Understanding the Ledger Entry Forms

Ledger Entry (LEN) is used to enter journal details online. Although this is a single Financials function it is extremely powerful and flexible. The appearance and use of the Ledger Entry form can change dynamically to meet the requirements of a particular type of journal.

The Financials menu can include several different Ledger Entry commands, each supporting a different type of journal or transaction. For example, separate options to enter local currency cash receipts, currency receipts, adjustments, accruals, general journals, asset additions and so on.

If a Ledger Entry menu command does not refer to a particular journal type, you are prompted to enter one. See 'Selecting the Ledger Entry Form for a Journal Type'.

Note: All of the topics that discuss Ledger Entry (LEN) refer to the layout and terminology that appears on the default Ledger Entry forms delivered with the system.

Ledger Entry Form Styles

The Ledger Entry input form can be tailored to your organization's requirements using SunSystems Form Designer. For example, you could use Form Designer (FRD) to create a form that matched one of your existing input documents. SunSystems is delivered with several default ledger entry forms, and in general they can be categorized into three form styles:

form style, for example the Basic Ledger Entry form, D_LEBF
grid style, for example the Basic Ledger Entry Grid form, D_LEBG
combined form and grid style, for example the Ledger Entry Multi-Currency Combined, D_LEMC.

The form that is displayed for ledger entry depends on the form code associated with the journal type that you select after you select Ledger Entry (LEN).

Ledger Entry Form Functions

The Ledger Entry form includes a number of different functions. These are accessed from menu commands or toolbar buttons at the top of the form. Some more important functions are also included as command buttons at the bottom of the form.

These functions are briefly explained in the following topics:

'The Ledger Entry Menu and Toolbar'.
'The Ledger Entry Command Buttons'.

Journal Transaction Fields Available

Although the Ledger Entry form can appear in different styles, it will still contain many of the same fields.

There is a fixed set of fields that can be entered on each ledger journal line. The Ledger Entry form you select only displays the fields that are included in the form definition. The fields that appear and the layout of the form are determined by the form associated with the journal type you select. The form is identified in Form Name using Journal Types (JNT).

For example, if you are entering a local currency invoice the form definition might not display the transaction currency fields but might include the payment related fields. Whereas, if you are entering an adjustment journal, a different form might be used that displays neither the currency nor payment details, if they are not required.