Use the Journal Entry program to make and correct journal entries of account transactions for the current or next GL period.
Any journal entries to the current or next fiscal period not entered through this program must post automatically from other modules or from the recurring/reversing entry subsystem.
You cannot end journal entry processing until debits and credits balance. Therefore, out-of-balance entries are not permitted.
Once a journal entry is made, it appears on the next Journal Print or Trial Balance/Detail Ledger printed for that period. If the Allow Journal Correction flag is selected or set to Y in the GL Static Control F/M, then journal entries may be corrected by entering the journal entry number.
Access this program by choosing General Ledger-->Journal Entry-->Journal Entry.
Header Information
1. Period
Select the period the entry was made (PP). The entry must be a valid period. Press Enter (CR) to initially default to the current period.
2. Journal
Enter a journal number. The entry must be a valid journal number and displays the number and description.
3. Entry Number
Enter a journal entry number. The entry must be a valid entry number for this journal and period. Entering a valid entry number displays the journal entry on the screen. Press Enter (CR) 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.
4. Entry Date
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. Press Enter to initially default to the system date.
5. (Header) Memo
Enter an optional 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.
This concludes the header portion of the program. At this point, the system assigns the entry number automatically. After the header record is created, only the header field #5 is accessible through the change header routine. Fields #1-4 can only be changed by deleting and re-entering the journal entry. You can press the Header button to access the Header Detail screen, which is used to update the header memo.
Line Numbers
The line item portion of the program allows entry of up to 999 line items.
6. Account Number
Enter a GL account number. The entry must be a valid GL account number and displays both the number and account description.
-OR-
Press F4 to end the entry process.
7. Detail Memo
Enter an optional descriptive memo about this account number’s involvement in the transaction (up to 30 characters).
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.
8. Debit
Enter a positive amount (automatically debit) or negative amount (automatically credit) or press Enter to access to the Credit field.
Press F2 to automatically balance the entry.
9. Credit
Enter an amount and it is automatically a credit amount (negative).
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.
10. Save the new information.
Once new information has been added, that journal line displays in the lower half of the screen.
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.
11. Select the Done button when you are ready to exit the program.