Recurring Journal Entry - Fields Home | FAQs & Troubleshooting

 

Recurring Journal Entry

 Show/Hide All

Source Journal

Enter a source journal for posting the journal entry, or click the Lookup button to select an existing source journal. Click the Search button to select an existing recurring journal entry. If you enter a new source journal code, you are prompted to create a new source journal. For more information, see Source Journal Maintenance (On-the-Fly).

The Copy From Source Journal History button appears after you enter the Source Journal and Reference fields and allows you to copy information from a posted journal entry. Click the Copy From Source Journal History button to select a general journal transaction by source journal and journal number.

 Entry Sample

NF

 

Reference

Type a reference of up to six characters to identify the journal entry. The reference can be a loan number, sequence number, or any control number that identifies the source of this entry.

If the Track Deleted Journals check box is selected in the General Ledger Options window, and the recurring journal entry was deleted after the Recurring Journal was printed, a message appears indicating that the journal number has been deleted. Click Yes to reuse the deleted reference.

Note  Although deleted entries appear on the Recurring Journal and Recurring Journal Listing, their original account numbers and amounts do not appear, nor do they affect the journal totals.

 Entry Sample

011213

 

1. Header

 

Select Cycle

Type a two-character designation that identifies the posting cycle for the recurring journal entry. You can define up to five select cycles at one time for recurring journal printing and updating.

 Entry Sample

MO for monthly QT for quarterly

 

Start Date

Enter the date to start posting the recurring journal entry. The start date must not be later than the value entered in the Stop Date field. This field is optional. A recurring journal entry is selected for posting if the date entered in the General Ledger Posting Date Is field in the Recurring Journal window is on or after the date entered in this field.

 

Stop Date

Enter the date to stop posting the recurring journal entry. The stop date entered must not be earlier than the date entered in the Start Date field. This field is optional. A recurring journal entry is selected for posting if the date entered in the General Ledger Posting Date Is field in the Recurring Journal window is on or prior to the date entered in this field.

 

Journal Comment

Type a comment for the journal entry. Comments entered display in the Comment field on the Recurring Journal Entry Lines tab for each transaction, but can be changed. Comments also print on the General Ledger Detail Report.

 

2. Lines

 

Line Number

This field displays the line number in the grid and can only be viewed. The line number appears red for lines that are new or modified. After the Accept button is clicked, the line number changes from red to black.

 

Account No.

Enter the general ledger account number for posting this transaction, or click the Lookup button to select a general ledger account from the list. Press CTRL+F3, or right-click and select Account Entry to use the Account Entry window to select an account.

Only accounts with an active status can be entered.

If the value entered in the Source Journal field is a nonfinancial source journal, only nonfinancial accounts can be entered. If the value entered in the Source Journal field is a financial source journal, only financial accounts can be entered.

• If Yes is selected in the Auto Create when all Segments are Valid field in the General Ledger Options window, when a valid combination of a main account and subaccounts is entered but the account does not exist, the new general ledger account is added automatically without any notification.

• If No is selected in the Auto Create when all Segments are Valid field in the General Ledger Options window, the system will not automatically create accounts when a valid combination of a main account and subaccounts is entered. If No is selected, all accounts must be created in either Account Maintenance or in Copy Accounts accessed from Main Account Maintenance or Sub Account Maintenance.

• If Prompt is selected in the Auto Create when all Segments are Valid field in the General Ledger Options window, when a valid combination of a main account and subaccounts is entered but the account does not exist, the Account Entry window appears and you can add the account. For more information, see Account Entry.

• If the Add Main Accounts in General Ledger and Add Sub Accounts in General Ledger check boxes are selected in the General Ledger Options window, you can create new main and subaccounts on the fly in the Account Entry window. For more information, see Account Entry.

 

Debit

Enter the transaction amount as a debit, if applicable. If you enter a minus sign (-) before the amount, the amount entered appears in the Credit field and the Debit field amount changes to zero (0).

 

Credit

Enter the transaction amount as a credit, if applicable. If you enter a minus sign (-) before the amount, the amount entered appears in the Debit field and the Credit field amount changes to zero (0).

 

Comment

This field displays information entered in the Comment field on the Recurring Journal Entry Header tab. Modify the comment if necessary. If the comment is greater than the width of its field, an ellipses (...) appears at the end of the comment displayed, indicating there are additional characters not displayed. Double-click the ellipses to view the entire comment.

Note Press CTRL + ENTER to add a new line of text in the Comment field.

 

Description

This field displays the description of the account selected and can only be viewed.

 

Quick Row

This field displays the number of the selected transaction row in the primary grid. Additional fields for the selected row appear in the secondary grid. Enter a row number to view information for a different transaction, or click the Find Row button to search for a transaction in the Search Grid window.

 

Debits

This field displays the total debit amount entered for the journal and can only be viewed. The total is automatically recalculated for each amount entered in the Debit field.

 

Credits

This field displays the total credit amount entered for the journal and can only be viewed. The total is automatically recalculated for each amount entered in the Credit field.

 

Net Balance

This field displays the difference in amounts between the Debits and Credits fields and can only be viewed. When all transactions are entered for the journal, the Net Balance amount should be zero to indicate that the total debits balance to the total credits. Entries must balance in order to post to the general ledger. The total is automatically recalculated for amounts entered in the Debit and Credit fields. The net balance is automatically calculated as lines are entered.

Click the Print button to review the journal prior to updating.