GL Research

GL Research provides you with a powerful tool for investigating general ledger transactions and troubleshooting financial discrepancies. Use GL Research to search for specific transactions, analyze GL activity by date range or GL code, and identify the source of financial imbalances in your association's accounting records.

Contents

• GL Research Page
• Search for GL Transactions
  • Understanding GL TranID
• Export GL Research Data
• Troubleshooting with GL Research
  • Finding Transaction Sources
  • Matching Transactions
• Help

GL Research Page

Navigate to Accounting > GL Research to access the GL Research page. 

This page displays all general ledger transactions with detailed information to help you track and analyze financial activity. It includes several key columns that provide transaction details:

• Date: The transaction date
• GL Code: The general ledger account code
• Description: Transaction description
• Amount: Transaction amounts
• GL TranID: Transaction type identifier
• Ledger ID: Unique ledger identifier for matching transactions

Search for GL Transactions

You can filter GL Research results to find specific transactions or investigate financial discrepancies.

Note: When troubleshooting financial discrepancies, start with a narrow date range to identify when the issue first occurred, then expand your search as needed.

To search for GL transactions:

1. Navigate to Accounting > GL Research.
2. Set your search criteria:
   • Date Range: Enter the start and end dates for your search period.
   • GL Code: Enter the specific GL account code you want to research.
   • Additional Filters: Use column filters to narrow your results further.
3. Click Search to display the filtered results.
   The search results show all transactions that meet your criteria, allowing you to analyze activity for specific accounts or time periods.

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Understanding GL TranID

The GL TranID column helps you identify the type of transaction and where to find more details. Each TranID number corresponds to a specific transaction type:

• 0: Historical transaction from import during conversion
• 9: GL entry transaction
• 10: Transfer transaction
• 100: Owner payment transaction
• 101: Invoice transaction

Understanding these TranID codes helps you quickly identify the transaction source and navigate to the appropriate screen for additional details or corrections.

Export GL Research Data

You can export GL Research results to Excel for further analysis or record-keeping.

To export GL Research data:

1. Set your search criteria and filters on the GL Research screen.
2. Add any additional columns you need, such as:
   • XN: Action Item Number for unique identification.
   • Ledger ID: For matching transactions across different reports.
3. Click Export to Excel.
   The Date screen displays.
4. Specify Start and End Dates for the transaction data to include in the export. 
   Ensure that these dates match those on the screen if you want to export your current filtered view.
5. Click Export.
   The exported file contains all visible columns and filtered data (as long as the specified dates in the Date screen match the filtered view on the GL Research screen), making it useful for detailed analysis or comparison with other financial reports.

Troubleshooting with GL Research

GL Research is essential for identifying and resolving financial discrepancies. Use these techniques in this section to troubleshoot common issues:.

Finding Transaction Sources

When investigating financial imbalances:

1. Use the Home > Financial Summary screen to identify which periods show discrepancies.
2. Navigate to Accounting > GL Research and filter by the specific GL code and date range where the issue occurred.
3. Review the transaction descriptions and GL TranID codes to identify potential problems such as:
   • Deleted payments on homeowner accounts
   • Incorrect GL entries
   • GL entries attached to Post Items or Misc Check processing
   • Journal entries with incorrect GL codes

Matching Transactions

For complex troubleshooting:

1. Export GL Research data with the Ledger ID column included.
2. Export corresponding reports (such as Bank Register) with matching date ranges.
3. Compare Ledger IDs between reports to identify mismatched transactions.
4. Sort both reports by Ledger ID to ensure matching dollar amounts for each transaction group.

Common Issues to Look For:

• GL entries with incorrect codes: Review journal entries where similar GL codes may have been confused (e.g., Accounts Payable vs. Accrued Expense).
• Timing differences: Check for transactions where payment dates don't align with expense dates.
• Deleted or voided transactions: Look for transactions that may have been improperly handled.

Note: If you cannot identify the source of a financial discrepancy after following these troubleshooting steps, contact Vantaca Support with detailed information about your investigation and the steps you have already taken.

Helpful Tip: If you want to view totals for a specific GL, drag and drop the GL Code column into the header at the top of the page. You will then see the totals for the selected GL in the bottom right of the page. 

Help

For additional assistance with GL Research or financial troubleshooting, refer to the following resources:

• AR Out of Balances article for accounts receivable discrepancies
• AP Out of Balances article for accounts payable issues
• Operating Out of Balances article for bank reconciliation problems

Contact Vantaca Support if you need help resolving complex financial discrepancies or have questions about specific GL transactions.

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FAQ

Q: How can I view all associations within the GL Research screen?

A: You cannot view all associations at once in the GL Research screen. While the Association Search window includes a Select All Association button, selecting it will not generate results. This screen is designed to display data for one association at a time.