Use the Journal Entry window to make entries directly to the general ledger. You can also create journal entries by uploading information from various file types, such as from a text file or from Microsoft Excel. For additional information, see Maintaining User-Defined Upload Formats and Updating G/L Account Descriptions.
To view postings from a transaction, such as a purchase order, sales order, or transfer order, press Alt ~ from the transaction's window. The G/L Postings Viewing window displays the account and the amount to which the transaction posted.
To post an entry to an existing G/L account:
From the G/L menu, select Journal Entry to display the Journal Entry window.
In the Journal Entry Selection dialog box, click OK to accept the current date in the Date field to enter a posting for today's date, or do one of the following:
Enter a different date and click OK.
Select the Journal Entry # radio button and enter all or part of journal entry to search for an existing journal entry.
In the selection menu that displays, do one of the following:
Select New to create a new journal entry. If you select New, the system assigns a journal number and populates the Journal ID field.
Select a journal entry number to open an existing entry. If you select an existing entry, continue with this procedure. If the entry you select is in a closed G/L period, a message displays indicating that the entry is in a closed period. Press Enter to view the entry in view-only mode.
If you want to create a new entry from a journal entry template, select New in the list to display the Journal Entry window. From the File menu, select Create New From Template and select the template you want to use.
In the Header Notation field, type a description of the journal entry and press Enter. This description can be up to three lines long and is the text that appears on the Journal Entry Report. This field is optional.
In the Branch field, enter the number of the branch to which the G/L account belongs.
In the Account/Description field, do one of the following to select an account:
Select an account from a list of account names.
Type a Forward Slash (/) to select from a list of account numbers.
Type part of the account name to select from a limited list of account names.
Type the account name.
In the SubLedger field, enter or select a subledger to which the entry applies.
Note: This field is accessible only if the value in the SubLedger Allowed field on the G/L SubLedger Maintenance window is set to Yes. For more information, see Creating Subledger Accounts.
In the Amount field, enter the amount of the journal entry. If it is a credit amount, enter a minus sign before the amount.
From the Optionsmenu, selectDetail Notes to add an explanatory note for the journal entry line on which the cursor is positioned. The first 16 characters of the note display in the Notes field.
From the File menu, select Print to print this journal entry.
Repeat steps 4 through 8 to create additional postings.
More Options for Journal Entries
The following are some common options you might use when creating journal entries:
To... | Select this menu option... |
create a journal entry using a template | File > Create New From Template Displays a list of existing templates. |
save the current journal entry as a template | File > Save As Template Displays the Template ID dialog box. |
view a history of changes made to a journal entry | File > View Change Log Displays the Change Log Viewing dialog box. |
view posting between accounts at different branches | Options > Interbranch Exchange Displays the Interbranch Exchange Posting dialog box. |
See Also: