General Ledger Report

General Ledger Report Overview

The General Ledger Report in SapphireOne PayRoll/HR Mode generates a detailed report for all General Ledger accounts within the users datafile. This is useful for checking that the correct General Ledger accounts have been used for the appropriate expenses and liabilities. 

When the General Ledger Report is selected from the PayRoll/HR Reports menu, SapphireOne will present a print dialog screen for the user to select and customise the criteria and data they would like included within the report.

Print Destination Menu

The Print Destination Popup Menu allows the user to choose the destination for the Report, and select from the options which include Printer, Custom Report, Quick Report and Labels.

Printer  Tells SapphireOne to send the report straight to the Printer. 
Custom Report  This allows the user to create a custom designed report. Once it has been created the user will be able to use this option from the Print Destination menu. 
Quick Report  Selecting this option will open the Sapphire Quick Report function. 
CSV This outputs a CSV file that may be opened by an external spreadsheet application.

SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for anybody doing data entry within SapphireOne. Any data entry field that the user can type into using a keyboard, they can use this feature.

They can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client and they have just made a phone call to that particular client using the Softphone technology, this will automatically date and time stamp the contact and the phone number you called to. As soon as the call is completed or finished, the user has the ability to use the Speech to Text (Windows) function or Dictation (MacOS) function and dictate into the memo field of the CRM contact, adding as much description as they require.

This functionality applies across every single Data Entry screen. For example, if the user is entering a Vendor Invoice (VI) and they want to add a memo within the Vendor Invoice (VI), the user can simply dictate the memo. Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account when the user is completing data entry using a General Ledger, there’s always a unique memo field for each General Ledger account line, the user can utilise this feature to quickly add the information they need to add. Additionally, if you’ve got an interview with an employee and after the interview process is completed the user is able to make notes about the employee.

Speech to Text or Dictation is an extremely powerful tool and it’s something that we at SapphireOne as well as our clients utilise daily. It is a massive timesaver. 

Report Type Menu

Selecting the Report Type Popup Menu option will enable the user to print different layout styles of the Details Report.

One Liner This is a simple report giving contact information. 
Two Liner This expands on the above report with basic address details. 
Four Liner This report gives full address details. 
Loan Progress This generates a General Ledger Loan report for each General Ledger account, including details such as Interest, Liability Remaining, Interest Remaining.
Audits Base Style This option enables the user to generate a Basic Audit report for the General Ledger. During the process the user will be asked if instead of printing it, SapphireOne will generate a CSV file which may be opened with any spreadsheet program.
Audits Full Style This option enables the user to generate a Full Audit report for the General Ledger. During the process the user will be asked if instead of printing it, SapphireOne will generate a CSV file which may be opened with any spreadsheet program. 
Audits Old Full Style This option enables the user to generate a Full Audit report for the General Ledger with legacy styling. During the process the user will be asked if instead of printing it, SapphireOne will generate a CSV file which may be opened with any spreadsheet program. 

Report Sort Order Menu

The Report Sort Order Menu allows the user to select from various sorting methods and criteria to organise data in different sequences while still maintaining the same fundamental report format. The user can sort data by:

No Sort This will display the Details Report in the order they are displayed.
By Account ID  Sorted and totalled by each General Ledger Account ID.
By UDF 1 Sorted and totalled by UDF-1.
By Alternate ID Sorted and totalled by Alternate ID.
By Class This will sort the order of the data by Class.
By Department This will sort the order of the data by Department.

Report Selection Options

All Records  This will display all transaction records, including inactive records.
By Department This will sort the data by Department.

Report Buttons

Print button Select this button to Print the Report.
Cancel button Select this button to Cancel the Report.
Record List Button Selecting this button brings up a list of all inventory items within the users SapphireOne data file. The user can then use the ‘command/F’ and ‘ctrl/F’ search function to search for the inventory item to be printed.
Options Button When active, the Options Button allows for even further customisation of the Report.
Queue Button Selecting this button will put the report in a Queue, allowing the user to select the time and day for the report to run and print.
Background Button Selecting this button allows the user to run the report in the background of the SapphireOne server, allowing the user to continue with other tasks while the report is generating.

The user also has the option to create custom reports using SapphireOne Quick Reports or Custom Reports. 


You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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