Add/Edit Journal Entries

This selection enables you to make General Ledger entries to any designated journal which may then be posted to any period. This option is found on the General Ledger main menu. As a timesaver, recurring journal entries may be made by executing the Recurring Journal Entries option on the G/L main menu.

    NOTE: G/L transactions that are entered or automatically generated in other entry screens do not need to be entered in this screen - they are collected and applied to journals when the Collect Journals From Modules option is executed on the G/L main menu.

Ad Ed Journal Entries


    Enter a unique identification code for this journal entry, or enter . and press the RETURN key to use the next available sequential number automatically generated and displayed by the system. If the journal entry number already exists, the rest of the information will be displayed. If the entry is UNPOSTED, you may edit the entry. If the entry has been POSTED, you may view or unpost the entry. To search for existing journal numbers, enter ??? and press RETURN, then select from the list displayed.


    Enter the code which identifies the type of journal entries to be entered. Example: CR = Cash Receipts Enter ??? and RETURN to search for existing journal codes and select from the list displayed. The code description will be automatically displayed.


    Enter the date of the journal entries, or press the RETURN key to automatically display today’s date. The entries in this screen will post to the period corresponding with the date entered. If the date corresponds with a closed period, that period and all periods following will be opened to accommodate the new entries and recalculate beginning and ending balances. If the flag for the prompt ‘post to closed period’ is set to N (no) (found on the Add/Edit Entities & Departments screen), entries made against closed periods will not be posted and will appear on an error listing when the post routine is executed .


    Each batch of journal entries is uniquely identified with a system generated number. This number may be used for future editing reference, and transaction tracking purposes.


    Enter the entity ID for which the journal entries are being made. Enter ??? and RETURN to search for existing entities and select from the list displayed.


    The period corresponding with the entry date is displayed for reference.


    If applicable, enter a code for recurring G/L accounts (set-up from the Add/Edit Recurring Codes or Add/Edit Journal Entry Codes screens). Otherwise, enter the number of the general ledger account against which an entry will be made. To search for existing account numbers (not codes), enter ??? and RETURN, next enter part of the account number to search on or ALL, then select from the cross-reference list displayed.

    If a code was entered, you are prompted for a description of the entry which is stored in the Reference field (press RETURN to bypass). Next, you are prompted for the total amount of the entry which will automatically distribute based upon the percentages defined for the code entered. Upon completing account entries, press the RETURN key to exit this multi-value field.


    A description of the G/L account is automatically displayed.


    Enter a description which identifies the entry for future reference.


    Enter the amount to be debited, or press the RETURN key to enter a credit amount.


    Enter the amount to be credited, or press the RETURN key to bypass this field.


    The debit or credit balance will be automatically calculated and displayed. NOTE: This balance must equal zero in order to file and save the screen entries (debits must equal credits).