Copying a Journal Entry

To define a journal entry that is similar to an existing journal entry, you can quickly copy the existing journal entry, and then make necessary changes. For example, you can use this process to easily create a reversing journal entry. You cannot delete subsystem entries from General Ledger, but you could create a copy of a subsystem entry and reverse it to offset the entry. This procedure describes the process for copying a journal entry.

To copy a journal entry

  1. Access Journal Entry (GL40.1).
  2. Click the New JE button to open Define Journal (GL40.2).
    Note: You can copy a journal entry with any status, including History.
  3. Inquire on the journal entry you want to copy.
  4. Click the Copy button to open Journal Copy (GL40.6).
  5. Company, Year, Period, and other data default for the new entry.
  6. Use the following guidelines to select options for copying the journal entry:
    Journal Number

    If you selected Yes in the Auto Journal Numbering field on Company (GL10.1), leave the Journal Number field blank.

    Base Zone

    If your company uses zone balancing, type or select the base zone. If you leave this field blank, the existing base zone defaults.

    Automatic Reverse

    If you select Y - All Y Line Settings, all the lines for the new JE will be set to Auto Reverse. The Journal Control setting for Auto Reverse will also be set to Yes.

    If you select N - All N Line Settings, all the lines for the new JE will be set to no for Auto Reverse. The Journal Control setting for Auto Reverse will also be set to No.

    If you select O - Original JE Settings, the Auto reverse values from the original JE are copied to the new JE transaction lines. The original Journal Controls setting for Auto Reverse will also be copied to the new JE.

    Reference

    Type a reference for the new journal entry associated with the transaction. Reference is a user-defined field used to track transactions. For example, type why you copied the journal entry.

    Description

    Type or select a description for the journal entry you are copying to. If you leave this field blank, the existing journal entry description defaults.

    Journal Book

    If you selected Yes in the Journal Book Required field on Company (GL10.1), the Journal Book field is required.

    Reverse Values

    If you are creating a reversing entry, select Yes in the Reverse Values field.

    Automatic Rev Lines Only

    Select Yes to copy only the transaction lines that are set to Auto Reverse. Select No to copy all of the lines in the journal entry and include them in a new journal entry.

  7. Select the Add form action to create the new journal entry.