Running an Account Enquiry
Account Enquiry is a database query on a single (or range of) Nominals, Ledgers or Ledger Accounts (e.g. Cost Centres).
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To access go to Options > Account Enquiry or use the shortcut icon.
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Use the Nominal and Accounts tab to define which Nominals, Ledgers or Ledger Accounts (e.g. Cost Centres) to report on.
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If all the selection criteria were left blank, a query would be produced with ALL the transactions in the database. This can be run if required, but there may be a huge number of transactions within the database, so a warning message is given if no criteria are selected.
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Define each section
- All – everything (default)
- Equals – a single entry
- Does not equal – everything but
- Less than – (or before when using dates / periods)
- Less than or equals to – as above, but includes select item
- Greater than – (or after when using dates / periods)
- Greater than or equals to – as above, but includes select item
- Between – from X to X – a range of accounts or dates
- Not between – everything either side of X to X
- One of - chosen individually X and X and X and X etc.
- Not one of – everything except those chosen X and X and X
- Like – similar to X
- Not like – everything except those similar to
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Once a field is selected and amended from 'All' then click the … icon to choose from (or search in a list), or type the required code in the box.
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For a range (Between) or several individuals (One of) highlight the first selection, hold the Control key to highlight others. Use the scroll bar to find, or type and click Search.
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Ledgers can be chosen in the same way.
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And / or individual accounts (e.g. Cost Centres).
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Further criteria are available via the Criteria tab.
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Areas available for selection:
- Dates – the date of the documents within the system
- Periods – the accounting periods to be searched
- Types - the types of documents to be included
- Statuses – the status of the documents to be included
- Payment List – to report on what was included in a particular payment list
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Values – to search for a document with a particular value or range of values
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To include budget figures in the results, go to the Budgets tab and tick to select the relevant budget.
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When all criteria is set, select OK.The results are displayed in an Account Enquiry screen.