How to Generate a General Ledger Report

Overview:

The General Ledger (GL) Report is a foundational financial report that details all transactions recorded under each general ledger account over a specific period. It enables users to trace journal entries, monitor account activity, validate balances, and prepare for reconciliations or audits. In QNE AI Cloud Accounting, the GL Report is highly customizable—allowing users to filter by account, date range, project, and format type to fit various financial reporting needs.

This article walks you through the process of generating a General Ledger Report, with specific guidance on how to apply it in practical accounting situations.

Scenario:

A company’s accounting team is closing the books for the quarter. To ensure all transactions have been properly posted and to identify any discrepancies, the team needs to generate a General Ledger Report for all accounts from April 1 to June 30.

Procedure:

• In the navigation pane, go to Reporting > Report Center.
   
• Click on the General Ledger tab at the top of the Report Center.
   
• Scroll down and click the expand icon (+) beside Other Reports, then select the General Ledgers.
   
• Select the Report Format.
  • General Ledger (Account Name) – This option will display accounts by their Account Name (e.g., Utilities Expense, Sales Revenue).
  • General Ledger (Account Code) – This option will display accounts by their Account Code (e.g., 6001, 4100).
     
• Customize the report using the available filters:
  • Date Range (e.g., 01/01/2025 to 03/31/2025)
  • Account (Range Selection) – Use this to define a range of accounts. For example, you can generate a report from Account 1000 to 1999.
  • Accounts (Specific Selection) – Use this to select specific accounts only, such as Sales Revenue, Expense, or Bank Charges.
  • Project Filter

    This allows users to filter the Trial Balance by project, making it easier to isolate financial data related to specific projects.

    • All Projects: Displays trial balance data across all recorded projects.

    • No Project: Shows only transactions that are not linked to any project.

    • Main Project: Filters the report to show transactions associated only with parent (main) projects.

    • Sub Project: Displays financial data specific to sub-projects under a main project.

  • Sort By

    Control how the accounts are ordered in the output:

    • Sort by Account Code – Displays accounts in ascending order based on their account code (e.g., 1000, 2000, 3000).

    • Sort by Account Name – Displays accounts alphabetically by name (e.g., Advertising Expense, Bank Charges).

  • Include or exclude zero-balance accounts.
     

• Preview or Inquire the Report

  • Click Preview to view a printable version.

  • Click Inquiry (if available) to view the system's internal report display.
     

• Export or Print the Report. Use the available options to export the report (e.g., PDF, Excel) or to print it for distribution.
  

Application:

Example:

To apply for a business loan, the bank requires documentation of the company’s financial history and cash flow. The CFO coordinates with the accounting team to prepare and review financial statements for the past 12 months, including the Balance Sheet, Income Statement, and Cash Flow Statement. To provide supporting details, a General Ledger report is generated focusing on key accounts: Cash in Bank, Loans Payable, Interest Expense, and Revenue. The reports are exported to Excel and attached to the loan application package.

To generate this:

• Select General Ledger
  • Select General Ledger (Account Name) Report
  • Select Accounts – Cash in Bank, Loans Payable, Interest Expense and Revenue Accounts
• Click Preview and Export in Excel Format.