HOW TO ACCESS YOUR GENERAL LEDGER DETAIL
July 31, 2017
WINSTON-SALEM/FORSYTH COUNTY SCHOOLS FINANCE DEPARTMENT
If you can access the balances in your general ledger accounts through the Sartox
Sunpac© Financial System, you can also see detailed information about every
transaction in your accounts, including the check number used to pay a bill and the date
of the check. The information you are seeing is “up-to-the-minute,” updated every time
we pay your bills in the Finance Department. We think that you may find it useful to
know how to find out more about the transactions charged to each of your accounts.
Account Number Inquiry (Option # 20 on Purchasing Menu)
This option allows you to look at the activity for a certain account number. You cannot change
any information using this program.
Before you enter an account number in the top blank, you will notice an “F6 – Lookup” option
on the bottom of your screen. Try it some time, and you will see another box with a field labeled
“Account,” where you can put in just a portion of an account number and it will find all of the
accounts beginning with that number that you have security access for. Putting in a “1”, for
example, will display every State Fund Account that has been set up for your school, and the
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How To Access Your General Ledger Detail, Cont’d.
available balances for each account.
CURRENT FISCAL PERIODS: Enter the fiscal periods for which you want to see information.
Valid periods are 0 through 13. Period 1 is July and period 12 is June; period 13 is used for
auditing entries. This field will default to the current fiscal period.
Once you enter the account number and the fiscal periods, the following information will be
displayed:
Use the "F5" key to proceed to the detail screen.
This screen allows you to look at the ledgers for the account number. The system does not allow
you to change any information shown using this program.
Ledger (B/E/T):
Enter the letter of the ledger you want to see.
Enter a "B" to see budgets and budget amendments.
Enter an "E" to see purchase order encumbrance activity.
Enter a "T" to see transactions (expenditures and revenues).
Trans Date Range:
Enter the date range of transactions at which you would
like to look.
Ln:
Displays the line number. Every debit and every credit has
a different line number.
(excerpted from the SARTOX General Ledger Manual)
How To Access Your General Ledger Detail, Cont’d.
Tx Date:
Displays the date the transactions shows in the ledger.
Jrnl:
Displays the journal and transaction type.
Reference Info:
Displays reference information containing the batch
number and a brief description of the transaction.
Amount:
Displays the amount field shows the amount of each line,
and tells you whether it is a debit or a credit.
Beginning Balance:
Displays the amount of your budget that you have
remaining at the beginning of the fiscal period.
Ending Balance:
Displays the ending balance of this particular transaction.
Review Line Number:
Enter the line number that you want to view in more detail.
To get to the next screen, enter the line number you want to see in more detail and press “Enter.”
(excerpted from the SARTOX General Ledger Manual)
How To Access Your General Ledger Detail, Cont’d.
Admin:
The administrative unit number is used for reporting
purposes. This will default from the system file.
Trans Number:
This information defaults from the previous screen.
Seq No:
This information defaults from the previous screen.
Account:
This information defaults from the previous screen.
Fiscal Period:
Displays the fiscal period in which this transaction was
posted.
Trans Date:
Displays the date that shows on the ledger as the posting
date.
Bank Acct #:
If a bank account number is used in this transaction, then it
is displayed here. If this transaction does not require a
bank account number, then this field will be blank.
Jrnl:
Displays the journal in which this transaction is posted.
This field refers to the system in which the transaction
occurred such as PR for payroll.
Batch:
Displays the batch number the transaction was assigned.
Trans Type:
Displays the transaction type. Refer to the transaction
definition report for descriptions.
Ledger Type
Displays the ledger type that you entered. It will be "B" for
Budget, "E" for Encumbrance, or "T" for Transaction.
Vendor:
(excerpted from the SARTOX General Ledger Manual)
How To Access Your General Ledger Detail, Cont’d.
If the transaction involves a purchase order or an invoice,
then the vendor number will be displayed here. If the
transaction is a journal entry then this field will be blank.
PO/Req #:
If the transaction involves a purchase order or a requisition
then the purchase order number or the requisition number
will be displayed here. If the transaction does not involve a
purchase order or requisition then this field will be blank.
Line #:
If the transaction involves a purchase order then the
purchase order line number will be displayed here. If the
transaction does not involve a purchase order then this field
will be blank.
Invoice No
If the transaction involves an invoice then the invoice
number will be displayed here. If the transaction does not
involve a purchase order then this field will be blank.
Inv Line No:
If the transaction involves an invoice then the invoice line
number will be displayed here. If the transaction does not
involve an invoice then this field will be blank.
Dept No:
Displays the department number. This field is not currently
used by SunPac®, but the user can enter information for
their own benefit.
Check Type:
The type of check used is displayed.
Check Form:
The check form used is displayed.
Chk/Rcpt No:
The check or receipt number used/entered is displayed.
Transaction Amount:
Displays amount of this sequence for this transaction.
Comment:
Displays the comment that was entered.
(excerpted from the SARTOX General Ledger Manual)
How To Access Your General Ledger Detail, Cont’d.
Date of Last Update:
This is audit information. Displays the date the transaction
was last updated.
Username:
This is audit information. Displays the name of the user
who made the last update.
Time of Last Update:
This is audit information. Displays the time the last update
took place.
Program:
This is audit information. Displays the name of the
program that made the last change.
Source System:
This is audit information. If the data was last changed by a
program other than SunPac®, the system will store the
program name here for your information.
(excerpted from the SARTOX General Ledger Manual)