General Ledger Journals

Entering, Reviewing and Re-Using GL Journals

Written By Grainne Reidy (Super Administrator)

Updated at July 1st, 2022

Introduction

With the General Ledger (GL) Journal facility, you can create, view, edit, and copy GL Journals. You can also:

  • Post Opening Balances
  • Adjust GL Accounts in a specified period
  • Reassign Expense and Revenue postings


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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: Tick this to copy the description into each line.
  • Auto Reverse at Start of Next Period: Tick to automatically post a reversal at the start of the next period.
  • 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.

Graphical user interface, text, application, email

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Info

You can enter as many lines as you need and export the detail to excel. This can be useful if you want to import a copy of the journal in the future.


See:

GL Journal Importing from Excel‍ 

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Viewing and editing GL Journals

1. On both the white and blue banners, go to GeneralGL Journal Manager.



Graphical user interface, text, application, email

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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?‍  

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Copying GL Journals

  1. Go to GeneralGL Journal Manager.

  2. Go to Actions and select Copy. The copy acts as a new GL Journal that you can update and process.
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Info

You cannot copy some GL Journal types, such as Opening Balance, and Year Ends.



See: 

How do I Re-Use a Journal (Example; Wages and Salaries)?‍ 

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