Enter Manual Transactions

Use the Enter Manual Transactions routine to enter manual journal entries and reversing journal entries for the General Ledger. Manual journal entries are also known as adjusting entries, and do not originate from other software applications.

Also called: Manual Entry

Tips:

The Enter Manual Transactions program allows you to make corrections to previous periods, even if they have already been closed. If required, you can open a period, enter the adjustment, and then close a period again without the danger of duplicating journal entries. NDS recommends caution when adjusting previous periods.
You can not edit or delete journal entry transactions that have already been posted.
To enter adjusting entries for a closed year, use Year-End Adjusting Entries Maintenance.
For more information about working with data in fields, see the Data Entry Guidelines.

Directions:

To open:

1. Click Daily Work from the menu.

2. Click Enter Manual Transactions.

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

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

Enter Manual Transactions Prompts
Period	To specify the Period to use for posting the journal entry transactions, select the Period in the drop-down list. Required Note: If the Period Open Option, which is set during Period Descriptions Maintenance, specifies that the period is not open, then you will see the following message: Either correct the specified Period, or change the Period Open Option.
Journal Code	Click a Journal Code in the drop-down list. (predefined) MA - Manual Entry RE - Reversing Entry Tip: RE entries are reversed the following period by the Create Reversing Entries routine. Required
Entering a Manual Entry	To create a new journal entry with the associated debit and credit entries: See details below. 1. Select the Period in the drop-down list. 2. Enter the Entry Date. 3. Enter the Reference (required). 4. Enter the Account Number or enter [Ctrl + f] or click Search to look for it. The account description will display. 5. Enter a Description if desired. 6. If the entry is a debit amount enter the Amount in the Debit column. If the entry is a credit, enter the journal Amount in the Credit column. 7. To complete the line, press [Tab]. 8. Continue entering the debit and credit entries until the debit and credit amounts balance and the journal balance is zero (0.00). Then, click Save to finish. 9. When you have finished making entries, click X to close. The entries will display in the GL journal list where they can be edited, if needed.
Entry Date	Enter a date, which becomes the Posting Date for the journal entries. (mmddccyy - century and slashes optional) Required Notes: If you enter an Entry Number to be maintained, the Posting Date is replaced by that of the Entry Number. For transactions to older periods, you can still use today's date. Or you can use the date of the source document. It is your choice. General Ledger uses the Period, not the date when posting the transactions. If the Check Closing Date Option is set to Y(es) during Application Option Parameters, and you enter a date that falls after the Period Closing Date, you will see a warning. To enter the transaction, click OK. Or, to clear the window and start over without entering any transactions, click Cancel.
Reference	Enter a reference to uniquely identify the journal entry. All transactions for this journal entry will share the same reference. (up to 20 characters) Required Examples: You can develop your own system of reference identifiers, such as the operator's initials, a bank account number, a journal entry number, or any other unique numbering system. Tips: You can see the Reference on the Journal Inquiry, General Journal Listing, and the General Journal Report. To change the Period or Date, press [CTRL + x] to clear the window.
Account Number	Enter the Account Number for the transaction. (format varies) Required Tips: To Search for a list of accounts, click Search . Keyboard shortcut: [CTRL + f] If you enter an invalid Account Number, the following message displays: If you enter a Control Account, the following warning displays: Options: OK - To enter the transaction for a Control Account, click OK or press [ENTER]. Tip: The transaction will appear on the General Journal Exception Report. Keyboard shortcut: [ALT + o] Cancel - To cancel the transaction and re-enter a different Account Number, click CANCEL. Keyboard shortcut: [ALT + c]
Account Description	The Account Description displays for your reference. (up to 30 characters)
Description	Enter an optional description for each credit or debit entry. (up to 30 characters) Example: To correct wrong account #. Tip: You can see the description on the General Journal Listing and the General Journal Report.
Amount	If the entry is a debit amount enter the amount in the Debit column. If the entry is a credit, enter the journal amount in the Credit column.. (12.2 numeric) Note: Always enter the amount as a positive number. To create a negative transaction, simply select the opposite Debit/Credit Option.
	To indicate that you have completed the journal entry by entering all of the associated credit and debit entries, click Save . Note: If the debit and credit amounts do not balance out so that the Journal Balance is zero (0.00), you will see the following warning: Options: Yes - Allow the unbalanced journal entry. The transactions will appear on the General Journal Exception Report. Keyboard shortcut: [ALT + y] No - Do not finish the journal entry. Return to the window to finish entering balancing transactions, so the debit and credit amounts add up to zero. Keyboard shortcut: [ALT + n] Cancel - Same as No. Keyboard shortcut: [ALT + c]
Journal Balance	Displays the sum of the debit and credit amounts according to your selection: Journal Totals: Displays the total of all journal entries for the Period. Entry Totals: Displays the totals only for the journal entry transactions displayed in the Transaction List. Total Debits: Displays the sum of the debit amounts listed. Total Credits: Displays the sum of the credit amounts listed. Note: The Journal Balance for all journal entries should be zero (0.00). However, in some cases the displayed entries may legitimately be out of balance (not zero). For example, if you select a single transaction to change or delete, the Entry Total appears out of balance.
	To close the Enter Manual Transactions window, click Close .
Editing a Manual Entry	CAUTION: To avoid losing data, you must save new or changed records. Only entries for journal codes MA-Manual Entry or RE-Reversing Entry, which have not been posted can be edited. To change entries for an unposted journal entry: 1. Click the field to change and make the changes following the directions for entering above. 2. Click Save . 3. Repeat for other lines within the journal entry. 4. When the debits and credits balance to zero and the Journal Balance is 0.00, the entries are complete. Click Close to close the screen.
Deleting a Manual Entry	Only entries for journal codes, MA-Manual Entry or RE-Reversing Entry, which have not been posted can be deleted. To delete an unposted journal entries: 1. Check the box for the entry to delete. Or to select all entries, check the heading Checkbox column. 2. Press [Delete] or click Delete Selected . The following confirmation displays. Click Yes to complete the delete.