Difference between revisions of "Creating a Manual Journal Entry"
From Adjutant Wiki
| Line 12: | Line 12: | ||
#* All general ledger posting in Adjutant requires a GL Batch record | #* All general ledger posting in Adjutant requires a GL Batch record | ||
#* A batch number value will be automatically generated from the system batch counter | #* A batch number value will be automatically generated from the system batch counter | ||
| − | # Review and update the 'Posting Date' | + | # Review and update the fields on this screen as needed: |
| − | # (Optional) The 'Control Total' value is an additional safety check that will prompt a warning if either side (debit or credit) of the batch posting total does not match the entered total. It also provides a reference total value for the posting that can be used for reporting. Enter the batch total if desired. | + | #* The 'Posting Date' will default to the current date. Update as needed. |
| − | # The '''Post Year''' and '''Post Period''' should default to the current fiscal year and period. Override these entries if needed. | + | #* (Optional) The 'Control Total' value is an additional safety check that will prompt a warning if either side (debit or credit) of the batch posting total does not match the entered total. It also provides a reference total value for the posting that can be used for reporting. Enter the batch total if desired. |
| − | # Enter a 'Reference' value for the posting. The Reference field accepts any combination of numbers and letters. | + | #* The '''Post Year''' and '''Post Period''' should default to the current fiscal year and period. Override these entries if needed. |
| − | # (Optional) Enter a detailed note in the 'Header Note' area. | + | #* Enter a 'Reference' value for the posting. The Reference field accepts any combination of numbers and letters. |
| + | #* (Optional) Enter a detailed note in the 'Header Note' area. | ||
# Select the '''Batch Entries''' tab to enter the posting line item details. | # Select the '''Batch Entries''' tab to enter the posting line item details. | ||
| − | # Enter the '''GL Account''' for the first posting detail. A type-ahead list will show matching GL accounts. You can also search using the drop-down list, or the magnifying glass search feature. | + | #* Enter the '''GL Account''' for the first posting detail. A type-ahead list will show matching GL accounts. You can also search using the drop-down list, or the magnifying glass search feature. |
| − | # (Optional) The 'Note' field can be used to store a line note for each posting detail. This can be used in advanced reporting. | + | #* (Optional) The 'Note' field can be used to store a line note for each posting detail. This can be used in advanced reporting. |
| − | # Enter the '''Debit''' or '''Credit''' value for this GL account detail. It is not necessary to enter the credit sign. | + | #* Enter the '''Debit''' or '''Credit''' value for this GL account detail. It is not necessary to enter the credit sign. |
| − | # (Optional) The '''Project ID''', '''Project Name''', and '''Phase''' fields can be used to link the posting amounts to a Project for budget or cost reporting. | + | #* (Optional) The '''Project ID''', '''Project Name''', and '''Phase''' fields can be used to link the posting amounts to a Project for budget or cost reporting. |
# Select '''Save Line Item''' from the Actions list to save the posting detail. A new detail line will automatically be loaded. | # Select '''Save Line Item''' from the Actions list to save the posting detail. A new detail line will automatically be loaded. | ||
# Continue entering GL Account and debit/credit details as needed. When finished, select '''Save Line Item''' from the Actions list. | # Continue entering GL Account and debit/credit details as needed. When finished, select '''Save Line Item''' from the Actions list. | ||
| − | |||
| Line 36: | Line 36: | ||
# When you are ready to post the batch to the general ledger, select '''Post''' from the Actions list. | # When you are ready to post the batch to the general ledger, select '''Post''' from the Actions list. | ||
#* A posting confirmation message will display asking if you are ready to post all selected batches. Press 'OK' to post. | #* A posting confirmation message will display asking if you are ready to post all selected batches. Press 'OK' to post. | ||
| − | |||
| − | |||
| − | |||
| − | |||
[[Category: General Ledger]] | [[Category: General Ledger]] | ||
Revision as of 08:38, 29 July 2020
Overview
This guide shows how to create and post a simple manual entry to the general ledger. Large multi-line journal entries can also be imported via the 'Import Batch' process.
Creating the Journal Entry
- Load the GL Journal Entry screen from Transaction > General Ledger > GL Journal Entry or from the screen search feature.
- Select New Batch from the Actions list.
- All general ledger posting in Adjutant requires a GL Batch record
- A batch number value will be automatically generated from the system batch counter
- Review and update the fields on this screen as needed:
- The 'Posting Date' will default to the current date. Update as needed.
- (Optional) The 'Control Total' value is an additional safety check that will prompt a warning if either side (debit or credit) of the batch posting total does not match the entered total. It also provides a reference total value for the posting that can be used for reporting. Enter the batch total if desired.
- The Post Year and Post Period should default to the current fiscal year and period. Override these entries if needed.
- Enter a 'Reference' value for the posting. The Reference field accepts any combination of numbers and letters.
- (Optional) Enter a detailed note in the 'Header Note' area.
- Select the Batch Entries tab to enter the posting line item details.
- Enter the GL Account for the first posting detail. A type-ahead list will show matching GL accounts. You can also search using the drop-down list, or the magnifying glass search feature.
- (Optional) The 'Note' field can be used to store a line note for each posting detail. This can be used in advanced reporting.
- Enter the Debit or Credit value for this GL account detail. It is not necessary to enter the credit sign.
- (Optional) The Project ID, Project Name, and Phase fields can be used to link the posting amounts to a Project for budget or cost reporting.
- Select Save Line Item from the Actions list to save the posting detail. A new detail line will automatically be loaded.
- Continue entering GL Account and debit/credit details as needed. When finished, select Save Line Item from the Actions list.
Posting the Journal Entry Batch
The journal entry must be posted before it affects the general ledger. The journal entry can be reviewed and edited until it's batch record has been posted.
- Select the Unposted Batches tab.
- Use the checkbox field in the 'Selected' column to select the desired journal entry batch.
- (Optional) Selecting 'Print' from the Actions list will launch the 'GL Distribution Report' with all the entries filled in to produce a report that can be used to review the journal entry details.
- When you are ready to post the batch to the general ledger, select Post from the Actions list.
- A posting confirmation message will display asking if you are ready to post all selected batches. Press 'OK' to post.