Journal Entry

General Ledger – File – Journal Entry

Enter the G/L account number and use the Tab key to advance to the amount field.

Key the remark for the JE. You may key a different remark for each line of the JE if you wish. If you need additional space, click the Remarks button.

To enter a debit amount, key the amount and press the Tab key.

To enter a credit amount, key the amount and the minus sign and press the Tab key to advance to the Remarks box.

Press the Enter key or click Add to add the first line of the journal entry.

This box is for inner-office notes, which will not be printed on any journals or in the General Ledger.

When you have entered Remarks, press OK.

Any remarks entered here will follow on all printed journals, as well as the General Ledger.

	Key the next account number and Tab to the Entry box. The amount needed to balance the journal entry is always displayed. If you have a compound journal entry with multiple lines, simply key a positive amount (debit) or an amount and minus sign (credit). By using the Enter key to add the JE line, there is no need to reach for the mouse.
The first line of your journal entry is displayed. You are now ready to enter the next line.

You may continue to enter subsequent journal entries on this same screen. When an entry balances to zero, the computer will advance the JE Order#. This JE Order# is not a permanent number but for the purpose of simply building the journal entry in the order you specify. As multiple people may be doing journal entries simultaneously; the computer will auto-assign a permanent JE# to each JE line upon Post, as well as a permanent batch# for the entire journal entry batch.

To edit any JE line, double-click on the line (or highlight the line and click Edit) and make any changes above in the entry boxes. Then click OK or press Enter.

To delete any JE line, highlight the line and click Delete.

If you wish to print the journal entry to review before posting, simply click Print.

Adding Attachments

To attach a file or a scanned document to a journal entry, click the Attachments button.

Click the Add icon to browse and select a file to attach.

Or

Click the Scan button to scan, save, and attach a file.

Click the Save button to hold the attachment. You may click Display to see the attachment. Click Exit to return to journal entry screen.

Checkbox on the G/L account history indicates attachment.

Once posted, the attachment can be viewed in G/L account history browse as follows:

To display the attachment, click to highlight the line, right-click and select Attachments. Double-click on the attachment filename to display.

Printing a Batch

The print option shows you all entries in the batch. You may add, edit, or delete entries before posting.

It defaults the batch you are printing, so just click the print button.

When you are ready to post the journal entry batch, click Post.

This verifies that the journal entry batch has been posted.

Saving a batch

To save a journal entry batch, rather than posting immediately, click the Cancel button. Answer Yes to save the batch.

Cloning a Batch

A list of journal entry batches will be displayed, based on your selection. Double-click on the batch you wish to clone.

Reverse button allows you to flip the signs on each line in a journal entry batch.

The previous journal entry will be presented on the entry screen. You may now change the transaction month/year, amounts, account numbers, remarks, etc. You may also add, edit, or delete lines.

Accrual

The Accrual button allows you to calculate a percentage of every JE line. As shown in the following example, if you have a journal entry for $100.00, and you wish to charge 75% of this entry to the previous month and 25% of this entry to the current month, you would do the following.

Clone the previous journal entry for $100.00. Click the Accrual button. Enter .75 (75%).

The calculation result is shown here. You can now post this entry to the previous month.

You can now clone the same previous journal entry for $100.00. Click the Accrual button and enter .25 (25%) and post this entry to the current month.

Retrieve a saved journal entry

Click the Batches button.

A screen of all batches not yet posted will be displayed. Double-click on a line to select the batch.

The journal entry will be displayed. You may now add additional entries, edit, delete, and post.

Importing a Batch

The import must first be set up before importing data from outside systems or a worksheet can occur. Click the Batches button; then the Import button.

For more information on importing see import journal entries.