Releasing and verifying journal entries

Use this procedure to release entries you created in Project Accounting. You must release journal entries to make them available for posting. Interfaced or transferred transactions come in to Project Accounting with a status of Released, but you can use a portion of this procedure to verify those transactions for accuracy and to correct them.

This diagram shows how to release and verify journal entries:

Procedure flow: Releasing and verifying journal entries
  1. Access the appropriate form for the entries to release. Release a journal entry using the Release special action on the same form you used to create it.
    To release an individual Use
    AC only miscellaneous journal entry Journal Entry (AC Only) (AC40.1)
    AC and GL miscellaneous journal entry Journal Entry (AC and GL) (AC40.4)
    AC only resource time entry Resource Time Entry (AC Only) (AC41.1)
    AC and GL resource time entry Resource Time Entry (AC and GL) (AC41.4))
    Subcontractor time and material entry Subcontractor Time and Material Entry (AC42.1)

    Alternatively, if you release all transactions in a control group, then access Control Group Release (AC45.4) and select Release as the line action for each control group to release.

    Note: You cannot release subcontractor time entries using AC45.4. Interfaced or transferred transactions come in to Project Accounting with a status of Released.
  2. If you must correct errors for released transactions, then access Transaction Edit (AC45.1) and use this form to inquire on and verify journal entries. Specify this information:
    Activity and Account Category

    Inquire on the activity and account category combination to verify journal entries.

    If you leave the Account Category field blank, all account categories for the selected activity display.

    If you leave both fields blank, then all transactions with the status selected in the Transaction Status is displayed.

    Transaction Status

    You can inquire on transactions by status. Select Released, Posted, or Both. If you leave this field blank, then the Released setting set as default.

  3. Click Filter to limit the transactions displayed. You can filter transactions by activity group, company, system code, source code, resource type, resource company, resource, posting date range, and you can select whether to view burden adjustments.
  4. You can change the activity, account category, description, or transaction attributes for any of the transactions displayed. You can also delete a transaction line that has a released status.
    Note: If you delete a line created from a subcontractor time entry, then the Accounts Payable invoice is not changed.

Follow-up tasks

After releasing transactions, you must post them to Project Accounting. You also post non-Lawson transactions that you have interfaced and subsystem transaction that were transferred to Project Accounting.

See Posting transactions.

You can maintain invoices created in Subcontractor Time and Material Entry (AC42.1) in Accounts Payable. When you run Invoice Distribution Closing (AP175), the invoice is updated to General Ledger.

See Accounts Payable User Guide.
Note: Changes or deletions you make to an invoice in Accounts Payable do not affect activity transactions.