General Journal Entry

From the Outlook Bar, select General Ledger then General Journal Entry (currently Options/General Ledger/General Journal Entry).

To make a journal entry follow the steps below:

• Select the journal entry date from the date field at the top of the form.
• Add the general journal line items as follows:
  • Select the GL Account by clicking on the button to the right of the Account Number field.  Find the desired GL Account by typing the account number until it is in focus, then click OK.
  • Tab to the Memo field and enter an appropriate descriptive memo.
  • Tab to the Debit Amount or Credit Amount field to enter the amount of the debit or credit for the line item.
  • Review the line item and then tab out of the Credit Amount field .  The line item will be moved to GL panel at the top of the form.
  • Continue adding GL line items until complete and the journal entry is in balance.  The Post J/E button will only be enabled, if the journal entry is in balance.  Click the Post J/E button to commit the General Journal Entry.

Search Journal Entries

To search for General Journal Entries launch the General Journal Entry form as described above.  Click the Search G/L Entry button.

To find a specific transaction, select the criteria.  Options include a date range and specific GL account.  Once the criteria have been selected, click Refresh Data.  If there are General Journal entries which meet the criteria, they will be displayed in the Results List.  Click on the desired entry, then click the Select Journal Entry button.  The selected entry will be displayed in the General Journal Entry form.  Once it is displayed, the following options are available:

• Post.  Click Post J/E to post the journal entry again.
• Modify and Post.  Change the journal entry and post.  This is useful for recurring journal entries.  For recurring journal entries, change the date and then click Post J/E.
• Reverse Journal Entry.  To reverse a journal entry, click on the Reverse G/L entry button.  The GL Accounts and memo fields will remain unchanged but the debits and credits will be reversed.  Change the date, if required, then click Post J/E.  This function is useful for routine end of period reversals or for corrections.

Import G/L Entry

General Journal Entries can be imported from a comma delimited file (CSV).  This is convenient for posting journal entries generated by third party programs.

The file structure from the import file has four columns:

• Account.  This is the GL Account Number
• Debit  This is the debit amount.  There must be a value in this column.  Negative values are not permitted.
• Credit  This is the credit amount.  There must be a value in this column.  Negative values are not permitted.
• Description.  The description will be used for the memo field in the journal entry.

To import a journal entry file, click on the Import G/L Entry button.  Navigate to and select the file to be imported.  Click Open.  The contents of the file will appear in the journal entry window.  Select the Journal Entry Date and then click Post J/E.

Note:  If for any reason the journal entry is not in balance, the Post J/E button will not be enabled.