Contents

Journal Entry, Copy and Authorise

Caroline Buckland Updated by Caroline Buckland

The process

When an adjustment needs to be made on the system, they can be posted via a journal in the General Ledger.

Here is an overview on the journal entry:

  • Dependent upon the data entry controls (set at Company Controls level), some of the mandatory fields can default.  For example, the period number and batch date can be set to default to the current period and current period end date.
  • An overall Journal description may be entered on the header or individual line descriptions may be inserted.  If neither is entered, the description on the batch type will be held against each transaction in the batch.
  • Lines may be deleted, copied or inserted by using the Cmd field.
  • Journals can be suspended (saved) at any stage.  The batch will then become 'Incomplete' and may be amended or cancelled later by re-accessing it through list journal option.
  • Each Journal will be given a system assigned sequential batch number.

Entering a Journal

The steps below describe the relevant steps required to enter a Journal.

To access the Journal Entry screen: General Ledger-GL Processes – GL Data Entry-Journal Entry

The fields with a magnifying symbol are promptable, and you can use prompt to help find the code.

Double click in the field
You can enter a code or description to limit your search.
Select the code you wish to return and click on Ok.
This will return you to the screen you came from, with your chosen code in the field.

Journal Header

Journal Type: enter one of the following journal types/

GLJN – Standard Journal – post to one period

GLRR – Recurring Journal – post to multiple periods

GLRJ – Reversing Journal – Reverses the journal into the next period

If you select GLRR you will have to enter a number of periods to recur over in the Recurral Periods field. On update the batch post the journal over the number of periods specified.
If you select GLRJ you will have to enter the period in the Accrual. Reversal field to indicate the period to reverse the journal. These batches allow for the provision of debts which have been incurred but not yet charged.  A pre-defined batch type allowing accrual postings must be used.  For this type of batch an accrual reversal period should be entered on the data entry header screen. The reversal may potentially take place in any period up to a year in advance.  This facility may however be restricted to only certain users by security.

Press enter on the keyboard to default in the current period and year.

To add lines to journal access the Journal Lines - Base tab.

Completing Journal Lines

You need to make an entry in the following fields:

  • GL Account
  • Value
  • Description
  • Credit values must be entered with a minus sign (–) in front of the value
Your debits and credits must balance before you can update.

Update the Journal

Click on the Update icon to create the journal, a batch number will be displayed.  

Authorisation

Authorisation is set on the batch type, this can be set as group of users with value levels or just via security, whereby any user that has security access can authorise the journal.

The authoriser(s) will be notified by email and they will have a task in task manager. Each notification will have a link that is a direct access to the notification screen.

The menu access is General Ledger>GL Processes>GL Data Entry>List Journals

Select to view Status: Unauthorised, then select OK.

Select the Authorise button.

The lines must be viewed before authorisation can take place, select the Lines button.

Once you have checked the details. Select the Header button.

Use the Update icon to Authorise the Journal.

Reject a Journal

Follow the steps above, the rather than update select the Reject button.

Rejection text can be entered.

Then select Update to reject the Journal.

An email will be sent to the journal owner, they then have the option to disable or amend the journal. Follow the List Journals section below to learn how to locate the journal.

List Journals

Every posting in Financials posts into the General Ledger this is check that all batches have processed.  If anything has failed on the task queue it might have a status of processing, GL journals can be suspended and then amended from this screen.  Also, any journals that require authorisation will sit in here too.

This screen is not used for enquiry purposes, there are specific enquiry screens for journals. 

You should never really close a period until this list is clear.

Menu access General Ledger-GL Processes – GL Data Entry-List Journals

The screen can be used for the following actions

You can:

  • Review the status of all journals
  • Amend an incomplete journal
  • Amend a journal containing errors
  • Copy a journal
  • Amend or disable a rejected journal

Once the selection window is retrieved, you can filter your search by any criteria applicable and then select search.

The action buttons can be used against the Journals. Depending on the journal status, will depend on which action buttons can be used.

The copy, authorise actions etc can be accessed the Edit and Journal buttons.

Any processed journals will be cleared down overnight. To disable a journal, use the right click action and select Edit Disable

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