Print Account Detail Report

Applies to:  RollMaster (RM) Core

This report module prints information similar to what you can view in the Print Account Detail Inquiry module (explained above). You can print this report for a range of periods and a range of accounts rather than just one period and one account at a time, as with the Account Detail Inquiry module. You can also pull detail by a Date Range within a period as well as print entries by Sequence Numbers. The report displays the account beginning balance, a list of the total debits and credits to the account from each journal, and the ending balance of the account. You can also produce a Recap Report, which is useful for quickly identifying an out of balance condition in your financials. When you enter this report module, the screen will appears as follows:

The cursor will be positioned at the Report Option (1) field and default to Acct/Src/Seq (Standard). There are three sort options available in this module. Based on the selection, the screen below will change to accommodate these different scenarios. The first option, which is the default option, prints a report that displays data by a period or range of periods and will not factor any date information.  At the Starting (2) and Ending Account (3) fields, you can tab through these fields if you want **ALL** accounts to print, or you can click on each button to select a single account or a range of accounts. At the Select (4) box fields, decide the applicable Year for this report. If you click next to Previous Year, the system will prompt a FYE field with a drop-down arrow for you to select a previous year. At the Beginning (5) and Ending Period (6) fields, you can tab through to select **ALL** periods, or type a Beginning Period to enter a single period or range of periods. The Source to Print (7) field defaults to All Journals. If you want to select a specific journal, click the drop-down arrow to make your selection. At the Print Accounts with No Detail? (8) option, click to exclude any accounts that don’t contain detail. Once you have made your print selections, click the Excel icon (9) to export the data, or click the Print (9) button to print to paper or screen. To exit without printing, click the Cancel button.

The second Acct/Date/Period report option includes all of the options explained above, but will also allow you to set a date range. The Acct/Date/Period option screen will appear as follows: 

If you tab through the Beginning (1) and Ending Date (2) fields, the system will default to all dates. If you wish to set a date range or select a single date, click in those boxes to make your selection using the drop-down calendar menu. You will also have the following option: Only Print Recap? (3) This will alter the report to give a “recap” of each account, rather than include each entry that makes up the total. This report option is most helpful in extracting data where financial information has been posted to the wrong period. In the date range fields, if you tab through to include all dates, all the data will prompt like it does in the standard version; however, dates will be the first sort parameter, then source, and then it will total for the journal. Therefore, if you use this feature for your Cash account, the system will total each date’s entries and total by date for the Cash Receipts Journal. This will help enormously for bank reconciliations. All cash entries on that one date would appear together and total for that date. 

Another beneficial scenario is as follows: if you key in a current period, say 12, and then key in a beginning date of 12/01/2015 and an ending date of 12/31/2015, the system will print only those entries within that date range. It will also indicate that the account is out of balance, which means the detail printed isn’t all that is in that account for that period. If there is a message saying no detail for this account, it means that there is detail in that account, but not in that date range. This is beneficial in the event you forgot to change posting periods and you need to isolate the entries in that period that need to be reversed out and moved to another period. Once you begin using this feature, you may discover even more uses for extracting data. 

The third option, Print Entries Sequence, allows you to sort by a single G/L sequence number. The Print Entries Sequence screen will appear as follows: 

This option is helpful for resolving issues such as if you entered an A/P bill but didn’t remember where the other parts of the entry went in the G/L. The sequence number is in a format of xxxxxx-001, xxxxxx-002, etc. If you type the first six digits in the G/L Sequence # (1) field, then click the Generate button, the system will find and display all the -001, -002, etc. entries so you can see the entire entry with all accounts impacted. The Print Entries Sequence screen with detail will appear as follows:

Once you type in an applicable G/L Sequence # (1), the data below that field will display all the entries associated with that sequence, as in the example above. You can then print the detail by clicking the Print button at the bottom right of the screen. To exit without printing, click the Cancel button.

Re-Use Journal:

The Re-Use Journal option can be accessed from two different screens in the BMS System. The first appears in the Account Detail Inquiry module, explained above, and the second one in this module. In this moducle, in order to have access to this option, you will need to know the G/L General Journal Sequence # of the Journal Entry you wish to re-use. You will also need to set the Report Option field to Print Entries Sequence to prompt the G/L Detail Report screen. Type the applicable number in the G/L Sequence # field, click the Generate button, and the system will then prompt a Re-Use G/L button to the right of that field. Once an existing General Journal Entry has been called up in the screen (Source = G/J), you can right-click on an applicable detail line to prompt the following: Re-Use Journal. When you click on this option, the system will prompt a Re-Use Date box as follows:

Select an applicable date for the new Journal Entry and click Save to continue. The G/L Journal Posting screen will prompt with the copied lines of the Journal Entry selected. You can Edit and Delete from this screen, if applicable. If all looks good, click the Save button to keep the new entry.