9.3.1. Journal Entry

9.3.1.1. Simple G/L Journal Entry
9.3.1.2. Series G/L Journal Entry
9.3.1.3. Unposted G/L Series Entries

Journal Entry section.

9.3.1.1. Simple G/L Journal Entry

To manually create a simple G/L journal entry, select the "Simple Journal Entry" option. The following screen will appear:

Create Simple G/L Journal Entry

When creating a simple G/L journal entry, you are presented with the following options:

Amount: Specify the monetary value of the transaction.
Dist. Date: Specify the date when you want the simple journal entry to be posted to the General Ledger.
Doc. Type: Displays the system-defined document type (i.e., "JE") used to identify simple journal entries in the General Ledger.
Doc. Number: Specify a Document Number to be associated with the transaction.
Debit: Specify the Debit Account to be used for the transaction record.
Credit: Specify the Credit Account to be used for the transaction record.
Notes: This is a scrolling text field with word-wrapping for entering Notes related to the transaction. This may be a required field, depending on your system configuration.

Note

Your system may be configured to require Notes whenever manual journal entries are posted.

To the far right of the screen, the following buttons are available:

CANCEL: Closes the screen without creating an individual transaction, returning you to the application desktop.
POST: Posts the transaction to the General Ledger.

9.3.1.2. Series G/L Journal Entry

9.3.1.2.1. Series Journal Entry Item

To create a series of G/L transactions, select the "Series Entry" option. The following screen will appear:

Create Series G/L Journal Entry

When creating a series of G/L transactions, you are presented with the following options:

Source

Displays the source module for the transaction.

Document Type

Specify a General Ledger Transaction Type for classifying the series entry.

By default, the Journal Entry (JE) Transaction Type will be used. However, you may select a different type. See Appendix A, Appendix A.

Document #

Enter a Document Number to identify the transaction.

Transaction Series

Display lists transactions in the transaction series.

Totals

Displays the following information:

Debits: Displays total Debits associated with the series. Totals will display in red if Debits and Credits do not balance.

Credits: Displays total Credits associated with the series. Totals will display in red if Debits and Credits do not balance.

Dist. Date

Specify the date when you want the series journal entry to be posted to the General Ledger.

Notes

This is a scrolling text field with word-wrapping for entering Notes related to the transaction. This may be a required field, depending on your system configuration.

Note

Your system may be configured to require Notes whenever manual journal entries are posted.

To the far right of the screen, the following buttons are available:

NEW: Opens screen for creating a new transaction.
EDIT: Enables you to edit highlighted transaction. The edit screen is the same as that for creating a new transaction—except that when editing, the fields will contain transaction information. Double-clicking on a transaction will also bring you to the editing screen.
VIEW: Highlight a transaction and then select this button to reach a read-only view of the "Edit" screen.
DELETE: Highlight a transaction and then select this button to remove the transaction from the list.
CANCEL: Closes the screen without creating a transaction series, returning you to the previous screen.
POST: Posts the transaction series to the General Ledger.

Note

Series entries are always summary posted. In other words, if multiple entries are made for the same Account Number, the balance or summary of these entries will be posted—not each individual entry.

SAVE: Select if you want to save the series transaction for posting at a later time.

9.3.1.2.1. Series Journal Entry Item

To add a new G/L transaction to the series, select the NEW button. The following screen will appear:

Add Transaction to Series

When adding a new G/L transaction item to the series, you are presented with the following options:

Amount

Specify the monetary value of the transaction item.

Sense

Choose one of the following options:

Debit: Select if transaction item Debits specified Account.

Credit: Select if transaction item Credits specified Account.

Account

Specify the Account to be used for the transaction item record.

To the far right of the screen, the following buttons are available:

CANCEL: Closes the screen without adding a new transaction item to the series, returning you to the previous screen.
SAVE: Creates the transaction item and adds it to the series.

9.3.1.3. Unposted G/L Series Entries

To display unposted G/L Series Journal Entries, select the "List Unposted Journal Entries" option. The following screen will appear:

List Unposted Journal Entries

The "Unposted G/L Series Entries" screen displays information on all unposted G/L Series Journal Entries, including distribution date, source module, Document Type, Document Number, reference, Account Number of first Account in series, Debit amount, and Credit amount.

Tip

You may select multiple G/L Series Journal Entries for posting by highlighting them using your mouse—or a combination of your mouse and either the SHIFT or CTRL keys.

To the far right of the screen, the following buttons are available:

CLOSE: Closes the screen, returning you to the application desktop.
PRINT: Runs the report associated with this screen.
NEW: Opens screen for creating a new G/L Series Journal Entry.
EDIT: Enables you to edit highlighted G/L Series Journal Entries. The edit screen is the same as that for creating a new G/L Series Journal Entry—except that when editing, the fields will contain G/L Series Journal Entry information. Double-clicking on a G/L Series Journal Entry will also bring you to the editing screen.
POST: Highlight one—or multiple-- G/L Series Journal Entries, then select this button to post the selected G/L Series Journal Entries.
DELETE: Highlight a G/L Series Journal Entry and then select this button to remove the G/L Series Journal Entry from the list.
VIEW: Highlight a G/L Series Journal Entry and then select this button to reach a read-only view of the "Edit" screen.

Right-clicking on an unposted Voucher in the list of unposted Voucher enables you to select from the following menu options:

Edit G/L Series: Enables you to edit highlighted G/L Series Journal Entries. The edit screen is the same as that for creating a new G/L Series Journal Entry—except that when editing, the fields will contain G/L Series Journal Entry information. Double-clicking on a G/L Series Journal Entry will also bring you to the editing screen.
View G/L Series: Highlight a G/L Series Journal Entry and then select this button to reach a read-only view of the "Edit" screen.
Delete G/L Series: Highlight a G/L Series Journal Entry and then select this button to remove the G/L Series Journal Entry from the list.
Post G/L Series: Highlight one—or multiple-- G/L Series Journal Entries, then select this button to post the selected G/L Series Journal Entries.
Export Contents: Export the data displayed on the screen into a plain-text, TAB-delimited file. This file may subsequently be imported into a spreadsheet or other office tool.