Journal Processing Prompts

Period

Select the period with the entries to process.  The GL journal entries for the period will display as shown above.

Entries can be added and entries that are manual or reversing entries can be edited.

Adding Entries

To add entries, click Add .  The following screen displays.

1.  Enter a date for the Entry Date.

2.  Enter a reference for the entry.

3.  Enter the account number or enter [Ctrl + f] or click Search to look for it. The account description will display.

4.  Enter the description.

5.  If the entry is a debit amount enter the journal amount in the Debit column.  If the entry is a credit, enter the journal amount in the credit column.

6. To complete the line, press [Enter] or click Save .

7.  Continue entering the debit and credit entries until the debit and credit amounts balance and the Journal Balance is zero (0.00).  Then, the entries are complete.

8. When you have finished making entries and the entries balance, click X to close.  The newly entered entries will display in the list where they can be edited if needed.

Editing Journal Entries

Only entries for journal codes, MA-Manual Entry or RE-Reversing Entry, which have not been posted can be edited. Other entries may be viewed but not altered.

To change unposted journal entries:

1.  Double-click the row in the Transaction List.  The Enter Manual Transactions screen displays.  Or, to edit multiple transactions, click to check the box in the desired rows and then click Edit .  If multiple rows are selected, double-click the row to edit.

2.  Make the changes to the transaction following the directions for entering above.

3.  Click Save .

4.  Repeat for other lines within the journal entry.

5.  When the debits and credits balance to zero and the Journal Balance is 0.00, the entries are complete.  Click X to close the window.  The edited entries will display in the list.

Deleting Journal Entries

Only entries for journal codes, MA-Manual Entry or RE-Reversing Entry, which have not been posted can be deleted.

To delete transactions for an unposted journal entry:

1.  Double-click to highlight the row in the Transaction List.  Or, to delete multiple entries, click to check the box in the desired rows and then click Edit .  If multiple rows are selected, double-click the row to edit.

2.  The Enter Manual Transactions screen displays.

2.  Check the box for the line(s) to delete.  Multiple lines can be selected by checking the box on the desired rows.  

3.  Press [Delete] or Click Delete Selected and the following confirmation displays.  Click Yes to complete the delete.

Creating Standard Journal Entries

Use the Standard Entries function to generate journal entry transactions from the standard entry templates created during Recurring-Standard Entries Maintenance.  A standard entry is a convenient method to automatically create journal entries that are similar every period but the amounts may vary.  For example, a bank service charge that is assessed every month could be set up as a standard entry.

Tips:

• If you do not have standard entry templates set up, the standard entries button doesn't display.  

• After the first time in the new year that Create Standard Entries is run, the Updated this Period checkbox for each template that is used is checked.  After that you will notice that the updated this period checkbox for each template is already checked and will need to be unchecked so that you can process entries for the period.

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

To create standard entries, click Standard Entries .  The following screen displays.

1.  The Period and run code are selected for you.

2.  Today's date displays as the posting date, but you can change it.

3.  Press [Enter] or click Search and the journal entries display.

4.  To change the amount for a specific line within a journal entry:

a.  Click to highlight the line or lines.
To quickly clear the amounts for entries, click Clear Amounts .

b. Change the transaction amount.

c.  Repeat for each transaction line to be changed.
Note:  Make sure the balance is 0.00 (zero) when done.

5.  To generate one or more standard journal entries from the template entries:

a.  If Updated this Period is checked for an entry to process, uncheck the box.

b.  Click to check the left most checkbox for the desired line(s).  To select all entries, click the checkbox column.

c.  Click Create Journal Entries .  A summary of the transactions created displays along with a total amount.  Close the window.

d.  Close the Create Journal Entries screen and the generated ST entries will display in the journal processing list.  

Creating Recurring Journal Entries

Use Recurring Entries during period end to generate journal entries from the recurring entry templates created during Recurring-Standard Entries Maintenance.  A recurring entry is a convenient way to automatically create journal entries that are the same every period including the amount.  After recurring entries are created they will display in the transaction list.

Notes:  

• If you do not have recurring journal entries set up, the recurring entries button does not display.

• After the first time in the new year that Create Recurring  Entries is run, the Updated this Period checkbox for each template that is used is checked.  After that you will notice that the updated this period checkbox for each template is already checked and will need to be unchecked so that you can process entries for the period.

• The templates for recurring entries specify the RC Journal Code.

To create recurring entries, click Recurring Entries .  The following screen displays.

1.  The Period is selected for you.

2.  If applicable, enter a run code to select a group of recurring journal entry templates.

3.  Today's date displays as the posting date, but you can change it.

4.  Click Search .

5.  To generate the desired recurring journal entries from the templates:

a.  If Updated this Period is checked for an entry to process, uncheck the box.

b.  Click to check the left most checkbox for the desired line(s).  To select all entries, click the checkbox column.

c.  Click Create Journal Entries .  A summary of the transactions created displays along with a total amount.  Close the window.

d.  Close the Create Journal Entries screen and the generated RC entries will display in the journal processing list.  

Step-down Allocations

If you have step-down allocations, use Create Step-Down Allocations to generate the journal entries for the defined allocations.  An allocation account (control account), which is created during Step-Down Allocation Maintenance, defines how to automatically disburse a period balance from one account to other accounts.  For example, you can set up an allocation to disburse the balance of the total telephone expense among various departments.  You can select which allocations you want to generate at this time.

Notes:  

• If you do not have step-down allocations set up, the Step-down Allocations button does not display.

• Journal entries are created with the AL journal code and a reference of Step-down.

To create step-down allocation entries, click Step-down Allocations .  The following screen displays.

To create the journal entries for an allocation account:

1.  Specify the posting date and then click Retrieve .

2.  Enter data for the step accounts:

If the allocation type is 2 (variable percent) or 3 (variable amount), update the percent or amount fields for the step accounts:

Tip:  Skip this step for types 1 (fixed percent) and 4 (based on another account).

a.  Click to highlight the step account for the appropriate allocation account in the account List.

b.  Change the percent or dollar amount.

c.  Click Save.

d.  Repeat for all step accounts with variables.

3.  Create the journal entries for the allocations:

a.  If Updated this Period is checked for an entry to process, uncheck the box.

b.  Click to check the left most checkbox for the desired line(s).  To select all entries, click the checkbox column.

c.  Click Create Journal Entries .  A summary of the transactions created displays along with a total amount.  Close the window.

d.  Close the Create Journal Entries screen and the generated AL entries will display in the journal processing list.  

Print Transaction Journal

Use the Print Journal to generate a journal entry transactions list for the period.  You can select if you want to see posted or unposted transactions.

To run the journal, click Print Journal.  The following screen displays.

Report Writer Directions

Tip:  For more information, refer to the Report Writer - Overview.

1.  If you want to use existing report settings, click Open and select the name of the settings.

Or, you can change the settings on the fly using the Range Options, Sort Options, and Additional Options.

2.  If you want to save the current report settings, click Save and specify the name of the settings.

3.  To generate the report:

• Click Print View to display the report.

• Or, click Print Report to send the report to the default printer.
  
  Tip:  After you click Print View or Print Report, you will see the prompt for additional report options.

Tip:  For more information, refer to the Report Writer - Overview.

General Journal Listing Report Options Window:

Tip:  This appears after the Report Writer prompt.

Period

To specify the period for the journal entry transactions that you want to include in the report, click the period in the drop-down list.

Include Unposted Entries

Include Posted Entries

To specify which journal entry transactions to print, check the appropriate box or boxes.

• Posted:  List only journal entry transactions that have been posted.

• Unposted:  List only journal entry transactions that have not yet been posted.
  Tip:  NDS recommends choosing this option when you run this report before the Post Journal Entries routine.  Compare the totals with the Post Journal Entries report and archive the journal listing.

Fund

To select ranges of account numbers by the account element, click Element Range.

Note:  You will see the Element Range Prompt described below.

Double Space

To double space lines on the report, check this box.  

Or, to generate the report with single spaced lines, leave this box unchecked.

To generate the report, click Proceed or press [ENTER].

Keyboard shortcut:  [ALT + p]

Tip:  The report is sent to either the printer or the Print View window, depending on the option you selected at the Report Writer prompt.  For more information, refer to the Report Writer - Additional Options.

Post Entries

Use Post Journal Entries to update the GL account period balances with the amounts from the journal entries for a selected period.  You can run this routine daily, weekly, or monthly - depending on your organization's procedures.  Often this routine is run for all journal codes after the period closes, during the period-end.  Other options include specifying a single journal code and delaying the routine as long as necessary, even up to your fiscal year-end.  When the routine finishes, the post report prints the totals.  

Note:  A copy of the post summary is maintained in report history for an audit trail.

Post Journal Entries Window Example:

Period

From the drop-down list select the period that you want to update.

Include

To post entries for specific journal codes, click the desired journal codes in the drop-down list.

Or, to post all journal codes, choose All Journal Codes.

Print Detail

To print the journal detail at the end of the post, click to check the Print Detail box.

To omit printing the journal detail during the post, leave this box unchecked.

To run the routine, click Proceed or press [ENTER].

Keyboard shortcut:  [ALT + p]

Or, to escape from the routine, click Cancel .

Keyboard shortcut:  [ALT + c]