Add Journal Entry - Screen Overview

Screen code: glljeci

To add a journal entry, you can either click Add New Entry button located at the top-right corner of the page or click the Add New Data + button from the Common Actions on the Work with Journal Entries page. Journal entries are created by various subsystems or other modules such as Accounts Payable, Account Receivables, and Cash Receipts. In a few cases, there may be a necessity to manually create a journal entry by using this page.

Work with Journal Entries, Add Journal Entry page appears.

It has the following parameters:

• Fiscal Year*: To enter the Financial Year.
• Journal Entry Number: Auto Generated. This can also be entered manually but auto-generated is the recommended option.
• Journal Entry Date*: The Journal Entry Date must be within the fiscal year entered.
• Description*: To enter the journal entry description.
• Comment: To enter the comment (if any)

Click Submit. It navigates you to Add Details page where you can add journal entry details.

This page includes GL (General Ledger) Account Number and other details such as Account Number, Debit Amount, Credit Amount, Description, Extended Description, and Comments. The journal entry also provides a running total.

This page includes the Fiscal year, Journal Entry Number with a Description about it, Journal entry date, and comment.

Add Documents: It is a link to attach the documents associated with the journal entry. When you click it, it navigates you to the Work with Uploaded Files page to upload/attach the document.

You can also:

• Create folder: To create a new folder to keep the documents.
• Refresh file list: It refreshed the list of all the document files attached.
• Scan: To scan a particular document.
• Add Notes: To add notes regarding the attached document.

Journal Entry Details: This section consists of the following search filter options:

• Order: Dropbox option to order the journal entry details by account or line. For example, if you select Account, the system sorts the journal entry details according to the account in ascending order.
• Line: To enter the journal entry line number to order the account numbers.
• Reset: To reset the search.

The journal entry also provides a running total displaying the current debit and credit amounts for each account. Each journal entry has the following parameters in the listing as well as to be filled up to create a new entry.

• Account Number: Enter the GL Account Number associated with the journal entries.

*Note: Click the magnifying icon next to Account Number to go to the Account Number Selection lookup page to select the correct account number.

You can select the account from the listing or you can also use account selection lookup to search for a particular account number.

To know more about account selection, visit the Account Selection Lookup article.

• Line Description: Enter the short description of the account number.
• Comments: Enter the comment related to this journal entry.
• Debit: Enter the debit amount. A debit amount is an entry made on an account's left side. It either increases an asset or expense account or decreases equity, liability, or revenue accounts.
• For example, you purchase headphones by entering them on the left side of your asset account.
• Credit: Enter the credit amount. The credit amount is an amount that goes on the right.

*Note: The credit amount must be entered if the debit amount is zero else the system displays an error message.

• Running Totals: Running total, or cumulative sum, is a sequence of partial sums. Displays the summation of the data as it grows over time.
• Total Debits - Total debits for the entry.
• Total Credits - Total credits for the entry.

There are the following optional fields that can be retrieved from other modules and sub-systems such as Fixed Assets, Accounts Receivables, and so on.

• Account Description: It auto-populates when you select the account number.
• Extended description: To add an extended description that provides additional information about the account.
• Budget item: Budget items are automatically populated.
• Check number: Enter the check number.

*Note: Journal entries for issuing checks by debiting the accounts payable, asset, or expense account and crediting the bank account.

• Vendor number: Enter the vendor number. Click the magnify icon to go to the Vendor Selection page to select the correct number from the list of vendors who are only allowing the orders currently.

You can also search vendors by name/order/vendor sort name.

• Vendor name: When you enter the Vendor number, the Vendor name is automatically populated associated with that vendor number.
• Invoice number: Enter the invoice number of the order. Click the magnify icon to go to the Invoice Number Selection page to select the correct invoice from the list of invoices.
• Encumbrance liquidation amount: Enter the encumbrance liquidation amount.

*Note: When the invoice is processed by the Accounts Payable Department, against the Purchase Order, - the encumbrance gets liquidated and the funds are used for payment.

• P.O. number: Enter the purchase order number. Click the magnify icon to go to the Purchase Order Selection page to select the correct PO from the list.
• P.O. item number: Enter the purchase order's unique item number. Click the magnify icon to go to the Purchase Order Detail Selection page to select the correct PO item from the list.
• P.O. item completed: Select Yes/No if the purchase order item is completed or not.
• Asset ID: Enter the asset ID of the purchase order item. Click the magnify icon to go to the Fixed Asset Prompt page to select the correct Asset ID from the list.

• Employee number: Enter the employee number.
• User codes: User code who worked on a specific journal entry.

When you click Save Row, the row gets saved, and Create Offset Entries button activates as follows:

The Create Offset Entries is used to create offset entries from the current journal entry. The contra accounts of the main account, and it usually deducts the main account. It is an entry on a balance sheet that sets another entry to zero. The offsetting liability may be either an asset or a liability. To know more about, how to create offset entries, visit Create Offset Entries article.

You can also view GL Account Inquiry, Add/View Documents, View Checks, and Simulate This Entry buttons that display entry-specific information.

• Printable Version: It is a toggle button to get the printable version. The button toggles to the non-printable version when clicked, but when you re-click it, the Printable Version button appears.
• GL Account Inquiry: To inquire a specific GL account details. Click the GL Account Inquiry button to go to the Account Summary Inquiry page that displays a summary of the account such as type of fund, budgets by month including budget balance, and period balance as follows:

• Add/View Documents: It's a clickable link to add/view documents associated with the entry.
  *Note: The user has to click on the saved row first, then you are able to add the document.
• View Checks: It's a clickable link to view checks associated with a specific journal entry. This is only available to click if a check number has been provided in the field.

*Note: To know more about View Checks, visit the AP Check topic of the Journal Entry Inquiry article.

When you enter the check details, account number, debit, or credit amount and click Save Row, then a Simulate this Entry button activates.

Click Simulate this Entry button to display the Journal Entry Detail Inquiry Simulation page to simulate the Journal Entry. To know the details about Simulating the entry, visit the Journal Entry Details article.

Click Save Row to Add the new Journal Entry.

You can add as many GL accounts as you want under the journal entry and every time just by clicking the Save Row to make sure to save it, which displays in the list immediately. You can check the new journal entry on the Add Details page.

*Note: If you try to add a new row without saving the previous one, the system displays the following message to save/discard previous actions before proceeding.

*Note: Click the Cross sign at the end of each entry to delete the entry from the listing.

: Click the arrow located at the start of each entry to collapse the pane. It works as a toggle switch.

Click Submit to submit all the entries. The system displays the following message:

*Note: This message is only displayed if the user has created an unbalanced entry, which means the total of debits is not equal to the total of credits.

Click Ok. The system navigates you to the Work with Journal Entry page to view the newly added journal entry.

Version 1.1