GL> Journal Entries

Create a Manual Journal Entry

Summary

The Journal Entries window allows you to manually create journal entries. There is a balancing feature on the window that automatically generates journal entry line items so that the journal entry will balance by fund. The balancing feature will use the due to and due from GL accounts set up on the System Setup window (SS> Utilities> System Setup> Transfer Accounts tab> Due To Account and Due From Account fields).

Related Links

Click here for information on the System Setup window.

Step by Step

1     Create a Journal Entries batch.  

 

• Click here for information on creating a Journal Entries batch.

2     View the journal entries in the batch.  

 

• After the Settings step is complete, open the Journal Entry Selection window (GL> Journal Entries> Journal Entries) to view the journal entries in the batch. This window will be empty if you have created a new batch.
• Highlight a journal entry and press DELETE or click the Delete icon to delete a journal entry in the batch.
• Click the Create icon or press INSERT to create a new journal entry. This will open the Journal Entries window.

3     Create a manual journal entry.  

 

• The Journal Entries window is used to create a journal entry and view the journal entry line items on a journal entry.
• The Type drop-down menu is used to enter the journal entry type.
• This field will automatically populate with the Period Type selected on the Settings step.
• The Balanced by Fund field displays if the journal entry in the window is balanced by fund.
• This field will display a Yes if the debits equal the credits in each fund. For example, the journal entry below is balanced by fund.
  

 

Description	Debit	Credit
GL account in fund 1	10.00
GL account in fund 2	15.00
GL account in fund 1		10.00
GL account in fund 2		15.00

 

• The Balanced by fund field will display a No if the debit and credit amounts in each fund do not balance. For example, the journal entry below does not balance by fund. If you want to balance this entry by fund, add a credit to a GL account in fund 1 and a debit to a GL account in fund 2 for $10.00.

 

Description	Debit	Credit
GL account in fund 1	10.00
GL account in fund 2		10.00

 

• The Description field is used to enter a description of the journal entry. You can also enter a description on each journal entry line item.
• Press INSERT or click the Create icon to create a new journal entry line item. This will open the Journal Entry Line Item window.

4     Create a journal entry line item.  

 

• The information in the Journal Entry Line Item window will save as you type, so there isn’t a Save icon on the window. Just enter information into the fields and press ESCAPE or click the Exit icon when complete.
• The Journal Entry Line Item window has the tab control feature, which is used to control the order in which information is entered into the window and which fields will display. Click here for information on the Tab Order feature.
• The Project Management module Task and Type Code fields will be required if the Use Project Management toggle is checked on the System Setup window (SS> Utilities> System Setup> System tab). Click here for information on the System Setup window.
• The Account Alias field is used to select a GL account based on an alias assigned to it. For example, if you assigned the alias EXP1 to a GL account, you could enter EXP1 in the Account Alias field and the GL account number would populate in the Account field.
• The Account field is used to select the GL account attached to the journal entry line item. Click on the Account field label or press F1 while the cursor is in the Account field to select a GL account from a list.
• The Account Description field will populate with the description attached to the selected GL account.
• The Debit Amount and Credit Amount fields are used to enter the debit and credit amount of the journal entry line item.
• The Description field is used to enter the description of the journal entry line item. The description of the journal entry line item will display on all reports that display a journal entry description (for example, the Trial Balance Report in GL> Reports> Trial Balance> Description column).
• The Reference field is used to enter a system reference on the journal entry line item. The journal entry line item reference will display on the Journal Entry Report (GL> Reports> Journal Entry) and the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> History column> System Reference column).
• The system reference on a journal entry generally populates with the module where the journal entry is created or other information about the transaction that generated the journal entry. For example, if a journal entry line item is created by an AP module Invoices batch, the system reference will be the vendor number attached to the invoice line item.
• The Transaction Date field is used to enter the transaction date of the PM module transaction created by the journal entry line item. This field is only required if there is a PM module task and type code attached to the journal entry line item.
• The Task and Type fields are used to enter Project Management module information on the journal entry line item. These fields will only be enabled if the Use Project Management toggle is checked on System Setup window (SS> Utilities> System Setup> System tab).
• The Task field label is user defined so it may not read Task. The field labels of the PM module miscellaneous fields are defined in the Miscellaneous Field Labels window (SS> Utilities> Miscellaneous Field Labels). Click here for information on miscellaneous field labels.
• If you click the Task field label and the task you would like to select does not display in the window, the task is either locked or PM security has been set up to limit access on that task code.
  • Security is set up on PM module tasks using the PM Security feature (SS> Security> PM Security). Click here for information on PM Security.
  • PM module tasks are generally locked when they are complete or transactions should not be posted to them. PM module tasks are locked using the Task Maintenance window (PM> Maintenance> Task> General tab> Locked toggle). You can view tasks that are locked by selecting Locked or All in the Status drop-down menu on the Task Selection window (opened from the Task Code field label on the Journal Entry Item window), but you will receive an error message if you attach a locked type code to a JE line item and then try to save the new record.
• If you add a PM module task and type to a journal entry line item, you must also enter a date in the Transaction Date field. This is the transaction date of the Project Management module transaction created by this journal entry line item.
• Click here for information on task maintenance.
• Click here for information on type maintenance.
• The Project field will not be enabled and will populate with the PM module project attached to the PM module task code on the journal entry line item. Projects are attached to PM module task coded using the Task Maintenance window (PM> Maintenance> Task> General tab> Project field).
• The Project field label is user defined just like the Task field, so it may not read Project.
• Click here for information on project maintenance.
• Click here for information on task maintenance..
• The LEMS field will not be enabled and will populate with the LEMS code attached to the type code selected in the Type field. A LEMS code is attached to a type code using the Type Maintenance window (PM> Maintenance> Type> LEMS field).
• Click here for information on LEMS code maintenance.
• The Object Type drop-down menu is used to specify what type of object is attached to the entry.
  • The Object field label will change to reflect the selected Object Type.
  • Select Vendor and click the field label to open the Vendor selection window.
    • Vendors are created and maintained on the Vendor Maintenance window (AP> Maintenance> Vendor). Click here for information on Vendor Maintenance.
  • Select Employee and click the field label to open the Employee selection window.
    • The Rate field will populate with the hourly pay rate set up on the Employee Maintenance window (PR> Maintenance> Employee> Financial tab> Hourly Rate field). Click here for information on Employee Maintenance.
  • Select Equipment and click the field label to open the Equipment selection window.
    • The Rate field will populate with the rate set up on the Equipment Maintenance window (SS> Maintenance> Equipment> Rate field). Click here for information on Equipment Maintenance.
• Enter the number of hours that the attached employee or equipment will be used in the Units field.
• The Rate field will populate with the hourly rate attached to the Employee or Equipment selected above.
• The Bank Account field is used specify a bank account for journal entries that affect bank balances.
  • Bank Accounts are set up and maintained on the Bank Account Maintenance window (SS> Maintenance> Bank Account). Click here for information on Bank Account Maintenance.
• Press ESCAPE or click the Exit icon when complete to return to the Journal Entries window. There is no Save icon on the window because information is saved as it is typed.

5     Balance the journal entry. This is an optional step.  

 

• Enter as many journal entry line items as you would like. There is no validation on the window that keeps you from creating an unbalanced journal entry, but you can use the Balance icon to help you create a balanced entry.
• The Balance icon has two functions:
• Create a single line item to balance the journal entry
• Balance the journal entry by fund
• Click the Balance icon drop-down menu and select Add Single Balancing Line to create a single line item that balances the journal entry. This will create a single line item for the debit or credit amount that will balance the journal entry.
• For example, if there are two journal entry line items that have a net debit balance $35.00, selecting Add Single Balancing Line will create a single credit line item for $35.00. No GL account will be attached to the line item; you will have to open the journal entry line item and manually assign a GL account to it.
• Click the drop-down arrow next to the Balance icon and select Balance Journal Entry by Fund if you would like to use the Due To and Due From GL accounts to balance the journal entry by fund.
• Assume you have the following journal entry:
  

 

Description	Debit	Credit
GL account in fund 1	25.00
GL account in fund 2		25.00

 

• If you select Balance Journal Entry by Fund, the following journal entry will be created.
  

 

Description	Debit	Credit
GL account in fund 1	25.00
Due From Account for fund 2	25.00
Due To Account for fund 1		25.00
GL account in fund 2		25.00

 

• When a Due To and Due From GL account are attached to the System Setup window, the fund is not attached. This is because the fund is pulled from the GL accounts that are using the Due To and Due From accounts. Make sure the Due To and the Due From GL Accounts are set up in each fund you would like to use them in. If the Due From or Due To accounts do not exist in a specific fund, you will receive a validation error when you try to balance the journal entry.
• The Due From account will be used for journal entry line items that create a debit. In the example above, the Due From account in fund 2 is used to balance the journal entry because a debit line item is required to balance the credit in fund 2.
• The Due To account will be used for journal entry line items that create a credit. In the example above, the Due To account in fund 1 is used to balance the journal entry because a credit line item is required to balance the debit in fund 1.
• The Due To and Due From GL accounts are defined in the System Setup window (SS> Utilities> System Setup> Transfer Accounts tab> Due To Account and Due From Account fields). Click here for information on the System Setup window..
• Press ENTER or click the Save icon when the journal entry is complete.

6     Commit the journal entry.  

 

• Click here for information on committing a journal entry batch.

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