GL Transaction Entry field descriptions

The fields are listed alphabetically within each section.

Proofs

The Proofs section displays the total amounts for the current transaction, include the debit and credit amounts. These amounts must match before you can close the journal. When you are ready to finish the transaction, click Save, or click Save & New to save the current record and create a new one.

General Ledger

Account

Specify the account code. If a segment of the account code is not used, do not specify a number for that segment. The account code is validated in GL Account Setup.

If you adjust entries to any control accounts, such as AR, AP, IC, ensure that the control account is set up in one of these three levels of the GL account hierarchy:

  • Module level, such as Vendor Setup, Customer Setup, and Product Warehouse Description Setup
  • Operator level, SA Operator Setup
  • R&D operator level, SA Operator Setup

Operators cannot post to accounts if access to a division, department, or sub account number is restricted in SA Operator Setup. To proceed, the operator must ask for assistance from a supervisor or system administrator who can grant authority.

Amount

Specify the amount of the transaction. The journal debit or credit is updated automatically, and the amount is posted to the GL Account Setup period amount when you update this group of transactions.

Debits and credits must be specified as positive amounts. If a debit needs to be reversed, it must be specified as a credit. The opposite applies to reverse credits. The only exception occurs when you post a credit transaction directly to Check Reconciliation. If you post a credit transaction to Check Reconciliation, specify a negative transaction in the Amount field. In the Check Reconciliation section, record the transaction type and post to the correct bank number. You cannot specify a negative debit transaction.

Correct AR or AP History

When you specify a suspense account number, this field is displayed to give you the option to correct the history affected by the suspense posting. Suspense accounts are defined in SA Company Setup.

Date

Specify the current date or the date you want reflected as the transaction date. The GL Transaction Activity Report can be printed for a range of transaction dates.

Extended Reference

Use this field to add a detailed explanation, such as a description of an audit trail or an adjustment to an account. Extended references are printed on the journal when you select Yes for Print Additional References in GL Journal Print Entry. They can be viewed in GL Journal Inquiry.

Journal #

When you correct the Accounts Receivable or Accounts Payable history due to a suspense posting, this field is displayed. Specify the journal number of the suspense posting for which you want history corrected.

Reference

Use this field to explain any additional information associated with this transaction. To add more information than can fit into this field, specify it in the Extended Reference field. When orders are tendered in Sales Order Entry, this field contains notes about the tendering.

Set #

When you correct the Accounts Receivable or Accounts Payable history due to a suspense posting, this field is displayed. Specify the set number of the suspense posting for which you want history corrected.

Type

Select Debit or Credit, or specify 1 for a debit, or 2 for a credit.