Introducing Ledger Entry
Ledger Entry (LEN) is the core online facility used to enter and post transactions to the Financials ledger. It is a powerful and flexible facility that enables you to enter the simplest, or most complex transactions, in the most appropriate format.
SunSystems includes several powerful tools, including Form Designer that can be used to produce different versions of the Ledger Entry form to meet the requirements of different types of transaction. These specific Ledger Entry forms may be defined as individual menu commands from the SunSystems menu.
You can enter different types of journals using Ledger Entry (LEN), by selecting the appropriate journal type. The appearance of the Ledger Entry form may change if the journal type uses a different form layout to the one currently displayed.
A wide range of facilities are available to help you enter your ledger transactions. For example, journal presets can provide default field values, skeleton journal lines, and prompt you to enter the appropriate information.
At any stage, you can view the transactions you have entered in the current journal. You can also use menu options to show the totals of transactions entered in each currency, for each period, or for each transaction reference.
If the Authorization facility is enabled for the ledger, some types of journals may require authorization. Once these journals balance they are automatically held until they have authorized, at which stage they are posted automatically. See 'Authorizing Journals'.
You can post transactions to any period and date, unless restrictions have been imposed in Ledger Setup (LES) or in the Operator Group. For more information see 'User Manager Help'.
Ledger Entry also allows you to match transactions using Online Allocation. See 'What is Online Allocation?' for further information.
Analyzing Transactions
You can enter up to ten analysis code details on each transaction. The analysis codes required for a particular transaction will depend on the journal type and ledger account. Default analysis codes can be provided by a journal preset.
Entering the Correct Codes
During Ledger Entry, you are required to enter a variety of codes, including account codes, asset codes, and analysis codes. Any of these codes may be preset for particular journal types.
If not, SunSystems offers tools to help you select the correct codes:
- A button is available on all reference fields which lists the available codes and allows you to search for and select the code you require.
- You can also use Navigation options to scroll through the existing codes to find you code you require.
Journal Totals and Balances
While entering a journal, running totals of debits and credits, and the difference between the two totals, are displayed in the top right of the screen. You can only post a batch when the debit and credit transactions, for each period, balance.
During Ledger Entry you can also display the balance of the account entered on the current transaction. The account balance displayed excludes other unposted transactions but includes any debits or credits entered in earlier lines of the current journal. See 'Checking the Journal Totals and Balances'.