Creating and Posting Journal Entries – Detail

Screen ID: 

Screen Title: 

Panel Number:

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UGLTRAA

Maintain Journal Entries

2122

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This screen appears when you choose to create or change a J/E batch on the first journal entry screen.

Helpful Resources

Learn how to create a journal entry.

Learn how to create a journal entry template.

Screen Overview

This is the screen used for creating or modifying a batch of journal entries. The screen displays “pages” of 10 debit/credit entries per page. A total of 99,999 entries are allowed in each batch. From this screen you can:

Locating Items on this Screen/Using this Screen

On each line enter a branch number, G/L account number, debit or credit amount, source notation (optional) and description. Each line is automatically assigned a sequential number.

To locate a specific entry quickly, type a sequence number into the Jump to seq # field and then click Go! to position to that item quickly.

To Post or Not To Post?

Once all entries have been typed, you must decide whether the batch is to be posted now or later. If it is ready, use Post (F2) to post the batch now, or use New Journal Entry (F6) to save the batch and return to the first screen. The batch will be listed as “Active” and can be posted at any time.

Suspending a Batch

If the batch is not yet ready to post, either because it is out of balance or for any other reason, it can be suspended. Use Suspend Journal Entry (F18) to suspend the entries and return to the first screen. The batch will be listed as “Suspended” and cannot be posted.

Designate this Batch as a Template

Many accountants use this area to create templates such as daily postings.  To designate a batch as a template, click the Template box on this screen or the entry screen.  Controls will then be in place to restrict it from accidentally being posted.  You will, however, be able to use Copy on the entry screen to make an identical journal entry that can be posted.

Once a journal entry is identified as a template, it will not appear when you first enter the entry screen; instead you will see only those items that need to be posted for the current day.  Templates are easily viewed by clicking a Toggle (F8) button that appears above the Template column. 

Upload a File

Do you have a file: user defined, flat file (Query), or comma delimited (Excel spreadsheet), with a batch of debit and credit entries you want to post?  After uploading a file to the iSeries (upload permissions required), use Import Entries (F11) to import the file. Learn more about this feature in the Importing Files to General Ledger booklet. NOTE: You cannot import a file if entries exist on the screen.

Can I add debit and credit entries to a journal entry batch after its been posted?

Yes, you can append additional entries to the posted batch.  Refer to this AnswerBook item for more information.

Field Descriptions

Field Name

Description

Top of Screen

Jump to seq #

Enter a sequence number and use Enter to advance to that line on the screen.

Template

Many accountants use this area to create templates such as daily postings.  To designate a journal entry as a template, click this box on this screen or the entry screen.

Data Entry section

Seq

The system will automatically assign a sequential number for all entries.

  • HINT: The Position to sequence # field can be used to locate a specific entry quickly. Type the desired sequence number and use F17 (or click the Go button) to position to that item quickly.

The screen will scroll to the group of 10 entries that contains the one you requested—your entry may appear anywhere in that group, not necessarily at the top.

Br #

Enter the branch/location number to which this line item should be posted.

G/L Account #

Enter the G/L account number.

GO!

Use this button to view the G/L Balance Detail Inquiry to view a complete transaction history sorted by G/L account number, including all credit/debit sequence items.

Debit

Enter the dollar amount for this item if it is a debit.

Credit

Enter the dollar amount for this item if it is a credit.

Source #

This optional field is used to indicate the source of this line item. Only numeric characters are allowed in this field.

  • One very valuable use for this field is to associate each entry with related paperwork, such as a voucher system. See Using J/E Templates for more hints on creating a paper trail for journal entries.

Description

A description of the line item. If entering several items that need the same description, type the description on the first item only then use Enter and the system will “ditto” the description to the blank lines just below it.

  • It is extremely valuable to develop a consistent system of descriptions for common journal entries. This makes sorting, researching and analyzing G/L data much easier and more efficient.

Records Imported/Records in Error

Records Imported/Records in Error

The top right of the screen shows the number of items imported into the screen. Importing Files to General Ledger booklet. This area also lists the number of items in error, either from import or from manual entry.

J/E Batch Totals

Debits
Credits
Net

The middle right of the screen shows a running total of all debits and credits entered thus far. Use Enter at any time to see these fields update. This batch cannot be posted until the net amount is zero, indicating that debits and credits are in balance.

Special Posting Features Section

Status

This field shows the status of the batch.

Active (A) - This code indicates the batch is ready to be posted—it is in balance, and has not been suspended.

Suspended (S) - This code indicates the batch has been suspended—it may or may not be in balance, but is not ready for posting.

Year end

This indicates whether or not the batch is used for year-end entries (Yes, No).

SEE ALSO: Monthly and Yearly G/L Processing - "Closing the Books"

Reversing

For reversing batches, this shows the date on which this batch will be reversed. When this entry is posted, the system automatically creates an “opposite” entry with this date as the Effective Post Date.

SEE ALSO: Reversing Journal Entries

Recurring

For recurring batches, this shows the date on which this batch is due to be repeated. When this entry is posted, the system automatically creates a new duplicate batch with this date as the Effective Post Date.

SEE ALSO: Recurring Journal Entries

Buttons

Button

Description

Special (F1)

This will display a screen on which you may name a batch with a special descriptive name, enter a default description for all entries in the batch, or make the batch a reversing or recurring batch.

Post (F2)

This will post the batch and then return to the first journal entry screen.

New Journal Entry (F6)

Once a batch has been completed, this will allow a new batch to be entered. The first journal entry screen will appear; the current batch will appear in the list as “Active,” and a new batch can then be created. This is helpful if you wish to enter multiple batches, and then post them all at once using the Post option available on that screen.

  • This can also be used after completing a batch that had been suspended. The batch will be listed as “Active” and can be posted at any time.

Import Entries (F11)

Use this to upload a file to this screen. Learn more about this feature in the Importing Files to General Ledger booklet. NOTE: You cannot import a file if entries exist on the screen.

Skip (F12)

Use this to cancel the journal entry and return to the first screen.

  • BE CAREFUL: Any entries made will be gone.

Suspend Journal Entry (F18)

Use this to suspend the batch and return to the first journal entry screen. The batch will be listed as “Suspended” and cannot be posted.

Suspending a batch is the only way to temporarily exit a batch even if it is not in balance. This can be helpful if you need to stop working for any reason, or if there are questions or problems which need to be resolved before posting. Another advantage of suspending a batch is that it cannot be accidentally posted without manually taking it out of suspense.

  •  To post a batch that has been suspended, use "Change" on the first journal entry screen and finish the batch, making sure it is in balance. Then use Post (F2), or use New Journal Entry (F6) to take it out of suspense and post it later.

 

 

Link to ID: https://help.cubase.org/cubase/cubase.htm#UGLTRAA.htm