GL Account Activity
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
The GL Account Activity page allows you to search and review the accounts that you have permission to access. You can review the individual transactions, including details such as quantity and price per unit, as well as compare budget to actual transactions for comprehensive analysis.
Tip
This page allows your staff to work with the GL Account Lookup from Campus Portal in the J1 Web environment.
Select GL Account Criteria
You will need to narrow down the number of accounts by selecting criteria.
GL Account Number Selection
There are three options for how to select the GL Accounts that will be included in the GL Account Sheet.
This criteria option allows you to choose a starting and ending account number and the results will include all accounts between them.
This criteria option allows you to filter GL Accounts based on the GL Account Component. Search accounts based on the associated Fund, Department, Object, and Sub-Object.
This criteria option allows you to select accounts from all accounts in your school's system. You can use the filter option on the GL Account Number, GL Account Description, or GL Account Status from the full account list to narrow results. Select the checkboxes on the row of the GL account to include the account in the activity list.
Date Range & Additional Details
These options stay the same for all three methods of selecting GL accounts.
Date Range for Transactions: You'll choose a Year and Fiscal Period Start Month, and Fiscal Period End Month for the accounts you want included.
Budget Information: If you would like to include budget details in the GL Account Sheet, you can select either Full Annual or Period Range from the Budget Information drop-down. This will add budgeting columns to the spreadsheet after the Ending Balance column. If you do not want any budgeting information to appear, choose the No Budget Information option.
Include Checkboxes: You can also choose to include or exclude accounts using the checkboxes for Include inactive accounts and Include activity for fund accounts.
Warning
The more accounts you select, the longer the GL Account Sheet will take to load. If you're having issues, try changing your selection criteria to reduce the number of accounts.
GL Account Sheet
In the GL Account sheet, you will see a list of the accounts, determined by the Select GL Account Criteria section. At the top of the GL Account Sheet section, you will see the date range for the listed transactions and a Download button that will allow you to export a copy of the spreadsheet to Excel.
Tip
The beginning balance does not include unposted and encumbrance activity from the prior unclosed year.
Each account listed on the spreadsheet will include the following information:
GL Account Number
GL Account Description
Beginning Balance
Posted Balance
Unposted Balance
Encumbrance
Ending Balance
Other Accounts Against Budget
Total Annual Budget
(Over) / Under Budget
Role | Role Permissions |
|---|---|
General Ledger Accounting GL Account Alternate Code Access | Can view and download GL account activity |
General Ledger Accounting GL Account Component Access | Can view and download GL account activity |
Select the checkboxes next to the rows you want to export.
From the Options drop-down, select Download to Excel. The Download to Excel pop-up opens.
Select options for the Excel format and data columns.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.
When you enter details in the Select GL Account Criteria you will see a Get Assetsbutton, with a number for the accounts that match the criteria. If you change the criteria the number will update as well.
The beginning balance does not include unposted and encumbrance activity from the prior unclosed year.