General Journal Inquiry

Use the General Journal Inquiry to view the journal entries for a specific Period.  You can limit the displayed transactions by several selection criteria, including Account Number, Date, and Journal Code.

Tips:

• Because you can enter a variety of selection criteria, this inquiry is particularly useful for researching journal entries that are out of balance and for analyzing other issues.

• For more information about working with data in fields, see the Data Entry Guidelines.

Directions:

To see directions for...

• Opening the General Journal Inquiry, click More.

   

  • Basic Method (from the G/L Module):

  1. Click Daily Work from the Menu Bar.

  2. Click General Journal Inquiry.
     
     Tip:  Or, use the keyboard shortcut:  [ALT] [a] [q] [i].
      

  • Advanced Method (from another NDS Module):

  1. Click General Ledger from the Menu Bar.

  2. Click Daily Work.

  3. Click General Journal Inquiry.
     
     Tip:  Or, use the keyboard shortcut:  [ALT] [g] [a] [q] [i].
     
     Note:  To activate the General Ledger menu in another module, the G/L Application Control must be set up for the module during installation.

   

  General Journal Inquiry Window Example:

  

   

  Element Range Prompt Example:

  

   

• Viewing the Journal Entries in the General Journal, click More.

   

  To view the journal entries for a specific period:

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

  2. Enter any of the optional selection criteria to limit the transactions displayed.

  3. Click Continue or press [ENTER] to display the journal entries.

   

  General Journal Inquiry Window Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Period	To select the period for the journal entries that you want to display, click the Period in the drop-down list.  (01 - 14, predefined)
  	To display the journal entry transactions that match the selection criteria, click Continue or press [ENTER]. Keyboard shortcut:  [ALT + c]
  Optional Selection Criteria Tip:  You can enter any combination of selection criteria.  The Inquiry program employs AND logic, therefore all of the selection criteria must be satisfied for a transaction to appear in the Transaction List.
  Enter Journal Code	To limit the displayed transactions to those originating from another interfacing module, enter the external Journal Code here.  For example, to see journal entries created by the Payroll module, enter W. Tip:  To select transactions for all external Journal Codes, leave blank.
  or Select From List	To limit the displayed transactions by the internal G/L module Journal Code, click a Journal Code in the drop-down list. Tip:  To select transactions for all internal Journal Codes, click ALL in the drop-down list.
  Account Number Range	To limit the display to a range of Account Numbers, enter the from and to Account Numbers.  (format varies) Tips: To Search for an account, click Search . Keyboard shortcut:  [CTRL + f] To select transactions for all Account Numbers, leave blank.
  	To limit the display to a range of Account Elements, click Element Range. Note:  You will see the Element Range Prompt, which is described below.
  Starting Entry Date	To limit the displayed transactions by Posting Date, enter the Starting Entry Date.  (mmddccyy - century and slashes optional) Tips: To select transactions for all dates, leave blank. To see a list of journal entry transactions with the Entry Date included, [TAB] to Starting Journal Entry and click Search .
  Starting Journal Entry	To limit the displayed transactions by Entry Number, enter the Starting Entry Number.  (5.0 numeric) Tips: To Search for a journal entry transaction, click Search . Keyboard shortcut:  [CTRL + f] To select transactions for all Entry Numbers, leave blank.
  Reference	To limit the displayed transactions by Reference, enter a Reference.  (up to 20 characters) Tips: To select transactions for all References, leave blank. To see a list of journal entry transactions with the Reference included, [TAB] back to Starting Journal Entry and click Search .
  Amount	To limit the displayed transactions by the Transaction Amount, enter and amount.  (12.2 numeric) Tips: To select transactions for all amounts, leave blank. To see a list of journal entry transactions with the Amount included, [TAB] back to Starting Journal Entry and click Search .
  	Specify if you want to display journal entries that have been posted: To display posted entries along with unposted journal entries, click to activate Include Posted Entries. To display only unposted journal entries, click to deactivate Include Posted Entries. Tip:  To see a list of journal entry transactions with the Posted Flag included, [TAB] back to Starting Journal Entry and click Search .
  Element Range Prompt Tip:  This prompt displays a list of the Elements defined for the Account Number.  The list of elements varies according to the settings for each facility.  You can select accounts to display by entering ranges of Elements.
  Element Ranges	To select accounts by Element to be displayed, enter the from and to values for each applicable Element (inclusive).  (format varies)
  	To return to the inquiry window, click Proceed or press [ENTER]. Keyboard shortcut:  [ALT + p]
  Transaction List
  Transaction List	The Transaction List displays the following fields in each row. Entry - Entry Number Code - Journal Code Account # - Account Number Date - Posting Date Reference Debit - Transaction Amount Credit - Transaction Amount Posted - Posted Flag (Y/N)
  Action Icons
  	To clear the transaction list and start again, click New. Tip:  Or click Completed, or press [CTRL + x].
  	Delete is not active.
  	Save is not active.
  	To clear the transaction list and start again, click Completed. Tip:  Or click New, or press [CTRL + x].
  Totals
  Total Debit	Displays the sum of the debit Transaction Amounts in the Transaction List, for your reference.
  Total Credit	Displays the sum of the credit Transaction Amounts in the Transaction List, for your reference.
  Jrnl Balance	Displays the difference between the debit and credit Transaction Amounts in the Transaction List. Tips: If the journal entry is in balance, the Journal Balance is zero. If the Journal Balance is not zero, check your selection criteria.  You may inadvertently have split up transactions for a journal entry.
  	To close the General Journal Inquiry window: Click Close . Or, click File from the Menu Bar, and then click Exit. Keyboard shortcut:  [ALT] [f] [x].