--- title: "GL Activity Report" slug: "gl-activity-report" status: "new" updated: 2026-11-04T22:39:26Z published: 2026-11-05T12:00:00Z canonical: "docs.restaurant365.com/gl-activity-report" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # GL Activity Report GL Activity is a report that shows the activity in GL accounts over a date range, including beginning balance, debits, credits, net change, and ending balance. Accounts can be grouped by location, legal entity, week, or period. Selecting an amount opens the transactions behind it in GL Activity Detail. GL Activity is separate from [GL Account Detail](/doc/docs/gl-account-detail) and [Trial Balance](/doc/docs/trial-balance). Users must have GL Activity in their assigned report role to run it. Reports include only the locations and legal entities assigned to the user in their user profile. Learn more in [My Reports Overview](/doc/docs/my-reports-overview). --- ## Navigation GL Activity is in the Statements section of the Accounting tab. The My Reports search bar can be used to search R365's entire catalog of reports. 1. Open the **Reports** app. 2. Navigate to **My Reports**. 3. Enter all or part of the report name in the **search bar**. 4. The **Results** tab will open with the list of search results. 5. From beneath the report name, click **Run** to run the report with the selected report view. -OR- Click **Customize** to adjust the report parameters and run the report. ![Overview of report options in Restaurant365 with highlighted run and customize buttons.](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/report.png?sv=2026-02-06&spr=https&st=2026-11-05T14%3A32%3A34Z&se=2026-11-05T15%3A32%3A34Z&sr=c&sp=r&sig=kJdElR1ubBGWNeI5Eqs8vEHdY19lX4hasYDTuvwhb10%3D) --- ## Report Parameters ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WDLZT5XP.png?sv=2026-02-06&spr=https&st=2026-11-05T14%3A32%3A34Z&se=2026-11-05T15%3A32%3A34Z&sr=c&sp=r&sig=kJdElR1ubBGWNeI5Eqs8vEHdY19lX4hasYDTuvwhb10%3D) | Parameter | Description | | --- | --- | | Filter By | A list of all filter categories. Filter categories will vary based by report. | | Filter | A list of filter options determined by the 'Filter By' category selected. | | Calendar | Selects the Fiscal or Operational calendar. When Date Type is set to Week or Period, the weeks or periods you can select come from the calendar you choose here. Week and period groupings, fiscal year boundaries, and Year End Close follow the fiscal calendar of the legal entity with the longest fiscal calendar, for all locations. See [Fiscal and Operational Calendars in Reports](/doc/docs/which-calendar-is-used-on-each-report). | | Date Type | Selects how the report dates are chosen: Custom Date Range, Week, or Period. | | Start | The first date of the report. Select Today or Yest. to enter a date, or select the calendar icon to choose a date. | | End | The last date of the report. Select Today or Yest. to enter a date, or select the calendar icon to choose a date. | | Account View | Selects how accounts are listed in the report. Account lists each GL account in its parent and child hierarchy. Options include, Account, GL Type, Operational Report Category, and Custom Fields (custom fields are determined by how custom fields are configured). The account view groups the GL accounts by the selection. | | View Type | Selects which amount columns appear in the report. Select one or more of Beginning Balance, Debit, Credit, Net Change, and Ending Balance, or use Select All to show all five. | | Row | Adds a grouping to the report rows. Options are None, Location, Legal Entity, Week, and Period. | | Column | Adds a grouping across the report columns. Options are None, Legal Entity, Week, and Period. When Column is set to the same option as Row, the report ignores the Column selection and runs with None. | | Approval Status | Selects which transactions to include based on approval status: Unapproved, Approved, or Both. | | Account | Limits the report to selected GL accounts. All includes every account. | | Calculate To 4 Decimals | Shows amounts to four decimal places instead of two. Select Yes to turn this on. | | Include Stat Accounts | Includes [statistical accounts](/doc/docs/gl-accounts-statistical-accounts) in the report. The report does not include statistical amounts in dollar totals. | | Detail View | Adds total rows for the selected groupings. Options are None, Show Week Total, Show Period Total, Show Week and Period Total, Show Location Total, Show Week and Location Total, Show Period and Location Total, and Show Week, Period and Location Total. | | Hide Zero Balances | Hides accounts and groups with a zero balance. | | Exclude GL W/Out Activity | Hides GL accounts that have no transactions in the date range. | --- ## Report Layout ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-2WO5WOCY.png?sv=2026-02-06&spr=https&st=2026-11-05T14%3A32%3A34Z&se=2026-11-05T15%3A32%3A34Z&sr=c&sp=r&sig=kJdElR1ubBGWNeI5Eqs8vEHdY19lX4hasYDTuvwhb10%3D) The report header shows the report name and date range. Each View Type selected appears as a column. When a View Type is not selected, it will not appear in the report. The image above reflects all view types selected. Selecting Row or Column adds groupings by location, legal entity, week, or period. | Column | Description | | --- | --- | | Account | The GL account number and name. Parent accounts appear in bold with their child accounts indented below, followed by a Total row for the parent. | | Beginning Balance | The account balance at the start of the report dates. For balance sheet accounts, this includes all prior history. For profit and loss accounts, this starts from the first day of the fiscal year that contains the Start date. | | Debit | The sum of debits posted to the account in the report dates. | | Credit | The sum of credits posted to the account in the report dates. | | Net Change | The sum of debits minus the sum of credits in the report dates. | | Ending Balance | The account balance at the end of the report dates. For balance sheet accounts, this includes all history. For profit and loss accounts, this is the year-to-date balance of the fiscal year that contains the End date. | > [!NOTE] > When a fiscal year closes, the profit and loss balances roll into retained earnings through Year End Close. Because of this, retained earnings stays correct even when other filters hide accounts. Learn more in [Year-End Close](/doc/docs/year-end-close). > [!NOTE] > Transactions the user does not have access to show on the report without amounts. --- ## GL Activity Detail Select an amount in the GL Activity report to open GL Activity Detail, which lists the transactions behind that amount. Selecting an amount on a parent account Total row lists the transactions for the parent and its child accounts. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WW3LR58W.png?sv=2026-02-06&spr=https&st=2026-11-05T14%3A32%3A34Z&se=2026-11-05T15%3A32%3A34Z&sr=c&sp=r&sig=kJdElR1ubBGWNeI5Eqs8vEHdY19lX4hasYDTuvwhb10%3D) The GL Activity Detail header shows the account, the date range, the beginning balance, the ending balance, and the legal entity and fiscal year dates of the calendar the report uses. | Column | Description | | --- | --- | | Date | The transaction date. | | Type | The transaction type, such as AP Payment or Bank Expense. | | Number | The transaction number. Appears as a link. Clicking the link will open the transaction in a new tab. | | Vendor / Customer | The vendor or customer on the transaction. Blank when the transaction has neither. | | Location | The location number and name. | | Legal Entity | The legal entity of the transaction. | | Comment | The comments entered on the transaction and its lines. | | Debit | The debit amount of the line. | | Credit | The credit amount of the line. | | Amount | The debit amount minus the credit amount. Negative amounts appear in parentheses. | > [!NOTE] > Restricted transactions hide the transaction number, comment, and amounts. --- ## Email, Export, or Print the Report This report can be emailed, exported, or printed in custom formatting directly from the reporting window. Learn more about how to [send, export, or print this report](/doc/docs/my-reports-send-export-or-print-reports). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-U3S8UCR9.png?sv=2026-02-06&spr=https&st=2026-11-05T14%3A32%3A34Z&se=2026-11-05T15%3A32%3A34Z&sr=c&sp=r&sig=kJdElR1ubBGWNeI5Eqs8vEHdY19lX4hasYDTuvwhb10%3D) --- ### FAQ #### Why does an expected transaction or account not appear in the report? Several parameters remove rows from the report. Approval Status includes Unapproved, Approved, or Both transactions. Hide Zero Balances hides accounts and groups with a zero balance. Exclude GL W/Out Activity hides accounts that have no transactions in the date range. Review these parameters first. Learn more about running reports in [Using My Reports](/doc/docs/my-reports-using-my-reports). #### Can Row and Column use the same grouping? No. When Column is set to the same option as Row, the report ignores the Column selection and runs with None. Location is available for Row only. Column offers None, Legal Entity, Week, and Period. Learn more about report parameters in [Using My Reports](/doc/docs/my-reports-using-my-reports). #### How is GL Activity different from GL Account Detail and Trial Balance? GL Activity shows the beginning balance, debits, credits, net change, and ending balance for each account. It can group the results by location, legal entity, week, or period. Selecting an amount opens the transactions behind it in GL Activity Detail. For other views of account activity, see [GL Account Detail](/doc/docs/gl-account-detail) and [Trial Balance](/doc/docs/trial-balance). #### Why do statistical accounts not appear in GL Activity? Statistical accounts appear only when Include Stat Accounts is set to Yes. Statistical amounts are not included in dollar totals. Learn more in [Statistical Accounts](/doc/docs/gl-accounts-statistical-accounts). #### What is Year End Close in GL Activity? Year End Close moves profit and loss balances into retained earnings when a fiscal year closes. GL Activity applies this roll so retained earnings stays correct, even when other filters hide accounts. Learn more in [Year-End Close](/doc/docs/year-end-close) and [Accounting FAQ](/doc/docs/accounting-faq).