Ideal Online Documentation

28521 G/L PROCESSING
GL2-01 Journal Entry

 

PURPOSE

 

The general ledger journal entry program is used to post manual journal entries into your general ledger system. Typical entries would consist of year end adjustments. The other program modules (such as accounts receivable and accounts payable) are fully integrated with the general ledger system, so many common journal entries are automatically posted by them. Thus very few manual journal entries will have to be posted using the journal entry program and it is unlikely that you will be using this program frequently.

 

Journal entries can be posted to the current month or any past or future month. Transactions must be batched by transaction period. For example, all transactions dated July 2007 must be entered into a July 2007 dated batch.

When a journal entry batch is posted (updated), the transactions are updated to the general ledger detail file (see 28525 GENERAL LEDGER INQUIRY) and the amounts are updated to the general ledger account master file (see 28533 ACCOUNT MASTER). Transactions posted into a future year will not show up in the system until the year end purge has been run. These future transactions will then be transferred to the current year.

 

Control accounts are those accounts that are automatically updated via other program modules and which must balance other control files in the system. An example of a control account is the accounts receivable account because the totals in this account must match the totals in the accounts receivable customer master file. Therefore, manual journal entries are not permitted to these types control accounts.

 

Out of balance batches can only be updated with a special password entry.

 

Journal entry consists of the following processes:

  • BATCH CREATION/ACCESS
  • DATA ENTRY
  • REGISTER AND POSTING

 

PROCEDURE - BATCH CREATION

 

The batch creation screen allows you to create new journal entry batches or to select an open journal entry batch for continued processing. You can have as many journal entry batches open at a time as you like.

 

If there are open journal entry batches, the first of the batches will be displayed. To create a new batch when open batches exist, press [F2] until you are put into batch creation mode. If there are no open batches, the program automatically puts you into batch creation mode.


Example General Ledger Journal Batch Header display:

┌────────────────────────────────────────────────────────────────────────────────┐
│06/20/95 TF4             ***** G/L JOURNAL ENTRY *****                   2LJEI1 â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│          COMPANY NUMBER:     01  IDEALWARE                                     â”‚
│          BATCH NUMBER:       0006 << NEW BATCH >>                              â”‚
│                                                                                â”‚
│          JOURNAL:            J/E                                               â”‚
│          DESCRIPTION:        GENERAL JOURNAL ENTRY                             â”‚
│          G/L PERIOD:         95/06  THIS YEAR PERIOD 6                         â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS

 

COMPANY NUMBER:

 

Defaults to the current company number.

 

BATCH NUMBER:

 

Defaults to the next available batch number.

 

JOURNAL:

 

Enter the desired journal code.

 

The journal code is a "batch type" identifier that is displayed in the general ledger report and inquiry. Other programs that affect the general ledger each have their own journal code (for example the inventory adjustments journal code is YJ).

 

 

[Enter] to accept the default journal code J/E.

 

[F4] to exit the program.

 

[F5] to display batch control inquiry for selection.

 

DESCRIPTION:

 

Enter the desired batch description.

 

This description does not get updated to any files but is simply associated with the batch control.

 

 

[Enter] to accept the default GENERAL JOURNAL ENTRY.

 

G/L PERIOD:

 

Enter the desired G/L period.

 

This is the period to which all of the transactions in the batch will get posted. For example, if the G/L period for the batch is 07/07, all transactions in the batch regardless of their transactions dates will get posted to 07/07 and the financial statements for 07/07 will be affected.

 

 

[Enter] to accept the default current G/L period.

 


PROCEDURE - BATCH ACCESS

 

If there are open journal entry batches, the first batch is displayed.

 

Example General Ledger Journal Batch Header display:

┌────────────────────────────────────────────────────────────────────────────────┐
│06/20/95 TF4             ***** G/L JOURNAL ENTRY *****                   2LJEI1 â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│          COMPANY NUMBER:     01  IDEALWARE                                     â”‚
│          BATCH NUMBER:       00076                                             â”‚
│                                                                                â”‚
│          JOURNAL:            J/E                                               â”‚
│          DESCRIPTION:        GENERAL JOURNAL ENTRY                             â”‚
│          G/L PERIOD:         95/06  THIS YEAR PERIOD 6                         â”‚
│                                                                                â”‚
│                                                                                â”‚
│** PRESS F1 TO START, F2 FOR NEXT BATCH, F3 TO CHANGE ABOVE, F4 TO END: _       â”‚
│   PRESS F5 FOR BATCH INQUIRY.                                                  â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS F1 TO START, F2 FOR NEXT BATCH, F3 TO CHANGE ABOVE, F4 TO END: _
   PRESS F5 FOR BATCH INQUIRY.

 

[F1] to process the displayed batch.

 

See PROCEDURE - DATA ENTRY.

 

 

[F2] to display the next open batch.

 

By pressing [F2] after the last open batch on the system, you are put into batch creation mode.

 

 

[F5] to display batch inquiry for selection.

 

The batch inquiry displays all open batches in the system.

 

 

 

PROCEDURE - DATA ENTRY

 

When you select [F1] at the batch header of a new or existing batch you are taken to the data entry screen, with the cursor in the SEQ# field of the first line of a new batch or the next available line of an existing batch.

 

Example General Ledger Journal Entry display:

┌────────────────────────────────────────────────────────────────────────────────┐
│JOURNAL: J/E             ***** G/L JOURNAL ENTRY *****             PERIOD: 95/06│
│────────────────────────────────────────────────────────────────────────────────│
│BATCH: 0008  DEBITS:     10,000.00 CREDITS:     10,000.00  LEFT:           .00DR│
│────────────────────────────────────────────────────────────────────────────────│
│SEQ# DV,ACCT,SUB  REF#     DATE   DESCRIPTION                    -----AMOUNT----│
│────────────────────────────────────────────────────────────────────────────────│
│0001 00 1111      12144  06/01/95 TRANSFER FROM BANK                 10,000.00DR│
│0002 00 1110      12144  06/01/95 TRANSFER FROM BANK                 10,000.00CR│
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│CR FOR NEXT, F2 TO DISPLAY, F3 FOR BATCH HEADER, F4 TO EXIT,                    │
│F5 TO PRINT, F6 TO CLOSE, F7 TO POST, F8 TO ABORT.                              │
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

CR FOR NEXT, F2 TO DISPLAY, F3 FOR BATCH HEADER, F4 TO EXIT,
F5 TO PRINT, F6 TO CLOSE, F7 TO POST, F8 TO ABORT.

 

[Enter] to add a new line.

 

The program steps you through each data entry field (see FIELDS below).

 

 

[F2] to display all lines.

 

After pressing [F2] enter a sequence number from which to start the display of lines.

 

 

[F3] to access batch header. 

 

[F4] to exit the batch.

 

The batch remains open.

 

 

[F5] to print the register.

 

See 28522 JOURNAL REGISTER/POSTING.

 

 

[F6] to close the batch.

 

The batch can be re-opened at any time (see 28523 RE-OPEN CLOSED BATCH).

 

 

[F7] to print the register.

 

After the register is printed you have the option to post (update) of the batch (see 28522 JOURNAL REGISTER/POSTING).

 

 

[F8] to abort the batch.

 

All data entered in the batch is discarded.

 

 

 

FIELDS

 

SEQUENCE #

 

[Enter] to add a new line.

 

This defaults to the next available sequence number.

 

 

#+[Enter] to display the line requested.

 

After displaying the selected line, enter "D" to delete the line or press [Enter] to continue to the next line.

 

 

[F2] to display all lines.

 

After pressing [F2] enter a sequence number from which to start the display of lines.

 

 

[F4] to exit the batch.

 

The batch remains open.

 


DIVISION

 

Enter the appropriate division code.

 

[Enter] to default to the previously entered division code.

 

ACCOUNT

 

Enter the general ledger account code to post.

 

[F5] to display general ledger codes for selection.

 

REFERENCE #

 

Enter the reference (for example, a cheque number).

 

The reference is displayed in the general ledger inquiry for each transaction.

 

 

[Enter] to default to the previously entered reference.

 

[F2] to clear the reference.

 

AMOUNT

 

Enter the amount.

 

If a credit, follow the amount by [F2] instead of [Enter] or prefix with a minus sign.

 

 

[Enter] to accept the remaining amount.

 

After each entry this field defaults to the amount required to get the batch balance to zero.

 

 

DESCRIPTION

 

Enter the description.

 

The description is displayed in the general ledger inquiry for each transaction.

 

 

[Enter] to accept the the previously entered description.

 

[F2] to clear the description.

 

 

PROCEDURE - REGISTER AND POSTING

 

See 28522 JOURNAL REGISTER/POSTING.