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.

Add

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

1.  Enter a date for the Entry Date.

2.  Select the journal code and enter the reference. These entries will be carried through for all new entries until changed.

3.  To add a new journal entry, click Add .

4.  Enter the account number or click Search to find it. The account description will display.

5.  Select Debit or Credit for the entry.

6.  Enter the description.

7.  Enter the amount.

8.  To complete the line, click Save .

9.  Continue entering the debit and credit transactions until the debit and credit amounts balance so that the Journal Balance is zero (0.00).  Then, the entry is complete.

10. When you have finished making entries and the entries balance, click X to close.  The newly entered entries will display in the transaction list.

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.  To edit a transaction, double-click the row in the Transaction List.  The Enter Manual Transactions screen displays.  To edit multiple transactions, click to check the box in the desired rows and then click Edit .

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

3.  Click Save .

4.  Repeat for other transactions within the journal entry.

5.  When the debits and credits balance to zero so that 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.  To display the transaction to delete, click to highlight the row in the Transaction List.  The Enter Manual Transactions screen displays.

2.  Click the transaction(s) to delete.  Multiple transactions can be selected by checking the box on the desired rows.  

3.  Click Delete 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 for automatically creating 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:

• The Create Standard 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.

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

Note:  If you do not have standard journal entries set up, the standard entries button does not display.

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

4.  Click Continue .

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

a.  Click to highlight the transaction line.

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

c.  Change the transaction amount.

d.  Click Save .

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

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

a.  Click to highlight the reference line for the appropriate template.

b.  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.

Creating Recurring Journal Entries

Use Recurring Entries during period end to generate journal entry transactions 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.  After recurring entries are created they will display in the transaction list.

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

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

Posting Date

Today's date displays as the posting date, but you can enter a different date, if needed.  (mmddccyy)

Required

Note:  If the posting date falls outside the period closing date, the following warning displays.

Click Cancel and correct the date, or click OK to accept the entered date.

Run Code

To select a group of journal entry templates to be processed, you can enter a run code.  (2.0 numeric)

Or, to select templates for all run codes, enter ALL.

Period

Click a period in the drop-down list.

Note:  If you specify a period that is already closed, the following message displays:

You can correct the period.  Or, if you are certain that you want to post to a closed period, you can open it using Period Descriptions Maintenance and then create recurring entries.

To begin processing, click Proceed, or press [ENTER].

Keyboard shortcut:  [ALT + p]

Or, to run the routine and print to the screen, click Print View.

To escape from the routine and close the window, click Cancel .
Keyboard shortcut:  [ALT + c].  Or, click Close .

Step-down Allocations

Use Create Step-Down Allocations to generate the journal entry transactions 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.

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

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

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.

4.  Create the journal entries for the allocations:

a.  Click to highlight the allocation account in the allocation list.

b.  In the created drop-down list, click Y(es).

c.  To create the journal entry transactions for the allocation account, click Save.

d.  Repeat for all allocation accounts that you want to process at this time.

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 transactions 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 and any errors that occurred.  For additional information, click here.

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.

or

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

Keyboard shortcut:  [ALT + p]

Or, to run the routine to the Print View screen, click Print View .

Or, to escape from the routine, click Cancel .

Keyboard shortcut:  [ALT + c]