When you select the Journal Entry program from the GL Operations menu, the system activates the program, and it loads the header or top section of the program with some default accounting information. This default accounting information includes the year, period, division, and department, and the post date and batch number that will be used for the journal entry. Some of the default information displayed by the program comes from your operator information (such as the default division, department, year and period), and some of the information comes from system parameters (such as the batch number and post date).
Once the Journal Entry program is displayed, you may modify or accept the default information as required for the journal entry being processed. You may access a specific field in the program by using the mouse to select it, or by using the Tab and Backfield (normally Shift +Tab) to move the cursor through the various entry fields on the screen. The values that you specify in the top section of the program are used as the default values for the journal entry lines that you specify in the lower section of the program.
Year/Div/Dpt/Period: The year and period fields in the Journal Entry program default based on the values in your operator record (the operator values normally default based on the system default period and year). If you set the general ledger period and/or year to values other than the system defaults, the journal entry will post to the period and year specified.
The Division and Department for each journal entry can be specified using the Prompt Button that is located next to the Department field. When the Prompt Button is pressed, the system displays the Department Selection List and it allows you to select a valid Division/Department combination from the list. Please note that each journal entry must be posted to only one division. Each journal entry line can be posted to a specific department within a division but all lines for the journal entry must be posted to the same division. You should make sure the division field is set correctly before you add any lines to the journal entry.
Last Je#: The Last JE# field displays the last journal entry that was saved in the program. The Last JE# field is updated each time you save a journal entry and it only displays a value after you have saved a journal entry and until you exit the program.
Post Date: The Post Date field is a user definable field that identifies the date on which a transaction should be recognized (regardless of when it is actually processed). The Post Date field is typically used when making accruals, and many of the reports in the system include a post date range selection that can be used to identify items that should be accrued to different accounting periods.
Project: The Project Field is a user-definable, optional field that is stored in each journal entry line. The Project field can be used to classify or group journal entries together in order to identify costs for a specific project. A Gencode Table can be set up in order to restrict the values that can be input into the Project field.
Batch: The Batch field can be used to group journal entries together for reporting purposes. If you do not specify a batch number, the system will automatically assign the next batch number to the journal entry based on a system counter. If you specify a batch number, the specified batch will be saved to each journal entry line.
Temp JE#: The Temp JE# window displays the temporary journal entry number that is being used for the current journal entry. Each journal entry is assigned a temporary number as it is being created. This temporary number is converted to a permanent journal entry number if the journal entry is saved. If you exit the journal entry program without saving, the temporary journal entry lines are deleted and a new temporary number is used for the next journal entry.
Create Reversing Entry In: The Create Reversing Entry In Checkbox is used to indicate whether the journal entry being processed should be reversed. If the box is checked, then a reversing entry (an entry with the same accounts, but opposite amounts) will be made for the journal entry being processed, and the reversing entry will be posted to the year and period specified next to the checkbox.
Once you have verified or changed the information displayed in the header section of the program, you may create journal entry lines by moving the cursor into the lower section of the program and by using the Insert Key or Button to activate the JE Line Editor.