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10. Checkbook and GJ Entry Reports

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If you want to print or display a list of checks, deposits, bank transactions, or general journal entries, or you want to print a reconciliation report, select option 9. The following screen will appear:

 

 

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█                   Golden Opportunity ♦ Checkbook Reports                     █

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█  1) For Bank Account(s):              CHECKING ACCOUNT                       █

█  2) For Dates:                        12/31/99          12/31/99             █

█  3) For Checks:                       ____________      ____________         █

█  4) For Names:                        ____________      ____________         █

█  5) For Expense Codes:                ____________      ____________         █

█  6) normal Checks, Deposits, Transactions, Invoice-type checks:  CDTI        █

█  7) Sort by Date, Check, Check Subtotal, Payee or Expense Code   Date        █

█  8) Display, Print, Wide, Compressed                             Display     █

█  9) Start Report                                                             █

█  A) Reconciliation Report                                                    █

█  B) Year For Report                   Current                                █

█  C) Summary Report                    No                                     █

█  0) Return to Previous Menu                                                  █

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Options 1 through 8 and option C allow you to choose the criteria and format for the report.

 

Options 9 and A will start printing a report.

 

First, use option 6 to select the type of records to appear on the report. Then use options 1 through 5 to indicate the specific records to print.

 

Choose option 7 to determine the order in which the records will print, and option 8 to indicate whether the report will be printed or displayed, and if printed, in which format.

 

To select an option, use the <↑> and <↓> keys to highlight the option and press <Enter>, or press the number of the option to directly select that option.

 

For Bank Accounts*} Choose this to select which bank account(s) you want to view. Each bank account will show as you press <Enter>.

 

Note you can choose just a single bank account, or you can choose to include just the general journal entries. Or, for the most complete report, you can choose to include entries from all bank and journal entries too.

 

For Dates*} To run this report for a specific range of dates, type the date range. Jewelry Shopkeeper assumes all dates are to be included, so only use this choice if you want to specify the reported dates.

 

For Checks*} If you are printing a check listing for a certain range of checks only, type the range of check numbers, or transactions numbers for deposits, miscellaneous transactions and general journal entries.

 

For Names*} To show a check listing for specific payees only, type the range of payee names to print. If you are not sure of the exact name of the payee, you can enter a range of names. For example, if you aren’t sure whether you made a check out to John’s Window Cleaning or John Jones’ Window Cleaning, you could enter the range JOHN through JOHNZZZZZZZ.

 

For Expense Codes*} Choose this if you only want to see checks and transactions from a certain range of account/expense codes or just one. For example, if you had several utility expense code all in the range from 675 to 695, you could enter 675 – 695 to report just your utility checks. If you just want to see entries from expense code 565, enter the range 565 – 565.

 

If you choose an expense code range, you must sort the report by expense code. See below.

 

(C)hecks, (D)eposits, (T)ransactions, (I)nvoices*} Choose <C> to include checks typed-in via the Write a Check option, <D> to include deposits, <T> to show transactions, or <I> to print checks for invoices. General Journal entries are recorded as miscellaneous transactions. To change this selection, highlight the option and press <Enter>.

 

You can type in any or all of the above transaction types. For example, if you wanted to see all checks, but not deposits or transactions, type CI.

 

Sorted By: Date, Check, Check Subtotal, Payee or Expense Code*} Select from the five possible sort options: Date to sort the report in date order, Check for check number order, Payee for payee name order, Expense for expense account code order. To change this selection, highlight the option and press <Enter>.

 

If you choose an expense code range, you must sort the report by expense code. See below.

 

Selecting the Check Subtotal sorts by check number, but additionally causes the report to show a check total for checks consisting of multiple payments. This is useful if you have written checks each paying off several invoices. If you don’t choose the subtotal option, each check will be shown as several individual lines but with the same check number. If you choose the subtotal option, the individual lines will still show, but after each check, there will be a total shown for that check. If you do not have many multi-invoice checks then the subtotal option makes the report harder to read since each check will have a detail line and a total line, which in most cases will be the same.

 

Display, Print, Wide or Compressed *} The report can be displayed on the screen or printed on the printer. If the report will be printed, you can print on regular size paper or, if you have one, you could print on a wide-carriage printer which has room to print more detail. The wide report can also print the same detailed report on a standard-size printer by using small (compressed) characters.

 

To change this selection, highlight the option and press <Enter>.

 

Start Report*} Choose this option to start the report according to your selections. The report will display on-screen or on paper depending on your selection above.

 

Reconciliation Report *} Choose this option to print a reconciliation report. This report will show only items that have not cleared the bank. The only difference between your balance according to the bank’s statement and your records should be the items that have not yet cleared the bank. Hence, your recorded balance plus the items that have not cleared should equal the bank’s figure. (deposits are counted as negative)

 

In order for the reconciliation report to have meaning, you must record all checks, deposits and transactions as cleared each time you receive your bank statement. You can record the checks as cleared by using the Clear Checks/Reconcile to Statement option from the Checkbook Utilities Menu.

 

Year For Report*} To print a listing of checks, deposits, or transactions from a purged file, choose this option and type the year.

 

If you have not purged any checkbook entries to a yearly file, you need not choose a previous year. (i.e., you can leave this selection as Current.)

 

Make the selections for the report you want to print, then choose Start Report to show the report.

When the report has finished, the screen will re-appear. You can make more selections to print another report, or press <0> to return to the menu in step 1.