Creating Journal Entries

To create journal entries for the General Journal and for user-defined journals, use the Journal Entries form. You cannot use this form to create journal entries for the distribution journals. Entries for the distribution journals originate in the corresponding application (such as A/R for the A/R Dist journal, A/P for the A/P Dist journal, and so on).

To create a journal entry:

Open the Journal Entries form.
In the Journal field, select General Journal or the user-defined journal you want to add an entry to.
Click Filter-in-Place.
Select Actions > New.
Specify this information:

Balance Debit/Credit

The debit and credit balances for the current journal entry are displayed after clicking Balance Compute.

Reversing Balance Debit/Credit

The debit and credit balances for the current journal entry are displayed after clicking Balance Compute.

Sequence

The system automatically assigns a sequential number to uniquely identify each transaction, but you can change it.

Date

The current date is displayed by default. Optionally, select the date that this transaction is to be posted to the ledger. When you post journal entries, you do so for a range of dates.

Account

Select the number of the account that the transaction amount is posted to. The account description is displayed for reference.

Control Number

Optionally, specify values to update the control number prefix or the control number sequence.

Ref Control Number

If you need to reference a control number or a transaction posted to the ledger, specify the information for the number.

(Unit Code 1-4)

Select the unit code that the transaction applies to.

Currency

The domestic currency is displayed. Optionally, select a different currency for the transaction. The currency must be the same as the currency of the bank that this transactions affects. If you select a bank code, that bank's currency is displayed, and you cannot change it.

Bank Code

Select the bank code for the bank account to which this transaction will be posted. The system automatically updates the Currency and Exchange Rate fields to reflect the values associated with the selected bank code.

Domestic Debit/Credit

Specify the debit or credit amount of the transaction in the domestic currency. If the domestic currency is different from the foreign currency, the system automatically updates the foreign debit/credit amount, based on the exchange rate between the two currencies.

Exchange Rate

The current exchange rate is displayed. You can change it only if you selected a value in the Bank Code field.

Reference

Specify a brief description of the transaction. The reference can be used to group transactions. This field is part of the selection criteria for the Journal Transaction Report. You can list all transactions with a particular reference. Note that all the debits and credits for the same reference should equal 0 (zero).

Invoice/Voucher

If the journal entry is associated with an invoice or voucher, specify the number.

SRO

If the journal entry is associated with a service order, specify the number.

Check

If the journal entry is associated with a check, specify the number.

Reversing

Select this check box if you are entering a reversing transaction.
Save the record.
The Dimensions tab features dimension analysis attribute fields, used for capturing journal/ledger transaction data for analysis. Transactions for accounts that have been associated with a Ledger dimension, and for which this analysis attribute has been applied to that dimension, are included in the analysis.

If this field has been configured for use, you can select a value to analyze for associated accounts. This field may be required, depending on configuration. The data captured, based on your selected value, is stored with account transactions indefinitely.
To continue entering transactions until the debit balance equals the credit balance, repeat steps 2-4.

Use the buttons on this form as described here:

Click Balance Compute Button to recompute the total debits and credits for both normal and reversing transactions in the selected journal.
Click Transaction Detail to open the G/L Posted Transaction form to view the detail behind the selected transaction.
Click Journal Account Summary to open the Journal Account Summary form.
Click Journal to open the Journals form.
Click Related Transactions to open a second version of the Journal Entries form that is filtered to just those entries for the matching invoice, voucher, or order number.