General Ledger Report
Table of Contents
Overview
General Ledger is a complete record of transactions per account. It shows transactions sorted and subtotaled by account during a fiscal period or other period you specify.
The general ledger is already available in NetSuite. However, the standard version of this report does not have all the details required to meet the rules of Poland, which needs a more detailed analysis of accounts. To fix this, extra information is included in a new version of the General Report specifically designed for reporting in Poland.
Configuring the General Ledger
To configure the report:
Navigate to Setup > Staria Poland Localization > Poland Localization Settings.
If you are creating a new Localization Setting, refer to.
Click Edit beside the localization setting record you wish to modify.
Under the General Ledger tab, provide the following details:
Folder ID - Enter the internal ID of a File Cabinet folder where the generated reports are stored and saved.
Saved Search - Select the saved search to be used as the data source of the report. By default, the value of this field should be [STA] PL General Ledger. The saved search must be [STA] PL General Ledger (Multi-book) if the multi-book feature is enabled.
Report by Period - Check this box to report by period. If left unchecked, the report is run based on the transaction date.
Optional Report Column - Enter the column label of the optional column to be added to the report. This references the default saved search column corresponding to the custom segment. The default value of this field is “customSegment.” The optional column will be added after the Department, Class, and Location columns.
Optional Report Column Label - English - Enter the name of the optional report column in English. This is used as the column header when printing the PDF in English.
Optional Report Column - Polish - Enter the name of the optional report column in Polish. This is used as the column header when printing the PDF in Polish.
PDF Template - Select the advanced PDF template for generating the report. If left empty, the default PDF template is used to generate the report.
Customizing the Default Saved Search
The Poland Localization bundle includes a default saved search named [STA] PL General Ledger and another default saved search for multi-book accounting-enabled accounts named [STA] PL General Ledger (Multi-Book).
These searches were designed to work hand in hand with the general ledger report and serve as a plug-and-play feature for most users. However, businesses can tailor their searches to their practice, giving enough flexibility for their reporting needs.
To customize the default saved search:
On the global search, type the name of the default saved search you wish to modify and click Edit.
Modify the Search Title value with a descriptive and easily referenceable name.
Ensure the Public checkbox is marked.
Hover over the blue down arrow beside the Save, Save & Email, or Save & Run button and click on Save As. This creates a copy of the default saved search that you can modify.
Type the name of the copied search you created on the global search and click Edit.
Under the Results tab, make the necessary changes to the fields. Select a different field for a particular row and ensure the label remains the same.
For formula fields, you may change the field ID specified in the formula column with the field ID of your desire. The new field will be used to source the correct value in your report. Field IDs must be encapsulated by curly braces {} (e.g. {trandate}).
You may change any of the fields available in the Results tab, but you MUST NOT do any of the following:
Add fields or rows to the search. This action does not automatically add columns to the report.
Remove fields or rows from the search. This action may result in blank columns on the report.
Remove or change the Custom Label on any field. This action removes the mapping between the search and the report columns. Make sure that the label stays the same all the time.
Review the modified search one last time and then hit Save. You may now use the modified search on your Poland Localization Settings.
Assigning Value to the Optional Report Column
When using the optional report column feature, you must customize your saved searches with the proper field reference to display the correct value. Follow the steps indicated in Customizing the Default Saved Search and ensure that the correct field ID is referenced on the Formula column for the Formula (Text) field with a label of customSegment.
An example is shown below where the field Payment Terms is added to the report:
Field | Formula | Custom Label |
|---|---|---|
Formula (Text) | {terms} | customSegment |
If you want to add a custom segment, you first have to consider the following:
If your Custom Segment Configuration is Header Only, use the Custom Segment Header field.
If your Custom Segment Configuration is Line Only, use the Custom Segment Line field.
If your Custom Segment Configuration is Header and Line, use the Custom Segment Line field.
Knowing the proper field ID to place in the formula ensures that all lines on the report have accurate values for the optional report column you are adding.
Scenario | Field | Formula | Custom Label |
|---|---|---|---|
Header Only Custom Segment | Formula (Text) | {cseg_*} | customSegment |
Line Only Custom Segment | Formula (Text) | {line.cseg_*} | customSegment |
Header and Line Custom Segment | Formula (Text) | {line.cseg_*} | customSegment |
Please note that the field IDs shown in the example are not the exact field IDs in your system. Custom fields and segments may have a field ID different from the ones shown.
Default Search Configuration
The default configuration of the default searches is shown below:
[STA] PL General Ledger
Field | Formula | Custom Label |
|---|---|---|
Account |
| account |
Date |
| postingDate |
Formula (Date) |
| transactionDate |
Period |
| period |
Type |
| type |
Transaction Number |
| documentNumber |
Memo |
| memo |
Department (no hierarchy) |
| department |
Class (no hierarchy) |
| class |
Location (no hierarchy) |
| location |
Main Line Name |
| name |
Created By |
| createdBy |
Amount (Debit) |
| amountDebit |
Amount (Credit) |
| amountCredit |
Formula (Text) |
| customSegment |
[STA] PL General Ledger (Multi-Book)
Field | Formula | Custom Label |
|---|---|---|
Multi-Book Accounting Transaction : Account |
| account |
Date |
| postingDate |
Formula (Date) | {trandate} | transactionDate |
Period |
| period |
Type |
| type |
Transaction Number |
| documentNumber |
Memo |
| memo |
Department (no hierarchy) |
| department |
Class (no hierarchy) |
| class |
Location (no hierarchy) |
| location |
Main Line Name |
| name |
Created By |
| createdBy |
Multi-Book Accounting Transaction : Amount (Debit) |
| amountDebit |
Multi-Book Accounting Transaction : Amount (Credit) |
| amountCredit |
Formula (Text) |
| customSegment |
Generating the General Ledger
To generate the general ledger:
Navigate to Reports > Poland Reports > Generate General Ledger.
Under Primary Information,
Select the Company.
Select the Accounting Book (this is applicable if the multi-book feature is enabled).
Enter a Start Date and End Date.
You may select the Start Period and End Period if Report by Period is enabled in the Poland Localization Settings.
Mark the Include Opening Balance for P&L Accounts to add an opening balance line for profit and loss accounts. Profit and loss account opening balances start from the first day of the fiscal year until the day before the report’s start date or period start date.
Select your preferred report Language. If your preference is set to English (International), then the report language is defaulted to English. Otherwise, it is defaulted to Polish.
Select the accounts you wish to include in the general ledger.
If you don't specify or select any particular account, the system assumes you want to include all accounts. The General Ledger will show transactions and balances from every account.
Click Save.
Review the details of the saved record. The Status is saved as Not Started. Only proceed with the next steps if all details are finalized.
Click Generate Report.
Clicking the Generate Report button triggers the generation of your report in the background.
After clicking, you can only change the Memo field from now on.
Prompt and alert notifications are timely and provided for all successful or unsuccessful report runs.
The page will automatically refresh once the process is complete. Optionally, you may click the Refresh button. After the process, a prompt will be shown in the banner, whether successful or unsuccessful.
If successful, the Status is set to Complete, and the file can be downloaded under the PDF field.
If unsuccessful, the Status is set to Failed or Complete-With Error, and an error message is displayed under the banner.
Additionally, the following fields are updated for each run:
Generated By - This is the user that clicked the Generate Report button. The same user is printed on the report under the Generated By section in the PDF report.
Generated Date - This is the date the report generation finished. The same date is printed on the report under the Generation Date section.
Viewing the General Ledger Report
Once a file is generated, you may download the file under the PDF field or click on the link to see a preview of the file. The report is divided between a report header and a report line section. The contents of each section are explained below.
Report Header Information
Report Name: This details the type of report generated, namely the General Ledger Report.
Subsidiary Legal Name: This displays the legal name of the selected subsidiary during report generation.
Report Period: This displays the date range of the transactions included in the report.
Accounting Book: This displays the name of the accounting book selected during report generation. Note that this field is only displayed if Multi-Book Accounting is enabled in the account.
Total Report Pagination: This displays the pagination of the overall file.
Date Generated: This displays the date the system generated the report.
Generated By: This displays the NetSuite employee who generated the report.
Account: This displays the relevant account for the section of the report. All report lines are associated with the account.
Account Pagination: This displays the pagination of the report respective to the account.
Report Line Information
The generated general ledger report contains the following report line information:
Type: This displays the transaction type of the line.
Transaction Date: This displays the actual date of the transaction. The format of this date depends on the user preference of the employee who generated the report.
Posting Date: This displays the posting date of the transaction. The format of this date depends on the user preference of the employee who generated the report.
Period: This displays the transaction's posting period. This column has a maximum width of ten (10) characters.
Document Number: This displays the document number in the NetSuite system. This column has a maximum width of twenty-five (25) characters without the optional column and fifteen (15) characters with the optional column.
Name: This displays the relevant entity for the transaction.
Memo: This displays the memo associated with the transaction.
Department: This displays the Department set on the transaction. This column has a maximum width of fifteen (15) characters. Anything beyond is subject to truncation.
Class: This displays the Class set on the transaction. This column has a maximum width of fifteen (15) characters. Anything beyond that is subject to truncation.
Location: This displays the Location set on the transaction. This column has a maximum width of fifteen (15) characters. Anything beyond that is subject to truncation.
Optional Column: This displays the optional column value set on the transaction. This column has a maximum width of fifteen (15) characters. Anything beyond that is subject to truncation. Note that this field is only shown if configured on the Poland Localization Settings.
Created By: This displays the NetSuite employee who made the transaction.
Debit: This displays the debit balance of the transaction.
Credit: This displays the credit balance of the transaction.
Balance: This displays the running balance of the report on a per-entity basis.
Example
Send an email to support@staria.com for questions or concerns regarding this topic.
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