Reviewing General Ledger History

The GL History window lets you view prior day, current day and ACH reject/return history. To access the GL History window, click General Ledger within the Accounting menu on the Portico Explorer Bar. On the General Ledger menu bar, click GL Information, then click GL History.

The GL field in the History Options section on the Credit Union Profile - History/Reversals tab determines how long Portico will retain the activity on a GL account. History can be retained for 45, 90, 120, or 180 days. If you change the number of history retention days to a lesser number of days, the system will purge the old history. For example, if you change the history retention days from 180 to 90, the system will purge any activity that is older than 90 days.

How do I? and Field Help

Click the Prior Day's History option to view general ledger account history prior to the current day.

Click the Current Day History option to view general ledger transaction history for the current day. The following activity is not displayed in the current day general ledger history:

Teller cash general ledger account 739200
Interbranch clearing general ledger account 998xxx
Any general ledger account on the share, loan or certificate processing rules.

Click the ACH Reject/Return History option to view ACH rejects and returns.

The GL History - Prior-Day window displays the general ledger account history prior to the current day.

GL History - Prior Day

The GL History – Current Day window displays general ledger transaction history for the current day.

GL History - Current Day

You can refine your search criteria for general ledger history using the Selection Criteria group box. You can select a range of these options, or perform a search based on a single value. Portico suggests that you include the following options in your scan criteria: branch, general ledger, business date, and effective date. A slower response time could occur if you do not include these options.

Field	Description
Beg/End Branch	To search for a specific branch, enter the branch in the Beg Branch field. To specify a branch range, enter a beginning branch in the Beg Branch field. Then, enter an ending branch in the End Branch field. Length: 3 numeric Keyword: SR (beginning branch) and ER (ending branch)
Beg/End GL Account	To search for a specific general ledger account number, enter the general ledger account in the Beg GL Account field. To specify a general ledger account number range, enter a beginning general ledger account number in the Beg GL Account field. Then, enter an ending general ledger account number in the End GL Account field. Not valid for Current Day History. Length: 6 numeric Keyword: SG (beginning GL) and EG (ending GL)
Beg/End Code	To search for a specific product code, enter the product code in the Beg Code field. To specify a product code range, enter a beginning product code in the Beg Code field. Then, enter an ending product code in the End Code field. Type two asterisks (**) to select blank product codes. Not valid for Current Day History. The Beg/End Code fields will appear if your credit union has Teller Administration Level 3. Product codes for Teller Administration compound transactions will not appear. Length: 2 alphanumeric Keyword: SP (beginning product code) and EP (ending product code)
Beg/End Business Date	To search for a specific business date, click the Beg Business Date down arrow to select the business date from the calendar or enter the date in MM/DD/YYYY format. To enter a business date range, click the Beg Business Date down arrow to select a beginning business date from the calendar or enter the date in MM/DD/YYYY format. Then, click the End Business Date down arrow to select an ending business date from the calendar or enter the date in MM/DD/YYYY format. When the Effective Date Order option is selected and the Daily Totals & Balances check box is selected, you cannot specify a business date range. Not valid for Current Day History. Keyword: SB (beginning business date) and EB (ending business date)
Beg/End Effective Date	To search for a specific effective date, click the Beg Effective Date down arrow to select the effective date from the calendar or enter the date in MM/DD/YYYY format. To enter an effective date range, click the Beg Effective Date down arrow to select a beginning effective date from the calendar or enter the date in MM/DD/YYYY format. Then, click the End Effective Date down arrow to select an ending effective date from the calendar or enter the date in MM/DD/YYYY format. When the General Ledger Order option, the Branch Order option, or the Business Date Order option is selected and the Daily Totals & Balances check box is selected, you cannot specify an effective date range. Not valid for Current Day History.
Beg/End Debit Amount	To search for a specific debit amount, enter the debit amount in the Beg Debit Amount field. To specify a debit amount range, enter a beginning debit amount in the Beg Debit Amount field. Then, enter an ending debit amount in the End Debit Amount field. Not valid for Current Day History. Length: 16 numeric including decimal Keyword: SD (beginning debit amount) and ED (ending debit amount)
Beg/End Credit Amount	To search for a specific credit amount, enter the credit amount in the Beg Credit Amount field. To specify a credit amount range, enter a beginning credit amount in the Beg Credit Amount field. Then, enter an ending credit amount in the End Credit Amount field. Not valid for Current Day History. Length: 16 numeric including decimal Keyword: SC (beginning credit amount) and EC (ending credit amount)
Beg/End CAN	To search for a specific CAN, enter the CAN in the Beg CAN field. To specify a CAN range, enter the lowest CAN in the Beg CAN field. Then, enter the highest CAN in the End CAN field. Length: 5 numeric Keyword: SA (beginning CAN) and EA (ending CAN)
Beg/End Teller	To search for a specific teller number, enter the teller number in the Beg Teller field. To specify a teller number range, enter a beginning teller number in the Beg Teller field. Then, enter the ending teller number in the End Teller field. Type two asterisks (**) to select blank teller IDs. Not valid for Current Day History. Length: 2 alphanumeric Keyword: ST (beginning teller) and ET (ending teller)
Beg/End Txn	To search for a specific transaction code, enter the transaction code in the Beg Txn field. To specify a transaction code range, enter a beginning transaction code in the Beg Txn field. Then, enter the ending transaction code in the End Txn field. Not valid for Current Day History. Back-Office Transaction Codes: Share Drafts: 040 Share Draft Request 260 Adjustment on return items processed on Share Draft Exception Items window and G/L Adjust field is Y on 450 Report Rules 747 Adjustment on return items processed on Share Draft Exception Items window Payroll/ACH: 482 Payroll/ACH Payroll posting via the Payroll Posting Summary window 483 ACH Posting, no distributions Indirect Lending: 530 Upfront Reserve posting 531 Chargeback for early payoff 532 Chargeback for early chargeoff 533 Amortization of upfront reserves 534 Payments to dealer member numbers Length: 3 alphanumeric Keyword: SX (beginning transaction code) and EX (ending transaction code)
Debits	Select this check box to display debit amounts. Keyword: DR
Credits	Select this check box to display credit amounts. Keyword: CR
Daily Totals & Balances	Select this check box to display the daily debit and credit total and ending balance for the specified general ledger account. These totals and balances include back-office activity. If selected, the Debits and Credits check boxes must be selected. You cannot specify product code, debit amount, credit amount, CAN, teller ID, or transaction code ranges. Running totals will not be displayed on the GL History window. Transactions with the current business date will be included in the debit and credit totals and the ending balances after the current night's back-office cycle. For example, if a payroll posts the morning of 11/3, the transactions will not be included in the totals on the GL History window until after the back-office cycle for 11/3. The amount of the auto-close for each general ledger account affected will be included in that day's debit and credit totals. The message *AUTO CLOSE will appear on the total line indicating an auto-close has taken place. General ledger accounts will display debit and credit totals if activity has occurred. If there is no back-office activity and no online activity for a specific day, totals and balances will not appear. Live Day Totals: If the Effective Date Order option is selected, the debit and credit total amounts will include the beginning balance of that day prior to any general ledger transaction processing. Not valid for Current Day History. Keyword: TL

The GL History window automatically displays the history in GL account number order; or, you can select effective date order, business date order, or branch order (Keyword: OR).

Click the General Ledger Order option to view the general ledger history in the general ledger account number order.
Click the Branch Order option to view the general ledger history in branch order.
Click the Business Date Order option to view the general ledger history in business date order.
Click the Effective Date Order option to view the general ledger history in effective date order.

If Portico searches 50,000 records using the search criteria specified and no matches are found, the following system message will appear: “Maximum number of records searched. Refine your search or click More to search additional general ledger history records.” You can refine your search criteria or click More to search additional records. When all records have been searched, the “No history transactions available for selection” message will appear and the More button will no longer display.

Depending on the search criteria you enter and the number of GL records, the system message and the More button may or may not appear. For example…

You could search for a debit and credit amount of .01. A More button will appear, but the system message will not appear. Click More button to display all the records.
You could search for a random debit and credit amount, such as 99,999.22. The system message and the More button will appear. You must click More to search the remaining GL records. When all records have been searched, the “No history transactions available for selection” message will appear and the More button will no longer display.

Click the export icon to export the information to Microsoft Excel. Click the printer icon to print the history information. (Keyword: PR)

The total of the debit and credit columns for the selected activity appear at the bottom of the window. Totals accumulate as you scroll forward and decrease as you scroll back. The printed version has one total for the whole report.

Click Search to display the general ledger history that meets the selection criteria. Click Reset to clear the fields in the Selection Criteria group box.

The General Ledger History - Prior Day and Current Day grids contain the following information:

Column Heading	Description
Br	The branch corresponding with the general ledger account number. Length: 3 numeric Reporting Analytics: General Ledger » GL History » BRANCH
GL Account	The general ledger account number. When adding a general ledger account, consult the National Credit Union Association (NCUA) chart of accounts to ensure that the assigned number properly categorizes the account. This number dictates whether the Portico general ledger system classifies the account as income, expense, asset, liability, or capital. Portico does not allow a general ledger account number beginning with 0, 5, or 6. Length: 6 numeric (XXX-XXX format) The activity for the 729100 general ledger account contains online activity, but not the back-office activity. Reporting Analytics: General Ledger » GL History » ACCOUNT NUMBER
PC	The product code associated with the general ledger account number. Reporting Analytics: General Ledger » GL History » PRODUCT CODE
Business Date	The business date of the GL entry. Reporting Analytics: General Ledger » GL History » BUSINESS DATE
Effective Date	The effective date of the GL entry. Reporting Analytics: General Ledger » GL History » EFFECTIVE DATE
Debit Amount	The debit amount of the GL entry. Reporting Analytics: General Ledger » GL History » DEBIT AMOUNT
Credit Amount	The credit amount of the GL entry. Reporting Analytics: General Ledger » GL History » CREDIT AMOUNT
CAN	The computer-assigned number for the GL entry. Reporting Analytics: General Ledger » GL History » CAN
TL	The teller number associated with the GL entry. Reporting Analytics: General Ledger » GL History » TELLER ID
Txn	The Portico Host transaction number indicating the type of GL entry. Reporting Analytics: General Ledger » GL History » TXN CODE
Description	The description of the GL entry Reporting Analytics: General Ledger » GL History » ENTRY DESCRIPTION
View	You can access receipt images by clicking the icon button in the View column. To view journal voucher receipts from the GL History – Prior Day window, you must belong to the ImagingDocuments – GL Financial Transactions Repository security group or belong to a security group with the ImagingDocuments – User Can Access GL Financial Transactions Repository security permission. If you do not belong to a security group with the ImagingDocuments – User Can Access GL Financial Transactions Repository security permission, the View column will not appear. Not every journal voucher entry identified with a 703 or 705 transaction code in the Txn column will have an icon button in the View column. Some financial transactions create a journal voucher entry behind the scenes, but the receipt is kept with the originating transaction. Examples of these transactions are: Transactions – Bond Redemption tab (ALB) Transactions – Deposits, Withdrawals Payments, and Transfers tab (ALD) Transactions – Money Orders tab (ALM) Transactions – Traveler’s Checks and Miscellaneous Tracked Forms tab (ALT) Balancing and Close tab (ATS) Shared Service Center – Transaction tab (SBC) The view receipt image icon will appear on the GL History – Prior Day window for journal voucher transactions (703 and 705 transactions) that were created before the November 2010 release. These transactions do not have an imaged receipt. A message will appear if you click the view receipt image icon on these entries.

The GL History – ACH Rejects/Return Items window displays all rejected ACH items and/or returned items for GL accounts (transaction codes 42 and 47) for the past two years.

GL History - ACH Rejects/Return Items

Enter a general ledger account number in the Account Number field. Then, click the Branch down arrow and select the corresponding branch. Click Search.

You can refine your search criteria for ACH reject and return general ledger history using the Selection Criteria group box...

Field	Description
Account Number	The general ledger account number. When adding a general ledger account, consult the National Credit Union Association (NCUA) chart of accounts to ensure that the assigned number properly categorizes the account. This number dictates whether the Portico general ledger system classifies the account as income, expense, asset, liability, or capital. Portico does not allow a general ledger account number beginning with 0, 5, or 6. Length: 6 numeric (XXX-XXX format)
Branch	Click the down arrow to select the corresponding branch.
Earliest/Latest Date	To search for a specific date, click the Earliest Date down arrow to select the date from the calendar or enter the date in MM/DD/YYYY format. To enter a date range, click the Earliest Date down arrow to select a beginning date from the calendar or enter the date in MM/DD/YYYY format. Then, click the Latest Date down arrow to select an ending date from the calendar or enter the date in MM/DD/YYYY format. Keyword: SE (beginning effective date) and EE (ending effective date)
Amount	To specify an ACH amount, enter the ACH amount in the Amount field. Length: 14 numeric
OFI R/T	To specify the routing and transit number for the originating financial institution, enter the routing and transit number in the OFI R/T field.
Date Order	Click the Descending Date Order option to display the ACH rejects and returns in descending date order. Click the Ascending Date Order option to display the ACH rejects and returns in ascending date order. Keyword: OR

The General Ledger History - ACH Rejects/Return Items grid contains the following information:

Column Heading	Description
Reject Date	The date the ACH item was rejected and appeared on the 170 Report and ACH Exception Items window.
Txr	The NACHA transaction code associated with the ACH item. The system will convert the incoming ACH transaction code to the appropriate transaction code. Valid options are: 05 - Loan Advance 22 - Credit to share draft/checking - valid for micro-entries, valid receiving transaction for same-day outgoing ACH credit item 23 - Prenote or ENR of credit to share draft checking 24 - Acknowledgment to share draft/checking 27 - Debit to share draft/checking - valid for micro-entries, valid back-office transaction for Person-to-Person (P2P) credit transactions and same-day outgoing ACH debit items. 28 - Prenote of debit to share draft/checking - valid receiving transaction for micro-entries, frequency must be Request, and effective date must be 3 business days in the future. 32 - Credit to shares/savings - valid for micro-entries, valid receiving transaction for same-day outgoing ACH credit item 33 - Prenote or ENR of credit to shares/savings 34 - Acknowledgment to shares/savings 37 - Debit to shares/savings - valid for micro-entries, valid back-office transaction for Person-to-Person (P2P) credit transactions and same-day outgoing ACH debit items. 38 - Prenote of debit to shares/savings - valid receiving transaction for micro-entries, frequency must be Request, and effective date must be 3 business days in the future. 42 - Automated general ledger deposit (credit) - valid receiving transaction for same-day outgoing ACH credit item 43 - Prenotification of general ledger credit authorization 47 - Automated general ledger payment (debit) - valid back-office transaction for same-day outgoing ACH debit items. 48 - Prenotification of general ledger debit authorization 52 - Automated loan account deposit (credit) - valid receiving transaction for same-day outgoing ACH credit item 53 - Prenotification of loan account credit authorization 54 - Acknowledgment to loan 55 - Debit to loan (reversal only) Length: 2 numeric Keyword: TC
E/C	The error code associated with the ACH NSF/return item.
Company Name	The name of the originating financial institution as it should appear at the receiving institution. The company name, OFI, and/or company ID can be used as the criteria for posting ACH. The company name can be used in addition to the OFI and/or company ID to post ACH or in place of the OFI and/or company ID. You can leave this field blank if posting by company ID and/or OFI. To post by company name only on the Member Transfer File Information dialog box, specify the company name in this field. The company name must be an exact match to the company name appearing on the ACH file. Leave the Originating Financial Institution and Company ID fields blank. On the ACH Processing Options window: To post by company name only, specify the company name in this field. The company name must be an exact match to the company name appearing on the ACH file. Leave the Originating Financial Institution field blank. In the Company ID field, enter zeroes. The Post by Company Name check box must be selected on the Credit Union Profile – ACH/Payroll tab to post ACH items through the post by company name only table first. To post by batch description, specify the batch description in this field. The batch description must be an exact match to the batch description appearing on the ACH file. Leave the Originating Financial Institution field blank. In the Company ID field, enter zeroes. The Post by Batch Description check box must be selected on the Credit Union Profile – ACH/Payroll tab to post ACH items through the post by batch description table first. If the Match On field is Batch Description on the ACH Processing Options window, Portico will only allow 10 characters in the field. Length: 16 alphanumeric Keyword: CN
Co ID	The unique company ID of the originator of the ACH transaction. The originator can be the credit union or the company sending the ACH item. For ACH scheduled transfers, you can leave this field blank if posting by company name and/or OFI. On the ACH Processing Options window, enter zeroes in this field if posting by company name or batch description. Length: 10 alphanumeric Keyword: CI
Amount	The amount of this ACH transaction. A valid ACH transaction amount can be 0 through 99,999,999.99. Length: 11 numeric including decimal Keyword: AM You can view the available balance after posting the item by moving your mouse over the Amount field.
OFI R/T	The routing and transit number of the originating financial institution for an ACH transaction. Length: 8 numeric Keyword: OR
Draft Serial	The serial number associated with the ACH item. Length: 15 alphanumeric
Trace #	The trace number assigned by the originating institution. Length: 7 alphanumeric Keyword: TR
RC	The return code associated with the ACH NSF/Return. Click here to view a list of valid return codes. Keyword: RC
Process Date	The date the ACH NSF/Return was processed.

General Ledger Effects: none | Related Reports: General Ledger Journal and Trial Balance Reports 280, 282, 284, and 285

Portico Host: 787, 788, 789

Additional Reporting Analytics Query Items:

Reporting Analytics: General Ledger » GL History » CYCLE DATE

Reporting Analytics: General Ledger » GL History » NUMBER OF CREDITS

Reporting Analytics: General Ledger » GL History » NUMBER OF DEBITS

Reporting Analytics: General Ledger » GL History » GL BALANCE

Reporting Analytics: General Ledger » GL History » Sequence Number

Reporting Analytics: General Ledger » GL History » CUID