Use these fields to create journal entries.
Header Information
1. Period
Specify the period the entry was made (PP). The entry must be a valid period. Press Enterto initially default to the current period.
2. Journal
Specify a journal number. The entry must be a valid journal number and displays the number and description.
3. Entry Number
Specify a journal entry number. The entry must be a valid entry number for this journal and period. Specifying a valid entry number displays the journal entry on the screen. Press Enter 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
Specify 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
Specify a GL account number. The entry must be a valid GL account number and displays both the number and account description.
7. Detail Memo
Specify 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
Specify 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
Specify 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. Click Save. Click Cancel to end line entry. .
Once new information has been added, that journal line displays in the lower half of the screen.
To modify header information, click Header and modify the entry date or header memo for the journal.
11. Click Done.
12. Click Done again when you are ready to exit the program.
See also