selected A/P Invoices; or Activities>Check Writing>Void Checks/Vouchers/Invoices forms. For non-functional currency, the system calculates this amount by multiplying the Source Accounts Payable Expenditures times the Exchange Rate.
Account Receivable Expenditures	Any accounts receivable expenses. For functional currency, this data was entered using the Transactions>Accounts Receivable>Enter A/R Invoices, Enter A/R Receipts, Enter A/R Credits; or Edit A/R Invoices forms. For non-functional currency, the system calculates this amount by multiplying the Source Accounts Receivable Expenditures times the Exchange Rate.
Source Currency	The source currency type of the transaction, such as USD, MXN, or CAD.
Source Currency Description	The description associated with the currency, such as US Dollar, Mexican Peso, or Canadian Dollar.
Exchange Rate	The exchange rate associated with the transaction. Exchange rates were entered using the Maintain>Multicurrency>Exchange Rates form. This is only used with non-functional currency sessions.
Source General Ledger Expenditures	Any general ledger expenses. This data was entered using the Transactions>Enter Cash Receipts, Enter Cash Disbursements, Enter Journal Vouchers; Activities>Check Writing>Write Checks, Void Checks/Vouchers/Invoices; Activities>Payroll>Enter Manual Checks, Print/Email Checks and Vouchers, or Void Checks forms.
Source Account Payable Expenditures	Any accounts payable expenses. This data was entered using the Transactions>Accounts Payable>Enter A/P Invoices, Enter Manual A/P Checks, Enter A/P Credits; Edit Pay Selected A/P Invoices; or Activities>Check Writing>Void Checks/Vouchers/Invoices forms.
Source Account Receivable Expenditures	Any accounts receivable expenses. This data was entered using the Transactions>Accounts Receivable>Enter A/R Invoices, Enter A/R Receipts, Enter A/R Credits; or Edit A/R Invoices forms.
{User Defined Field} - Vendors	A vendor type user defined field and its data. There is a separate column for each field.
{User Defined Field} - Customers	A customer type user defined field and its data. There is a separate column for each field.
{User Defined Field} - Transaction Documents	A transaction documents type user defined field and its data. There is a separate column for each field.
{User Defined Field} - Transaction Lines	A transaction lines type user defined field and its data. There is a separate column for each field.
{User Defined Field} - {Segment Name} Code	A segment type user defined field and its data. There is a separate column for each field.

Use this tab to narrow down and more explicitly define the data to include in the report by selecting from the Available Filters.

Use this tab to designate the Group Sets for the report. Groups provide an alternate way of reporting summarized accounting data. In order for groups to be applied to the report, the group must be selected on the Contents and Groups tabs.

Use this tab to set up any Available Options for the report.

Options	Description
Year-End Adjustments	Select this option to include year-end adjustments on the report. This entry type was designated during transaction entry.
Summarize Amounts	Select this option to add amounts together and display one line item with the total amount. All document information must be identical for the system to add items together.
Suppress Lines with All Zeros	Select this option so that documents with zero amounts do not print. This eliminates records having zero in all amount columns. If it is not selected, every line prints, even if it has a zero value. This option only works with transaction line type user defined fields with a field type of currency.

Use this tab to change the font and page setup for a report.

Use this tab to secure the active report so that other users cannot save their changes to it. The user that selects the check box, and then saves the report, is the only user that can change or save it later. This check box cannot be cleared by any user other than the user that locked the report.

Only General Ledger Expense Account Types display on this report.
This report has three numeric columns (depending on if the Accounts Payable and Accounts Receivable modules are installed)—General Ledger Expenditures, Accounts Payable Expenditures, and Accounts Receivable Expenditures. If you select only one numeric column on the Content tab (such as General Ledger Expenditures), the report might contain zero amounts for General Ledger Expenditures. This is because the report is designed to print all cash transactions. Therefore, the records related to Accounts Payable Expenditures/Accounts Receivable Expenditures are included in the report data with a zero amount. Select the Suppress Lines with All Zeros option to remove this amount from the report.
To print a total at each account combination level, select the Show Total box on the Content tab.
The functional currency was determined by the Administrator when the organization was created (File>New Organization>Functional Currency panel).