3. General Ledger

General Ledger section.

3.1. Journal Entry

Journal Entry section.

3.1.1.  Simple G/L Journal Entry

To manually create a simple G/L journal entry, select the "Simple Journal Entry" option. The following screen will appear:

Create Simple G/L Journal Entry

When creating a simple G/L journal entry, you are presented with the following options:

Amount

Specify the monetary value of the transaction.

Dist. Date

Specify the date when you want the simple journal entry to be posted to the General Ledger.

Doc. Type

Displays the system-defined document type (i.e., "JE") used to identify simple journal entries in the General Ledger.

Doc. Number

Specify a Document Number to be associated with the transaction.

Debit

Specify the Debit Account to be used for the transaction record.

Credit

Specify the Credit Account to be used for the transaction record.

Notes

This is a scrolling text field with word-wrapping for entering Notes related to the transaction. This may be a required field, depending on your system configuration.

Note

Your system may be configured to require Notes whenever manual journal entries are posted.

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen without creating an individual transaction, returning you to the application desktop.

POST

Posts the transaction to the General Ledger.

3.1.2.  Series G/L Journal Entry

To create a series of G/L transactions, select the "Series Entry" option. The following screen will appear:

Create Series G/L Journal Entry

When creating a series of G/L transactions, you are presented with the following options:

Source

Displays the source module for the transaction. By default this value will be "G/L."

Document #

Enter a Document Number to identify the transaction series.

Document Type

Specify a transaction type for classifying the series. By default, the Journal Entry (JE) transaction type will be used. However, you may select a different transaction type from the list. For explanations about the available transaction types, see Appendix A, Additional References.

Dist. Date

Specify the date when you want the transaction series to be posted to the General Ledger.

Transaction Series

Display lists transactions in the transaction series.

Totals

Displays the following information:

Debits

Displays total Debits associated with the series. Totals will display in red if Debits and Credits do not balance.

Credits

Displays total Credits associated with the series. Totals will display in red if Debits and Credits do not balance.

Difference

Displays the difference between total Debits and Credits.

Notes

This is a scrolling text field with word-wrapping for entering Notes related to the transaction series. This may be a required field, depending on your system configuration.

Note

Your system may be configured to require Notes whenever manual journal entries are posted.

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen without creating a transaction series, returning you to the previous screen.

POST

Posts the transaction series to the General Ledger.

Note

Series entries are always summary posted. In other words, if multiple entries are made for the same Account Number, the balance or summary of these entries will be posted—not each individual entry.

SAVE

Select if you want to save the series transaction for posting at a later time.

NEW

Opens screen for creating a new transaction item.

EDIT

Enables you to edit highlighted transaction items. The edit screen is the same as that for creating a new transaction item—except that when editing, the fields will contain transaction item information. Double-clicking on a transaction item will also bring you to the editing screen.

DELETE

Highlight a transaction and then select this button to remove the transaction from the list.

3.1.2.1.  Series Journal Entry Item

To add a new G/L transaction to the series, select the NEW button. The following screen will appear:

Add Transaction to Series

When adding a new G/L transaction item to the series, you are presented with the following options:

Amount

Specify the monetary value of the transaction item.

Sense

Choose one of the following options:

Debit: Select if transaction item Debits specified Account.

Credit: Select if transaction item Credits specified Account.

Account

Specify the Account to be used for the transaction item record.

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen without adding a new transaction item to the series, returning you to the previous screen.

SAVE

Creates the transaction item and adds it to the series.

3.1.3. Unposted G/L Series Entries

To display unposted G/L Series Journal Entries, select the "List Unposted Journal Entries" option. The following screen will appear:

List Unposted Journal Entries

The "Unposted G/L Series Entries" screen displays information on all unposted G/L Series Journal Entries, including distribution date, source module, Document Type, Document Number, reference, Account Number of first Account in series, Debit amount, and Credit amount.

Tip

You may select multiple G/L Series Journal Entries for posting by highlighting them using your mouse—or a combination of your mouse and either the SHIFT or CTRL keys.

To the far right of the screen, the following buttons are available:

CLOSE

Closes the screen, returning you to the application desktop.

PRINT

Runs the report associated with this screen.

NEW

Opens screen for creating a new G/L Series Journal Entry.

EDIT

Enables you to edit highlighted G/L Series Journal Entries. The edit screen is the same as that for creating a new G/L Series Journal Entry—except that when editing, the fields will contain G/L Series Journal Entry information. Double-clicking on a G/L Series Journal Entry will also bring you to the editing screen.

POST

Highlight one—or multiple—G/L Series Journal Entries, then select this button to post the selected G/L Series Journal Entries.

DELETE

Highlight a G/L Series Journal Entry and then select this button to remove the G/L Series Journal Entry from the list.

VIEW

Highlight a G/L Series Journal Entry and then select this button to reach a read-only view of the "Edit" screen.

3.2. Standard Journal

Standard Journal section.

3.2.1. New Standard Journal

Standard Journals are designed to handle G/L Series transactions which must be repeated frequently on a recurring basis. For example, Standard Journals can be used for recording the payment of monthly utility bills—or any other transactions which must be posted regularly. Once a Standard Journal is set up, the posting of the Standard Journal can then be automated using the Batch Manager. In this way, Standard Journal postings can be scheduled at daily, weekly, or monthly intervals.

To create a new Standard Journal, select the "Enter New Standard Journal" option. The following screen will appear:

Create New Standard Journal

When creating a new Standard Journal, you are presented with the following options:

Name

Enter a name to describe the Journal.

Description

Enter a description to further describe the Journal.

Transactions

Display lists transactions affiliated with the Journal.

Totals

Displays the following information:

Debits

Displays total Debits associated with the Journal. Totals will display in red if Debits and Credits do not balance.

Credits

Displays total Credits associated with the Journal. Totals will display in red if Debits and Credits do not balance.

Notes

This is a scrolling text field with word-wrapping for entering Notes related to the Journal.

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen without creating a new Journal, returning you to the previous screen.

SAVE

Creates the Journal and adds it to the master list of Standard Journals.

NEW

Opens screen for adding new transactions to the Journal.

EDIT

Enables you to edit highlighted transaction. The edit screen is the same as that for creating a new transaction—except that when editing, the fields will contain transaction information. Double-clicking on a transaction will also bring you to the editing screen.

VIEW

Highlight a transaction and then select this button to reach a read-only view of the "Edit" screen.

DELETE

Highlight a transaction and then select this button to remove the transaction from the list.

3.2.1.1.  Standard Journal Item

To add a new transaction to a Journal, select the NEW button. The following screen will appear:

Add New Journal Transaction

When adding a new transaction to a Journal, you are presented with the following options:

Amount

Specify the monetary value of the transaction.

Sense

Choose one of the following options:

Debit

Select if transaction Debits specified Account.

Credit

Select if transaction Credits specified Account.

Account

Specify the Account to be used for the transaction record.

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen without adding a new transaction to the Journal, returning you to the previous screen.

SAVE

Creates the transaction and adds it to the Journal.

3.2.2. List Standard Journals

To access the master list of Standard Journals, select the "List Standard Journals" option. The following screen will appear:

Standard Journals Master List

The "Standard Journals" screen displays information on all existing Standard Journals, including Journal name and Journal description.

To the far right of the list, the following buttons are available:

CLOSE

Closes the screen, returning you to the application desktop.

PRINT

Runs the report associated with this screen.

NEW

Opens screen for creating a new Journal.

EDIT

Enables you to edit highlighted Journal. The edit screen is the same as that for creating a new Journal—except that when editing, the fields will contain Journal information. Double-clicking on a Journal will also bring you to the editing screen.

VIEW

Highlight a Journal and then select this button to reach a read-only view of the "Edit" screen.

DELETE

Highlight a Journal and then select this button to remove the Journal from the list.

3.2.3.  List Standard Journal Groups

Standard Journals Groups are used to define groups of Standard Journals that are often posted together, such as during period end. To access the master list of Standard Journal Groups, select the "List Standard Journal Groups" option. The following screen will appear:

Standard Journal Groups Master List

The "Standard Journals Groups" screen displays information on all existing Standard Journal Groups, including Journal Group name and Journal Group description.

To the far right of the list, the following buttons are available:

CLOSE

Closes the screen, returning you to the application desktop.

PRINT

Runs the report associated with this screen.

NEW

Opens screen for creating a new Journal Group.

EDIT

Enables you to edit highlighted Journal Group. The edit screen is the same as that for creating a new Journal Group—except that when editing, the fields will contain Journal Group information. Double-clicking on a Journal Group will also bring you to the editing screen.

VIEW

Highlight a Journal Group and then select this button to reach a read-only view of the "Edit" screen.

DELETE

Highlight a Journal Group and then select this button to remove the Journal Group from the list.

POST

Highlight a Journal Group and then select this button to post transactions for the Journal Group to the General Ledger.

3.2.3.1.  Standard Journal Group

To create a new Standard Journal Group, select the NEW button. The following screen will appear:

Create New Standard Journal Group

When creating a new Standard Journal Group, you are presented with the following options:

Name

Enter a name to describe the Journal Group.

Description

Enter a description to further describe the Journal Group.

Show Expired Components

Select to include Journals that have been expired from the Journal Group in the displayed list of Journal Groups.

Show Future Components

Select to include Journals that will in the future be added to the Journal Group in the displayed list of Journal Groups.

Member Items

Display lists Journals associated with the Journal Group, using the specified parameters.

To the far right of the screen, the following buttons are available:

CLOSE

Closes the screen, returning you to the previous screen.

SAVE

Creates the Journal Group and saves any changes made to it.

PRINT

Runs the report associated with this screen.

NEW

Opens screen for adding a new Journal to the Journal Group.

EDIT

Enables you to edit highlighted Journal. The edit screen is the same as that for creating a new Journal—except that when editing, the fields will contain Journal information. Double-clicking on a Journal will also bring you to the editing screen.

VIEW

Highlight a Journal and then select this button to reach a read-only view of the "Edit" screen.

DELETE

Highlight a Journal and then select this button to remove the Journal from the Journal Group.

3.2.3.1.1.  Standard Journal Group Item

To add a new Standard Journal to a Standard Journal Group, select the NEW button. The following screen will appear:

Add New Standard Journal Group Item

When adding a Standard Journal to a Standard Journal Group, you are presented with the following options:

Standard Journal

Specify the Standard Journal you want to add to the Journal Group.

Effective

Indicates date when Journal becomes an effective member of the Journal Group.

Expires

Indicates date when Journal expires from the Journal Group.

May be Applied any Amount of Times

Select if Standard Journal may be applied any amount of times.

May only be Applied ... Times

Select if Standard Journal may be applied only a set amount of times.

Specify the maximum number of times the Standard Journal may be applied.

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen without adding a new Journal to the Journal Group, returning you to the previous screen.

SAVE

Adds the Journal to the Journal Group, using the specified parameters.

3.2.4. Post Standard Journal

To post a Standard Journal, select the "Post Standard Journal" option. The following screen will appear:

Post Standard Journal

When posting a Standard Journal, you are presented with the following options:

Standard Journal

Specify the Standard Journal you want to post.

Distribution Date

Indicates date when the Standard Journal should be posted to the General Ledger.

Reverse Journal Entries

Select if you want to reverse the selected Standard Journal when it is posted.

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen without posting the Standard Journal, returning you to the application desktop.

POST

Posts Standard Journal to the General Ledger effective on the specified distribution date.

SUBMIT

Select to submit the Standard Journal to the Batch Manager.

3.2.5. Post Standard Journal Group

To post a Standard Journal Group, select the "Post Standard Journal Group" option. The following screen will appear:

Post Standard Journal Group

When posting a Standard Journal Group, you are presented with the following options:

Standard Journal Group

Specify the Standard Journal Group you want to post.

Distribution Date

Indicates date when the Standard Journal Group should be posted to the General Ledger.

Reverse Journal Entries

Select if you want to reverse the selected Standard Journal Group when it is posted.

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen without posting the Standard Journal Group, returning you to the application desktop.

POST

Posts the Standard Journal Group to the General Ledger effective on the specified distribution date.

SUBMIT

Select to submit the Standard Journal Group to the Batch Manager.

3.3. G/L Reports

G/L Reports section.

3.3.1.  G/L Transactions

To view General Ledger transactions sorted by source module and date, select the "G/L Transactions" option. The following screen will appear:

G/L Transactions

When displaying General Ledger transactions, you are presented with the following options:

All Accounts

Select to display transactions for all G/L Accounts.

Selected

Specify G/L Account whose transactions you want to display. By default, this option will be selected to prevent unintentional queries for all accounts.

Show Running Total

Specify to show running total for a selected account.

Start Date

G/L transactions posted on and after this date will be displayed. This is a required field.

End Date

G/L transactions posted on and before this date will be displayed. This is a required field.

All Sources

Select to display G/L transactions from all source modules.

Selected Source

Specify source module whose G/L transactions you want to display.

G/L Transactions

Display lists G/L transactions based on the specified parameters.

Tip

If your transaction records are displaying a "No" value in the "Posted" column, this means the transactions were not posted into an Accounting Period because one doesn't exist or the Accounting Period was frozen/closed at the time of posting. Once you create an Accounting Period for the time Period in question, your transaction records will display "Yes" in the posted column.

To the far right of the screen, the following buttons are available:

CLOSE

Closes the screen, returning you to the application desktop.

QUERY

Select to generate the display, using the specified parameters.

Start date and end date must be entered for request to proceed. Results will be displayed in the "G/L Transactions" list.

PRINT

Prints a copy of the contents displayed on the screen.

Note

If the transaction refers to an Invoice, Purchase Order, Voucher, or Shipment, you may also drill down to view the original Document.

3.3.2.  Summarized G/L Transactions

To view summarized General Ledger transactions, select the "Summarized G/L Transactions" option. The following screen will appear:

Summarized G/L Transactions

When displaying summarized General Ledger transactions, you are presented with the following options:

All Sources

Select to display summarized G/L transactions from all source modules.

Selected

Specify source module whose summarized G/L transactions you want to display.

Start Date

G/L transactions posted on and after this date will be summarized in the display. This is a required field.

End Date

G/L transactions posted on and before this date will be summarized in the display. This is a required field.

Transactions

Select one of the following display options:

All

Select to summarize all transactions in the display.

Unposted

Select to summarize only unposted transactions in the display.

Note

An "unposted transaction" is a transaction involving Accounts whose Trial Balances have not yet been updated with the transaction information. Unposted transactions exist in a kind of limbo state. They are posted to the General Ledger (G/L), but not yet to the Trial Balance. This type of transaction occurs when users attempt to post transactions into frozen, closed, or non-existent Accounting Periods. Thawing and/or opening closed Periods is one method for correcting this situation; offsetting G/L journal entries may also be used.

Posted

Select to summarize only posted transactions in the display.

Transactions

This display is a nested list, with a plus ("+") sign located to the far left of the display next to each transaction that may be expanded to lower levels. By clicking your mouse on a plus sign, you reveal lower levels of information related to the transaction.

To the far right of the screen, the following buttons are available:

CLOSE

Closes the screen, returning you to the application desktop.

QUERY

Select to generate the display, using the specified parameters.

Start date and end date must be entered for request to proceed. Results will be displayed in the "Summarized G/L Transactions" list.

PRINT

Prints a copy of the contents displayed on the screen.

Note

If the transaction refers to an Invoice, Purchase Order, or Voucher, you may also drill down to view the original Document.

3.3.3.  G/L Series

To view series of General Ledger transactions, select the "G/L Series" option. The following screen will appear:

G/L Series

When displaying series of General Ledger transactions, you are presented with the following options:

All Sources

Select to display serial G/L transactions from all source modules.

Selected

Specify source module whose serial G/L transactions you want to display.

Menu includes modules whose transactions generate G/L records.

Start Date

Serial G/L transactions posted on and after this date will be displayed. This is a required field.

End Date

Serial G/L transactions posted on and before this date will be displayed. This is a required field.

G/L Transactions

Display lists serial G/L transactions based on the specified parameters.

This display is a nested list, with a plus ("+") sign located to the far left of the display next to each transaction that may be expanded to lower levels. By clicking your mouse on a plus sign, you reveal lower levels of information related to the transaction.

To the far right of the screen, the following buttons are available:

CLOSE

Closes the screen, returning you to the application desktop.

QUERY

Select to generate the display, using the specified parameters.

Start date and end date must be entered for request to proceed. Results will be displayed in the "G/L Transactions" list.

PRINT

Prints a copy of the contents displayed on the screen.

Note

You may only reverse transactions which result from the posting of the following: Simple Journal Entry, Series Journal Entry, Standard Journal, or Standard Journal Group.

3.3.4. Standard Journal History

To view detailed information on past Standard Journal postings, select the "Standard Journal History" option. The following screen will appear:

Standard Journal History

When displaying detailed information on past Standard Journal postings, you are presented with the following options:

Start Date

Standard Journals posted on and after this date will be displayed. This is a required field.

End Date

Standard Journals posted on and before this date will be displayed. This is a required field.

G/L Transactions

Display lists Standard Journal posting history based on the specified parameters.

This display is a nested list, with a plus ("+") sign located to the far left of the display next to each transaction that may be expanded to lower levels. By clicking your mouse on a plus sign, you reveal lower levels of information related to the transaction.

To the far right of the screen, the following buttons are available:

CLOSE

Closes the screen, returning you to the application desktop.

QUERY

Select to generate the display, using the specified parameters.

Start date and end date must be entered for request to proceed. Results will be displayed in the "G/L Transactions" list.

PRINT

Prints a copy of the contents displayed on the screen.

Note

You may only reverse transactions which result from the posting of the following: Simple Journal Entry, Series Journal Entry, Standard Journal, or Standard Journal Group.