A Quick Guide to Entering a Journal

Note: These steps are provided as a guide. The exact steps required to enter a journal depend on the form layout, journal type and journal presets that apply.

The following steps are required to enter a journal using Ledger Entry (LEN):

  1. From SunSystems select the appropriate Ledger Entry input command.
    Note: If a journal type has not been specified in Ledger Entry, you are prompted to enter it. See 'Selecting the Ledger Entry Form for a Journal Type'.
    Note: If a form has not been associated with the journal type, you are asked to select the appropriate Ledger Entry form. See 'Selecting the Ledger Entry Form for a Journal Type'.
  2. If necessary, select the Business Unit. This may have been preset automatically.
  3. If required, select the Journal Type, click OK or press Return.

    The form layout may change at this stage, depending on whether a specific Form Name is associated with the journal type. See 'Understanding the Ledger Entry Forms'.

    Note: If a form has not been associated with the journal type, you are asked to select the appropriate Ledger Entry form. See 'Selecting the Ledger Entry Form for a Journal Type'.
  4. If necessary, enter your Operator Id. This may have been preset automatically.
  5. Enter the Transaction Reference, click OK or press Return.

    This reference may apply to one or more journal lines. A journal may contain a number of different transaction references. The journal may be forced to balance by transaction reference. See 'When is a Journal In Balance?'

  6. Enter the remaining journal line details, pressing Tab to move between fields where necessary. See 'Entering the Journal Details' for a description of each field.

    Depending on the form layout, you enter these details in individual fields on the screen, or in a grid.

    If journal presets have been defined for the journal type, any preset field values appear automatically. See 'Can I Amend or Suspend Journal Presets?'

  7. When you have entered the journal line details, click OK to validate these. If the details are correct, the journal line is added to the journal. This updates the journal totals displayed at the top of the form. Other Ledger Entry functions display different totals and balances, see 'Checking the Journal Totals and Balances'.

    If the details are not correct, an error message appears identifying the problem. The cursor is positioned automatically on the incorrect, or required, field.

  8. You can allocate the journals lines to existing transactions for the same account, if required. During the allocation process you can generate settlement discounts, tax on settlement discounts, and currency gains/losses. The account allocation form appears automatically if this option has been requested in the journal preset.
  9. If the journal line is for a creditor, debtor, or client account type, and a payment schedule has been configured and assigned to the related Supplier or Customer record then this transaction line is split into several transactions, or instalments. Each instalment is generated with a different due date to enable the staging of payments or collections. See 'What are Scheduled Payments?'
  10. Click New Line to enter another journal line, unless the Create Without Pause option is set for the journal type. Alternatively, click New Reference to enter a new journal line for a different transaction reference. See 'Adding New Journal Lines'.
  11. When you have entered all of the journal lines, you may review and amend any of the journal details before you post it. See 'Reviewing Journal Lines and Amending Journal Lines'.
  12. When you are satisfied the journal is correct, click Post to post it to either the permanent or provisional ledger. See 'Posting a Journal'.

    You can only post a journal when it meets all of the balancing rules. See 'Balancing the Journal'.

    If you are unable to post a journal for any reason, you can place it on hold. See 'Holding a Journal to Delay Posting'. Held journals are reselected from the Action menu by selecting View Held Journals.

    If the journal requires authorization, the Authorization Batch Comment dialog appears and you can enter a note or comment to assist the authorizer. When you click the journal is placed on hold automatically. See 'Authorizing Journals'.