Accounting; GL; JE; J/E

Create a Journal Entry

System Location: Data Entry > G/L> Journals

This topic provides details on how to create a journal entry.

For more information see Journal Entries.

 

1. Go to the blue Data Entry tab, open the G/L dropdown menu, and select Journals.
2. Click New (located at the top of the page.)

Details Section

3. Provide the Journal Entry Number.
4. Verify / provide information for the following fields:
   • Transaction Date
   • Period Number
     • Defaults to the period associated with the Receipt Date, but can be forced to be different
     • For more information see Process Accounting Functions.
   • Date To Reverse
     • Must be present before journal entry is saved the first time
   • Bank Code
     • Not required even if one or more cash accounts are referenced in the Journal Entry Line Item Grid

Line Items Section

5. Click Add Row.
6. Provide the following values in the new row provided:
   • GL Code: Select the GL Code that will debited or credited
   • Amount Debit or Amount Credit: Enter the dollar value to be debited or credited
   • Explanation: Enter information that would help identify the purpose of the entry for reference
7. Repeat Steps 5 and 6 for as many additional rows as are needed.
   • A journal entry must have equal dollar values in the Debit and Credit columns before it can be saved

Misc Job Costs (OPTIONAL)

This option can be used to pass costs back to selected jobs without having to leave the journal entry.

1. Click Search.
2. Select one or more jobs that need to have a cost added.
   • Jobs can also be selected one at a time.
3. Click OK.
4. (OPTIONAL) Edit the Part Number and / or Part Description fields to reflect the nature of the miscellaneous cost.
   • The Part Number and associated Description listed on the job display by default
5. Enter the Quantity and related Cost of the charge.
6. Verify / adjust the GL Code associated with the charge.
   • It is important to adjust this GL Code to ensure accurate costing reports.
   • GL Codes will NOT populate from the Journal Entry Grid above and the dollar values do not have to match

Notes Regarding Miscellaneous Job Costs

• Amounts entered as miscellaneous charges do not affect the journal entry total and are not considered as "debits" or "credits."
• It is recommended to use this option to pass along costs associated only with the journal entry being created / edited.

Complete the Journal Entry

1. Click Save to save and close the journal entry.
   1. Use the Save dropdown menu if you want to create a new record or print a report upon saving.

 

Back to Journal Entries