Working with the General Journal List

From the General Journal List you can view or print the General Journal grouped, sorted and/or filtered in many different ways. You can set up custom lists, view Journal Entry details without leaving the screen, add a new Journal Entry or edit an existing one. 

To get to this screen go to Company → General Journal List.

The default View is Transactions This Period. If this is the view you want to use, enter any known information in the Search field and any records that contain matching data will appear in the list.

To see other choices click in the current View to show a list of available Views.

The Views list shows all views available for the General Journal List. You can use the default lists already in the program or you can create customized lists to help you quickly find the information you use most. 

Creating a Custom View

The default lists cannot be modified other than temporarily changing the filter criteria, but can be used as a basis to create custom views.

An example of this would be using the Transactions This Period view to create a "Retainage" view. To do this, first make sure that Transactions This Period is the current list. Click the Add a Custom View button and the settings from the Transactions This Period view are carried into this screen. Enter a name for the view.  If you want the view to be personal then check the box next to Only I can see this view. If you want to be the only one that can edit the view then check the box next to Only I can modify this view.

In this case we want to keep the fields as they are and only change the preset filters to show all transactions for account 1130. Click the Filters tab and enter the desired account number, in this example: "1130". If we saved the report right now this view would return all the transactions that hit account 1130 in the current accounting period. Since this is a "Retainage" account, one accounting period may not be enough.

If we open the Financial Period menu, we can choose Current or Previous Period, Current or Previous Fiscal Year or None. If we choose None, all transactions that hit this account will be returned, regardless of accounting period.

At some point you may want to view Retainage for a particular job. To add the filter for job, scroll to the bottom of the filter list and click Add Filters. When the list of available fields appears scroll down the list until you see Job Name and click on it. Then click OK.

The Job Name filter is now available in the Refine Filters area.

To keep the Refine Filters area simple and clean you can remove any filters you feel you won’t need and/or change the order the filters are listed. In this case we will remove Transaction Date and Time, Type of Transaction and Source Name. If they are needed later they can be added back by editing the view. To remove the filter click on the red icon next to each line to be deleted.

Now the filter list is shorter but the Job Name filter will be used the most so that should be at the top of the list. To move it, click on the vertical dots next to Job Name and drag it to the top. Once the filters are in the desired order, click OK to save the View.