Introduction
With the General Ledger (GL) Journal facility, you can:
- Create, view, edit, and copy GL Journals for selected GL Accounts.
- Post Opening Balances
- Post journal adjustments GL Accounts in a specified period
- Reassign Expense and Revenue postings
Delete
Creating new GL Journal entries
1. Go to General > GL Journal Manager. Under Create New Journal, select GL Journal.
2. In General Ledger Journal Entry, enter:
- Journal Reference: Enter a unique reference.
- Description: Enter a description.
- Default Description to Each Line: Defaults the text entered in the description field to each line.
- Auto Reverse at Start of Next Period: Specifies whether this journal should be automatically reversed at the start of the next period (first day) when the current journal is posted.
- Date: Enter the date of the journal. It must be in an open period. If you enter a future date, you will receive a warning.
- GL Account: Select the GL code from the dropdown.
- BI Code: If you want to use a BI Code, select it from the dropdown. If the related General Ledger has Use BI Code ticked, you must enter a BI Code against the transaction.
- Line Description: Enter a description for each line or override the description inherited from the journal header.
- DR / CR Amount: Enter the debit or credit value.
- Export to Excel: Click to export. This lets you import a copy of the GL Journal in the future.
- Totals: The totals must balance before you can post a GL Journal.
3. Click Process.
See:
GL Journal Importing from Excel
Viewing and editing GL Journals
1. On both the white and blue banners, go to General > GL Journal Manager.
2. GL Journal Manager lists previously entered, and processed journals:
- To search, use the filters at the top of each column.
- To add notes, click on the paper clip icon in the Notes column.
- To add journals to your favorites, click the star in the Favorites column.
3. Find your journal. To open, click its Reference.
4. In Transaction Details:
- Click the pencil icon to edit. Note: To edit the description of the GL Journal, use the transaction browser. In the blue banner, go to General > Transaction Browser.
- You have the option to Export.
- You have the option to Reverse. Reversals have the same transaction date as the original. To edit or reverse a journal from a closed period, reopen the period first.
5. Click Process.
See:
How Do I Amend, Cancel or Delete Transactions?
How do I Navigate the General Features and Facilities of the System?
Copying GL Journals
- Go to General > GL Journal Manager.
- Go to Actions and select Copy. The copy acts as a new GL Journal that you can update and process.
See:
How do I Re-Use a Journal (Example; Wages and Salaries)?