The Load a JE Button is used to load a partial or complete un-posted journal entry into the Journal Entry program so that it can be modified and/or posted. The Load a JE feature is used along with the Store a JE feature. These two options allow you to save a partially entered or recurring journal entry transaction so that it can be reloaded, modified and or completed at a later date.
The primary difference between the Load and Store options and the Recall option mentioned earlier in this section is that the Recall JE feature is used to pull up posted journal entries. When the Load and Store options are used, the information for the journal entry being processed is saved to or loaded from a Textdata record and it does not necessarily exist already in the general ledger.
When the Load a JE Button is pressed, the system displays the Load a Journal Entry Panel. The Load a Journal Entry panel is used to specify the stored JE to be loaded into the Journal Entry program and how the amounts from the stored entry should be handled.
Stored JE ID: The Stored JE ID window is used to specify the stored journal entry to be loaded. The prompt button that is located to the right of the window can be used to activate the Text Data Selection List, which displays the stored journal entries that have been created on your system. Once the list is displayed, you should select the appropriate stored journal entry record from the list.
Once the stored JE has been specified, you should use the Radio Buttons located in the lower section of the Load a Journal Entry panel to indicate whether you wish to Keep, Reverse, or Zero out the amounts in the stored journal entry lines.
Once you have selected the journal entry to be loaded and have specified how the amounts should be handled, the system loads the information from the selected journal entry into the Journal Entry program. The period and year used for the new journal entry are based on the values specified at the top of the Journal Entry program and they do not need to be the same as that used for the original journal entry.
Once the selected journal entry has been loaded, you may change the displayed debit and credit amounts, add additional journal entry lines, or delete unwanted journal entry lines as required. You may also add text or comment information to the Journal Entry. The Journal Entry program will not allow the new journal entry to be saved until it is in balance and until all the accounts being posted to have been validated as available for posting.