Revised: 11/20/2012
Go to Activities>> GL Journal Entry
A journal entry is one way to get information into the general ledger. A journal entry is done in three steps. First a journal entry is created, then the journal entry edit list is reviewed and finally the journal entry is posted.
Journal entries may be created in Microsoft Excel, version 2003 or later and "dragged and dropped" onto the view.
Lines within the excel file that have zero entered for both the debit and credit fields will not import into the journal.
Blank lines within the import file will stop the import from completing.
If errors are found in the Excel file, the process will be halted and information will be displayed in the Excel file to indicate where the error is.
Leave this field blank when entering a new journal entry and the system will assign the number based upon the last journal entry number shown in General Ledger Settings on the System Information Tab under System Control Numbers.
To view a voucher that has been entered but not posted you may enter the un posted J/E Number or browse to pull up a voucher.
The system will default the user identification to the initials of the person who is logged into the module. The default User ID may be changed to create a unique identification for the journal transaction.
The User ID entered is used as a selection criteria for the edit and posting programs.
For example:
If the initials CJG are entered for several transactions which are saved but not posted and another transaction must be entered, edited and posted before the other transactions. Change the initials CJG to ADJ1 (or a user identification of your choosing) for the User ID as you begin to enter the new journal entry.
Enter a description for the journal entry up to 30 characters in length.
When this field is checked a reversing Journal Entry will be created for the first day of the next accounting period for all transactions in the Journal Voucher when it is posted.
The reversing Journal Entry should be reviewed and then posted.
As each line is entered for the JV, the balance information will change. When you are finished with the journal entry, the balance area should display $0.00 when the journal transaction is in balance. If there is an amount displayed, the transaction is not in balance and will not be posted. If you need to post a one sided (unbalanced) entry, please call the help desk for assistance.
The system will automatically begin to number the lines beginning with 1. You may change the number displayed to retrieve a previously entered line on the journal voucher transaction.
The entry for a line # will not be complete unless you have entered the entire transaction and the line has dropped into the display grid at the bottom of the program.
You may call up a previously entered line by clicking in the edit box for the line in the grid. You may also make changes to any undimmed area in the grid.
You may delete a line that is in the grid by placing the cursor in any undimmed area of the line you want to delete in the grid and click the "Delete" button.
You should see a "Delete this Line" confirmation box. Click "Yes" to delete the line. "No" will not delete the line.
If you see a "Delete this record" confirmation box when you are trying to delete a line always click "No" or you will delete the entire journal entry.
Enter or select the general ledger account number to apply the debit or credit amount to.
Account Numbers with an effective date range will return an "Account Number Entered not Valid for the Date Entered" error message, when an attempt is made to save the line with a transaction date that is not within the account number's effective date range.
When a valid general ledger account number is selected this area will display the description for the general ledger account number and become dimmed which will not allow users to alter the description.
There is a memo field for the line that allows users to enter a more descriptive entry for the transaction.
Select a Source for the transaction. A source is not required; however, it is a way to group entries for a better audit trail. You may also printout or view some reports grouped by source.
Source options:
BC - Bank Credit
BD - Bank Draft
DP - Deposit
IFC - Interfund
INT - Interest
JV - Journal Voucher
Note: When a source of IFC is selected for a line, that line will not interface into the check book.
Enter a reference for the line entry. The reference may be an invoice number, check number, purchase order number, etc. This is not a required field and may be left blank.
Enter or select a transaction date for this entry. A transaction date is required and is the date the debit or credit will be recorded in the general ledger. For accounts linked to a check book, the entry will also be recorded in the selected check book.
This field is provided for users to place a memo for the transaction line being entered. The memo will follow the transaction into the general ledger trial balance report.
Enter the amount for the transaction in either the debit or credit field. The amount entered will either add to or subtract from the balance display field above the entry line.
The line being entered is not completed until it has dropped down into the grid area below the entry line.
As lines are completed, they will drop down into the display grid. Some information may be edited/changed within the grid or lines may be brought back into the entry area for editing. Click the Edit box to checkmark it and bring the line back up for editing.
Lines may be deleted from within the grid by highlighting the line and clicking the delete button. Users will see an information box displaying "Delete this line". Click Yes to confirm the deletion or click No to close the information box without deleting the line.
The Display Grid contains the following information:
Edit
Line Number
Account Number
Account Description
Date
Debit
Credit
Source
Memo
Reference
Allocation Model
Each line of the journal entry is saved once it is dropped down into the grid. You may click the save icon at the top of the view to save all entries prior to leaving this view and moving on to the GL Journal Edit List.
Lines containing Account Numbers with an effective date range will return an "Account Number Entered not Valid for the Date Entered" error message when the transaction date entered is not within the account number's effective date range.
If an un posted journal entry needs adjustments after reviewing the edit list, you may come back to this view and pull up the journal entry by it's J/E number. Make any changes needed, save the journal entry and review the edit list again.
Only Journal Entries that have not been posted may be deleted in the following manner. Once a JE is posted you will need to do another journal entry to correct it.
If an entire journal entry needs deleted you may select the J/E number and with the cursor in the J/E Number field click on the Delete button. You will receive a "Delete this record" confirmation box. Upon clicking "Yes" the entire JE is deleted.