Transaction Journal Entry

Transaction Journal Entry - Fields

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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 transaction journal entry that has not been posted. If a source journal code is entered that is not defined in Source Journal Maintenance, the Source Journal Maintenance (On-the-Fly) window appears. For more information, see Source Journal Maintenance (On-the-Fly).

Entry Sample

GJ

Entry Number

Enter an entry number of up to six characters to identify the journal entry, or click the Next Number button to assign the next incremented entry number for the selected source journal. If the entry number entered exists for the source journal entered, and the journal entry has not been updated, you can modify the information that displays.

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

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

Batch No.
If batch processing is enabled, this field displays the current batch number and can only be viewed. This field is available only if the Enable check box is selected for batch processing in the module's Options window. For more information, see Batch Entry.
Click the Batch Number button to select a batch number from the list or to create a new batch number. Click the Transfer Document button to transfer the current document to a different batch.

1. Header

Posting Date
Enter the date to post transactions, or click the Calendar button to select a date from the calendar. You can only enter dates that occur during or after the current period defined in the Fiscal Period field in the General Ledger Options window. For more information, see General Ledger Options.
The posting date entered determines the period to post the journal.

Transaction Total
Enter the total amount for the entry, or click the Calculator button to calculate the total transaction amounts for the entry. If the sum of the transaction amounts entered on the Transaction Journal Entry Lines tab does not match the transaction total entered, an out-of-balance message appears. This field is available only if the Transaction Total check box is selected in the Transaction Journal Format window.

Journal Comment
Enter a comment for the journal entry. Comments entered are printed on the Transaction Journal.

Offset Account No.
Enter an account number to post the offsetting distribution total amount for the journal entry, or click the Lookup button to select an account. Press CTRL+F3, or right-click and select Account Entry to use the Account Entry window to select an account. This field is available only if the Bank Reconciliation module is not integrated with General Ledger.
If the Bank Reconciliation module is integrated with General Ledger, this field is not available, but can be changed in the Offset Account No. field in the Transaction Journal Format window. For more information, see Transaction Journal Format. If you change the Bank Code field, the Offset Account No. field is automatically updated to the corresponding account number defined for the bank code in Bank Code Maintenance.
Only accounts with an active status can be entered. If a financial source journal is selected in the Source Journal field, only financial type accounts can be entered. If a nonfinancial source journal is selected in the Source Journal field, only nonfinancial type accounts can be entered.

Description
This field displays the description of the offset account.

Offset
This field displays the value entered in the Offset field in the Transaction Journal Format window and indicates whether the balance of the account selected in the Offset Account No. field is debit- or credit-oriented. This value can be changed. If Debit is selected, the offset account number is debited and the accounts on the Transaction Journal Entry Lines tab are credited. If Credit is selected, the offset account number is credited and the accounts on the Lines tab are debited.

Bank Code
Enter a bank code for the bank that is transferring funds, or click the Lookup button to select a bank code. If you change the bank code, the Offset Account No. field is automatically updated to the corresponding account number defined for the new bank code entered. This field displays the bank code entered in the Bank Code field in the Transaction Journal Format window. This field is available only if the Bank Reconciliation module is integrated with General Ledger, and if Check Numbers, Deposit, Adjustment, or Bank Transfer is selected in the Transaction Type field in the Transaction Journal Format window. A description of the bank code field also displays and can only be viewed.

Post Deposits in Summary
This check box can only be viewed and is defined in the Post Deposits in Summary check box in the Transaction Journal Format window. This check box appears only if the Bank Reconciliation module is integrated with General Ledger, and Deposit is selected in the Transaction Type field in the Transaction Journal Format window.

Transfer No.
Enter a document reference number for the transaction to be posted to the Bank Reconciliation module. This field is available only if the Bank Reconciliation module is integrated with General Ledger, and Bank Transfer is selected in the Transaction Type field in the Transaction Journal Format window.

Deposit No.
Enter a document reference number for the transaction to be posted to the Bank Reconciliation module. This field is available only if the Bank Reconciliation module is integrated with General Ledger, the Post Deposits in Summary check box is selected, and Deposit is selected in the Transaction Type field in the Transaction Journal Format window.

Deposit Comment
Enter the deposit comment for the transaction that will be posted to the Bank Reconciliation module. This field is available only if the Bank Reconciliation module is integrated with General Ledger, Deposit is selected in the Transaction Type field, and the Post Deposits in Summary check box is selected in the Transaction Journal Format window.
Although you can enter a comment of up to 2048 characters, only the first 23 characters are posted to the Bank Reconciliation module. If the Post Deposits in Summary check box is cleared, comments entered on the Transaction Journal Entry Lines tab are posted to the Bank Reconciliation module.

2. Lines

Check No./Doc Refer./Bank
Enter a check number, document reference number, or bank code for the field displayed based on the selection in the Transaction Type field in the Transaction Journal Format window.
The Doc Refer. field is available only if Deposit, Adjustment, Bank Transfer, or Document Reference is selected in the Transaction Type field in the Transaction Journal Format window. Click the Copy button to copy the last document reference to this field.
The Bank field is available only if Bank Transfer is selected in the Transaction Type field in the Transaction Journal Format window. The bank code entered receives the funds when a journal entry for transferring funds between banks has posted. This field displays the bank code selected in the Transfer Funds to Bank Code field in the Transaction Journal Format window, but can be changed. If the bank code is changed on the line, the account associated with the bank code entered is displayed in the Account No. field.
The Check No. field is available only if Check Number is selected in the Transaction Type field in the Transaction Journal Format window. You can enter numeric or alphanumeric characters in this field.
If the Auto Increment Check No. check box is selected in the Transaction Journal Format window, the check number automatically increments for each subsequent transaction entry. If you enter a check number for the first transaction entry, the check numbers are automatically incremented for each subsequent transaction entry. If you manually change an incremented number, subsequent check numbers are incremented based on the last manual entry.
Note The last check number entered is not stored for future entry of subsequent checks if you close the Transaction Journal Entry window. Although numeric and alphanumeric characters can be entered in this field, only numeric entries are incremented.
If the Auto Increment Check No. check box is cleared in the Transaction Journal Format window, a check number must be entered for each transaction.
Example - Manually changing a numeric incremented check number
The manual changes to a numeric incremented check number are as follows:
First check number
000001

Subsequent check number increments to
000002

Check number manually changed to
000015

Subsequent check number increments to
000016

The changes to a numeric incremented check number with an alphanumeric check number are as follows:

First check number
000001

Subsequent check number increments to
000002

Check number manually changed to alphanumeric check number
A1

Subsequent check number
000002

Date
Enter the date to post transactions, or click the Calendar button to select a date from the Calendar. You can only enter dates that occur during or after the current period. If the date is prior to the current period, the posting date displays for the current period-ending date. The last date entered will default for new lines.
Note: If the Bank Reconciliation module is integrated with General Ledger, and a check number is entered in the Check No. field, the date entered should be posted to the same posting period as the Posting Date field on the Transaction Journal Entry Header tab. If the date entered in this field is not in the same posting period as the Posting Date field, the General Ledger Report and Bank Reconciliation Recap Report will not balance for the account that the check number was posted.

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 active status accounts 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.

Amount
Enter the amount for the transaction.

Comment
Enter a comment for each transaction line, if necessary. If the number of characters entered is greater than the width of the field, an ellipses (...) appears at the end of the comment displayed, indicating there are additional characters not displayed.
Only the first 23 characters of the comment are posted to the Bank Reconciliation module. If the Post Deposits in Summary check box is cleared, comments entered on the Transaction Journal Entry Lines tab are posted to the Bank Reconciliation module.

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.

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.
This field appears only if the Transaction Total check box is selected in the Transaction Journal Format window.

Total
This field displays the sum of the transaction amounts entered and can only be viewed. The total is automatically recalculated as transaction amounts are entered.