Defining a journal entry

Access Ledger Journal Entry (ML40.1).

Click the New JE button to open Define Ledger Journal (ML40.2) and define journal entry header information.

Specify this information:

Type

Select what type of journal entry you want to create. The default is Normal, which lets you create a journal entry within one company. Select Intercompany to create a journal entry between different companies.

Journal

If you selected Yes in the Auto Journal Numbering field on Company (GL10.1), leave the Journal Number field blank and a journal number is assigned by the system.

Seq (Sequence)

The sequence number for a new journal must be zero. The sequence number identifies the order of similar journal entries. You can use this number to audit the number of transactions interfaced to Multi-Book Ledger.

Sequential transaction numbering is a feature that attaches a unique transaction number to each transaction line interfaced to Multi-Book Ledger. You specify in the Transaction Numbering Option on the Journals-Book tab on Company (GL10.1) to:

Have the application automatically assign numbers in a company
Have the application automatically assign numbers in a journal book
Not require sequence numbers

Use the Main tab to define header information for the journal entry, including information that defaults on transaction lines.

Specify this information:

Source Code

Select the source code to identify where transactions are created within a system. If you leave this field blank, ME defaults.

Description Default

Select the description you want to default on each transaction line. If you leave this field blank, the journal header description defaults. As an alternative, you can select Prior Transaction line, which copies the description from the last transaction line to the new one.

Hold Code

If you do not want the journal entry to be posted along with other released journal entries, specify or select a hold code. You will need to remove the hold code before you can post the journal entry.

Note: Use Journal Hold Code (GL12.1) to define hold codes.

Auto Reverse and Period

If you select Yes in this field, the Multi-Book Ledger closing program creates a reversing entry for this transaction.

Identify the period you want to reverse journal entries to. If you leave this field blank, reversing entries are made in the next period.

If you change this field after lines have already been added to the journal entry on Ledger Journal Entry (ML40.1), the Auto Reverse status of the existing lines is not changed.

Journal Book

You can select a journal book for the transaction to group transactions. If you selected Yes in the Journal Book Required field on Company (GL10.1), this field is required. For more information, see the General Ledger User Guide.

Note: Multi-Book Ledger currently does not provide the capability to generate journal book reports on ledger companies.

You can also open a subform to copy a journal entry. Copying a journal entry

Use the Dates, Currency tab to define dates associated with the journal entry and to define currency information for a nonbase currency journal entry.

Specify this information:

Posting Dates: Specify the date you want to post the journal entry on. If you leave this field blank, the period ending date for the current period is used.
Transaction Dates: Specify the date to identify when you created the journal entry. If you leave this field blank, the system date is used.
Currency Code and Exchange Rate: If you are specifying a nonbase currency journal entry, select the appropriate currency code in the Currency Code field. Select the rate used to calculate currency exchange operations on non-base currency amounts in the Exchange Rate field. If you leave this field blank, the current exchange rate defined in the Currency application defaults.

Note: If you add or change attribute values after lines have already been added to the journal entry on Ledger Journal Entry (ML40.1), the attribute values of the existing lines are not changed; you must also make the changes to the transaction lines.

If attribute information is required, use the Attributes tab to define attribute values. The system assigns the default values to transaction lines with the same source code. You can also assign attribute values to each transaction line.

Note: You can specify amounts and units on the same detail line. Amounts need to balance before a journal entry can be released, units do not.

Define journal entry transaction lines. These options are available:


To	Use
Add up to six transaction lines at a time for the journal entry	Ledger Journal Entry (ML40.1). On this form you can assign an accounting unit, an account, an amount, a units amount, and a description. Click the More button to define additional information for a transaction line or override the default information from the journal entry header. Note: To add another page of journal entries, use the Add form action. The form clears and you can continue to specify additional detail lines for the entry. If you create multiple transaction lines, you can use Copy (F2) to copy a field value from the previous transaction line. To copy and reverse the previous transaction amount use Shift+Copy (F2) in the Amount field.
Add up to 12 transaction lines at a time for the journal entry	Click the Speed Entry button on Ledger Journal Entry (ML40.1) to open the Speed Entry subform. On this form, you can assign an accounting unit, an account, an amount, and a description, and set the reversal flag. Click the More button to define additional information for a transaction line or override the default information from the journal entry header.
Define a single transaction line	Click the Single Line button on Ledger Journal Entry (ML40.1) to open Ledger Journal Entry (ML40.8). Use the Main, Attributes, and Amounts tabs to define journal entry transaction information.

To display totals for the journal entry, click the Totals button on Ledger Journal Entry (ML40.1) to open Ledger Totals (ML40.7). Use the subform to determine whether you need to make transaction line adjustments to eliminate differences between transaction and base currency amounts, between transaction and report currency amounts, or between debit and credit amounts.


If	Then
You selected the auto-balancing option for your company base currency transactions	Select OK and Add to automatically create auto-balancing adjusting entries in the auto-balancing system account
You want to display totals for a different currency, posting company, or zone	Click the Filter button

If you did not select auto-balancing on the Currency tab on Company (GL10.1), you must return to Ledger Journal Entry (ML40.1) and manually adjust the existing detail lines.