How to create journal entries

1. Access this program by choosing General Ledger-->Journal Entry-->Journal Entry.

2. In the Period field, enter the period the entry was made (PP). Press Enter (CR) to initially default to the current period.

3. In the Journal field, enter a journal number. Press F2 or the $image\find_shg.gif$ icon to search.

4. In the Entry Number field, enter a journal entry number. Entering a valid entry number displays the journal entry on the screen. Press Enter (CR) or the $image\newrec.gif$ icon to default to NEXT. NEXT is displayed as the entry number until the header portion of the journal entry is complete and then the actual entry number (from the Journal F/M) is displayed. Press F2 or the $image\find_shg.gif$ icon to search.

5. If the entry number from field #3 is a valid entry, then the system skips fields #4-5 (the entry date and header memo). Otherwise, enter the date within the current or next fiscal period in the Entry Date field. Press Enter (CR) or the $image\sysdate_shg.gif$ icon to initially default to the system date.

6. (Optional) In the Header Memo field, enter a descriptive memo (up to 40 characters). On automatic journal entries processed by the system, this memo is used to describe where the journal was generated from, i.e., which register and register number.

7. This concludes the header portion of the program. At this point, the system assigns the entry number automatically.

8. In the Account Number field, enter a GL account number. For valid GL account numbers, the system displays both the number and account description. Press F2 or the $image\find_shg.gif$ icon to search.

9. In the Detail Memo field, enter an optional descriptive memo about this account number’s involvement in the transaction (up to 30 characters).

$image\pinpurpl_shg.gif$ Note that when you enter a line detail memo for the first line, the memo then automatically defaults to each additional line you enter. If you do not want the same memo for each line, you can enter a different memo or press the space bar to clear the memo.

10. In the Debit field, enter a positive amount (automatically debit) or negative amount (automatically credit) or press Enter to access to the Credit field. Press F2 or the $image\balance.gif$ icon to automatically balance the entry.

11. In the Credit field, enter an amount and it is automatically a credit amount (negative).

$image\pinpurpl_shg.gif$ Each time you complete (add or change) a line, the system updates and displays running totals for both debit and credit amounts. In the header portion of the screen, the system also displays the undistributed amount (the difference between the debit and credit running totals). Before you can end the entry, the entry must be balanced, i.e., the undistributed amount must equal zero.

12. Click the $image\save.gif$ or press Enter to save new item information.

Once new information has been added, that journal line displays in the lower half of the screen.

You can select the $image\plus.gif$ to add another journal line or the $image\insert.gif$ icon to add a line above the highlighted line in the browser. Select the $image\stop.gif$ icon to end entries.

To edit a journal line, highlight the line in the browser and select the $image\edit.gif$ icon to make changes for the highlighted line item.

To delete a line in the journal, highlight the line in the browser and select the $image\Delete.gif$ icon.

Select the $image\stop.gif$ icon to end journal line entry.

To modify header information, press the Header button. The system displays Header Detail dialog box where you can modify the entry date or header memo for the journal.

13. To exit, press F4 or the Done button until the system returns you to the menu system.