Create Standard Entries

Use the Create Standard Entries routine to generate live journal entry transactions from the standard entry templates created during Recurring-Standard Entries Maintenance.  A standard entry is a convenient method for creating journal entries that are similar every period.

Tips:

• The Create Recurring Entries routine sets a flag for every standard journal entry template to prevent you from accidentally running it more than once during a period.  To reset all the flags so you can generate the same Standard journal entry again within a Period, use Recurring Entries Maintenance.

• The templates for standard transactions specify the ST Journal Code.

• The amounts can vary from period to period.

• You can override the amounts in this program.

• Example:  Bank service charge.

Directions:

To open:

1.  Click Daily Work from the Menu Bar.

2.  Click Create Standard Entries.

Tip:  Or, use the keyboard shortcut:  [ALT] [a] [s].

Note:  You may also be able to access the General Ledger menu while in another INVISION module.  To activate the General Ledger menu in another module, the G/L Application Control must be set up for the module during installation.

Create Standard Entries Window Example:

• Opening Create Standard Entries, click More.

   

• Creating Standard Entries for the Period, click More.

  1.  Click the Period in the drop-down list.

  2.  If applicable, enter a Run Code to select a group of standard journal entry templates.

  3.  Enter the Posting Date.

  4.  Click Continue .

  5.  To change the amount for a specific Transaction Detail line within a journal entry template:

  1. Click to highlight the Transaction Detail line.

  2. Change the Debit/Credit option, if applicable.

  3. Change the Transaction Amount.

  4. Click Save .

  5. Repeat for each Transaction Detail line to be changed.
     Note:  Make sure the Balance is 0.00 (zero) when done.

  6.  To generate one or more live standard journal entries from the templates - for each journal template to process:

  1. Click to highlight the Reference Detail line for the appropriate template.

  2. Click Yes in the Create drop-down list.

  7.  To generate the journal entry transactions, click Completed .
  
  Tip:  You can review the generated ST transactions on the General Journal Listing.

   

  Create Standard Entries Window Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Period	Click the Period in the drop-down list.  (predefined)
  Run Code	To limit the journal entry templates displayed in the list, you can enter a Run Code.  (2.0 numeric) Tip:  To select all Run Codes, leave blank.
  Posting Date	Press [TAB] to accept the system date as the Posting Date, or you can enter a different date.  (mmddccyy - century and slashes optional)
  	To display the journal entry templates that match the specified Run Code, click Continue or press [ENTER]. Keyboard shortcut:  [ALT + c]
  Journal Code	Displays the ST Journal Code, which will be associated with the created standard transactions.
  Lines	Displays the total number of Transaction Detail lines associated with the highlighted Reference Detail line.
  Line	Displays the Line Number for the highlighted Transaction Detail line.
  Debit/Credit	If applicable, click the Debit/Credit Option in the drop-down list for the highlighted Transaction Detail line.  (predefined)
  Amount	If applicable, enter a new Transaction Amount for the highlighted Transaction Detail line.  (12.2 numeric) Note:  When you change this amount, it is also changed in the template.  You can see the new amount during Recurring-Standard Entries Maintenance.
  Create	The Create Option determines which templates are to be generated into live journal entries.  (Yes/No) To flag a standard journal entry template to be processed: 1.  Click the Reference Detail line for the appropriate template. 2.  Click Yes in the Create drop-down list. Tip:  If you have already created the journal entries for a Reference, the Create Option prevents you from duplicating it within a Period by preventing you from setting the flag to No.  To reset all the Create Option flags so you can run Create Standard Entries for the Reference again in the same Period, use Recurring Entries Maintenance.
  Standard Journal Entry Templates List Tip:  Only templates matching the specified Run Code appear in the list.  Run Code blank or 0 (zero), indicates all templates.
  Reference Detail	The Reference Detail describes a specific journal entry template.  One line appears for each template. Reference Description - Reference Description Run Code Created - Y/N
  Transaction Detail	The Transaction Detail describes the planned transactions for the journal entry template.  One line appears for each debit or credit.  There are multiple lines associated with each Reference Detail line. G/L Account - Account Number Description - Account Description Debit - Transaction Amount Credit - Transaction Amount
  Control Icons
  	To display all the Transaction Detail lines for all of the displayed Reference Detail lines, click Expand/Contract. To hide the Transaction Detail lines, click Expand/Contract again.
  	New is not active.
  	Delete is not active.
  	To save a changed Reference Line or a changed Transaction Detail line, click Save. Tips: If you changed a Detail Line, you will see the following message: If you changed the Create Option to Yes on a Reference Line, you will see the following message:
  	To clear the window so you can enter a new Run Code, click Completed.
  Balance	Displays the sum of the debit and credit Transaction Amounts for the Transaction Detail lines. Caution:  Do not click Save at the Reference Line to generate the journal entry transactions unless this value is 0.00 (zero).