Navigation:  General Ledger > General Ledger Transactions Menu >     Enter General Journal Entries

In this form you enter transactions into transaction entry tables. These transactions are not posted to the actual transaction tables until you Post them. You can change, delete or print them before you Post them.

 

If you previously entered any Journal Entry transactions which have not been Posted they are still here. Otherwise you're viewing the form without any data.

 

 

Click this button or use Options | Post Current to post the current transaction. If the transaction is not valid you’ll be advised. Posting a transaction puts it into the transaction tables and removes it from the transaction entry tables.

 

Click this button or use Options | Post All to post all your valid transactions. All valid transactions are put into the transaction tables and removed from the transaction entry tables. Any invalid transactions simply remain in the transaction entry tables.

 

Bank Deposits that affect Accounts Receivable are entered as Journal Entries in the form of a Debit to the Bank Account and a Credit to the associated Bank Clearing Account. You may use the Reference field to record the deposit reference i.e. "Deposit - 999". This approach enables the Bank Reconciliation task to support reconciling Bank Deposits affecting Receivables, as well as supporting reconciling other Bank transactions such as Bank charges that do not involve Receivables or Payables.

Within Accounts Receivable, Cash Receipts postings would be a Credit to the Receivables Account and a Debit to the Bank Clearing Account. This means that the Bank Clearing Account would net to 0.00 when all these transactions have been properly completed.

 

Header panel

 

TransID

The permanent GlTransID assigned to this transaction. No other General Ledger transaction will have this same value. If you delete this transaction before posting it this GlTransID value will not be reused.

 

Type

The GlType is "GlGeneral" in a standard system. If other GlTypes have been added to your system you can select a different one from the drop-down list.

 

Date

Transaction Date. If your System Administrator has specified Earliest Open and/or Latest Open dates for transaction entry then this Date must be within that range.

 

Reference

Use this field to enter any appropriate external reference for this transaction. For example, if there is a journal entry voucher number or equivalent then use it.

 

Auto Reverse

When checked it means two General Journal Entries will be posted. The first is the one that you enter. The second is a reversing entry that applies to the next accounting period. This reversing entry is posted automatically when the initial transaction is posted and is identical to the first entry except that it is for the next accounting period and the Debits and Credits are reversed.

 

Notes

This is a Memo field. Use it to enter any amount of descriptive information about this Journal Entry.

 

Detail panel

The Detail panel is used to distribute the amounts of this transaction to the appropriate General Ledger Accounts.

 

If there is a list of commonly used AccountIDs for your current GlType they are set up automatically when you Insert a new transaction or change the GlType. Enter in the appropriate Debit or Credit amounts for those AccountIDs that are active in this transaction. Ignore any of the other AccountIDs that you don’t need for this transaction.

 

The system displays totals of Debit and Credit amounts at the bottom of each column. If these totals are not in balance you cannot post this transaction.

 

If you do not want to post a particular transaction when you do Post All then leave that transaction in an out-of-balance condition.

 

AccountID

Enter the AccountID when you know it or use Lookup to find it.

 

Debit

Amount to Debit to this Account.

 

Credit

Amount to Credit to this Account.

 

Defaults menu

 

Defaults | Type

Use this to change the default Type. The default Type is entered for you when you Insert a new transaction. When there is only one Type available this field is grayed out. Otherwise, you can choose a different default Type.

 

Defaults | Date

Use this to set, change or cancel the default transaction Date. If there is a default Date it is entered for you whenever you Insert a new transaction. When checked, the current default is shown and is used for new transactions. When unchecked there is no default.

 

Defaults | Debit/Credit Balance

In either the Debit or Credit column of the Detail panel you can press [Ctrl+D] or select Defaults | Debit/Credit Balance from the menu or double-click your mouse and the system will automatically fill in the applicable Debit or Credit amount to balance this transaction.