Yearly / Monthly General Ledger Activity. Pivot Tables (continued) gl_history table accounts table

Transcription

1 Yearly / Monthly General Ledger Activity Pivot Tables (continued) gl_history table accounts table

2 Create a Query accessing the following tables: gl_history and accounts. MS Query will join the tables with the field row_unique_id % of the time, you will want to remove this join as the row unique id is just that, it is unique to that particular table. It may be used on some other query, but for this (and most other queries) this link should be deleted. This query also requires us to create a link between the two tables using dissimilar field names. In this case, we are linking the accounts.account_id to the gl_history.basic_account_id. This is how our database stored the divisions on General Ledger. There are no official divisions on the G/L account, but the G/L History houses the division information in the div_level_1, div_level_2, div_level_3 & div_level_4 fields. The full account number (including the base account and the division is stored in gl_history in the full_account_id field.

3 Continue creating the query with the following columns: gl_history.basic_account_id+' - '+accounts.description as Account accounts.debit_credit gl_history.amount_db gl_history.amount_cr gl_history.date_booked gl_history.journal_id gl_history.description gl_history.ar_invoice_id gl_history.voucher_id (date_booked is the transaction date. You will notice there is a date_posted field in many tables as well. The date_posted is the actual system date that the transaction was posted. In Foundation when running G/L reports it is the option for Date Posted in the criteria screens.)

4 We will also need to ignore the closing journal from this data. If the CLS journal is included, the annual activity for any of the Income Statement accounts, the activity would (should) show $0.00. In the Criteria field : gl_history.journal_id does not equal CLS

5 Return the Data to Excel. We will need to insert a column in between D and E to summarize the DB and CR amounts. This is a simple formula that subtracts the amount_cr from the amount_db. (C2-D2) We now have to insert a formula that takes care of the positive or negative balances in the NET column based on the G/L account setting. In other words, if it is a CR type account, we would want a negative NET amount to show as a positive. We will use the =IF(AND statement to solve this issue. The IF(AND statement is used exactly like a =IF( statement, but it has multiple conditions defined. Let s concentrate on a single line. This says the net activity of DB and CR is a NEGATIVE , but based on the fact that it is a CR type account, we need to switch the sign from positive to negative for this type of account. If we talk through the process, we can say, If the debit_credit flag is C and the NET amount is LESS THAN ZERO, then multiply the NET amount by -1 otherwise use the value in the NET column. Here is how the formula is written. =IF(AND(B3="C",E3<0),E3*-1,E3) This will now report the correct value for the CR accounts. Here is an example of how the end of the statement works for the DB accounts.

6 Everything is looking good, until we look at a DB amount in a CR type account. If the account is set as a debit_credit of C and the NET amount is POSITIVE, we need to show this value as a NEGATIVE. We need to imbed another IF(AND statement in order to handle this issue. Here is how the equation is written : =IF(AND(B192="C",E192<0),E192*-1,IF(AND(B192="C",E192>0),E192*-1,E192)) Whoa. Let s check our work. Here are some examples of how to check that the equation is working properly. Since the NET column is a NET DB amount, we need to look at the debit_credit flag on the G/L account to determine if that amount is positive or negative. CR type account with a NEGATIVE NET value. AMOUNT shows as POSITIVE. CR type account with a POSITIVE NET value. AMOUNT shows as NEGATIVE. (Keep in mind, the NET amount is a result of NET DB activity) DB type account with a POSITIVE NET value. AMOUNT shows as POSITIVE. DB type account with a NEGATIVE NET value. AMOUNT shows as NEGATIVE. (A negative NET DB amount in a DB type account will result in a negative AMOUNT. This is not the be-all, end-all method of creating the correct values in these types of queries. As with anything in Excel, there are multiple ways to create equations to achieve the desired results.

7 We can create a pivot table off of this data and Group the dates as demonstrated in an earlier lesson. This is a rather simple Pivot Table based on the ACCOUNT in the ROW section, the AMOUNT in the VALUES section and the date_booked in the COLUMNS section. We now enable the GROUPING function on the DATE_BOOKED field. Right click on a DATE field across the column headings and select GROUP.

8 Select MONTHS and YEARS and click OK. We can use the ROW LABELS LABEL FILTERS to isolate certain ranges of accounts. Click on the dropdown for the ROW LABELS, access LABEL FILTERS and BEGINS WITH.. Select the corresponding number of the accounts that you wish to access. In this example, I want to look at all of my Direct Expense account (which all begin with the number 5).

9 If you are trying to come up with the new General Ledger budget, I cannot think of a better tool than this to track and display monthly activity in all G/L accounts across all years. Additional options for sorting and totaling amounts. If you have set up statement categories in the G/L accounts, you may use these tags in the query. Access the Query and add the statement_category_id field from the accounts table. Return the data to Excel.

10 Access the Pivot Table, RIGHT click on a cell within the pivot table and select REFRESH to pull in the new field. With the statement_category_id enabled, we can now select a particular section of accounts by using this filter. This report / query is NOT meant to replace standard financial statements, although with the use of User Defined Fields on the G/L Account Maintenance items you could create a sequence (or order) in which these accounts should show up.