How to use GL Account History

This article is for users with the Full Accounting License for EMDECS. This screen will not appear on a user without this license.

The GL Account History screen can be found under the Financials tab:
Here you will find a list of all of your account transactions for a set of financial periods, the ability to export your transactions, and the ability to narrow those transactions by type, account number, vendor, and location.
To begin, select your financial year, and the From and To periods and then hit the Refresh button to generate a list of transactions that fall between those periods:
You may then sort this list by any of the column headers, or click Export to export the list as an Excel file:
The information is presented in the following way:
  1. The Period the transaction took place in.
  2. The account number the transaction hit.
  3. The division the transaction was listed under.
  4. The type of transaction.
  5. The GL batch number of the general ledger the transaction is in.
  6. The reference number of the entry on the GL Batch.
  7. The journal date of the GL Batch.
  8. Whether the transaction was a Debit or Credit, and the monetary amount it was for.
  9. The associated Unit Number (if there is one)
  10. The associated Location Type. This is correlated with the Division Type.
  11. The associated Warehouse, if there is one.
  12. The associated Warehouse Type
  13. The Customer or the Vendor for this transaction.
You can use the ascending and descending sort methods for these fields to find specific entries without knowing their exact reference number, just by knowing the type of transaction, when it was done, or the amounts it was for.
In addition to creating a full list of your transactions for the period, this tab can also be used to look at just one account's transactions, so that you can verify your credits and debits are all correct for your accounting purposes. As this report is an exhaustive list, it can help you determine what entries may be out when your numbers aren't matching up at month or year end. Let's use Account's Receivable as an example:
Here we can see a list of all of the Accounts Receivable transactions that have occurred in the last 8 periods of the example year. This includes Work Order Invoices, Miscellaneous Customer Invoices, Counter Sale Invoices, and Customer Receipts. In this case, only Customer Receipts will show up as Credits, as those are the only times you are receiving money from your customers. At the bottom, it shows us the total amount of debits and credits, and we can subtract one from another to get the total account balance for this account. You can also use the View Account Balance button under Things to Do on the left hand side to verify this:
This list can be sorted by journal date, to find the day the transaction took place, or by debit/credit, to find the amount. This can allow you to find discrepancies in your books more accurately and quickly than other places in EMDECS can, and by exporting this list as an Excel file, you may also find ways of manipulating this data to suit your business needs.
To get more constrained and limited data and find specific things more quickly, you can use the filters at the top of the page for your search. These include:
  1. Account #
  2. Location
  3. Vendor
  4. Division
  5. Type
  6. Reference
Of these, one of the more useful constraints to put on your search is Type. If you don't know the exact reference number of a transaction, but you know when it was done and what type of transaction it was, this can be all you need to narrow down your search to just a few options and find the right one. Searching by Account Number can show only transactions for one account, as mentioned above, which can help verify the results of your EMDECS financial reports such as your Trial Balance or Income Statements.
Please Note: You cannot search by Customer using these constraints.
That concludes our article on how to best use the GL Account History screen.