Guru's Verification engine ensures consistency, confidence, and trust in the knowledge your organization shares. Learn more.

Additional Period Journal Entries - Screen Overview

Work with Additional Period JE's and Reports

Screen Code: glljeci

This assists the user to post year end audits and other adjustments. These additional entries can be included or excluded in financial statements. Work with Additional Period Journal Entries displays summary transaction details like Fiscal Year, Date of the transaction, Source, and Description.

Navigation Tip: General Ledger >> Year End Processing >> Additional Period JE's and Reports >> Additional Period Journal Entries.

It has the following parameters:

Field	Description	Filter
Fiscal Year	Financial Year.	Filter by financial year.
JE#	System generated unique number.	Filter by the unique Journal Entry Number.
Date	Journal entry date.	NA
Source	Sub-ledger source.	Filter by the source of the sub-ledger for the journal entry. For example, searching by PC will display all entries for Purchasing Cards. Default (blank) search displays all entries.
Posted	Displays Yes or No depending on whether a journal entry is posted or not.	Filter by Posted, Unposted or Both.
Edited	Displays Yes or No depending on whether journal entries are reviewed.	NA
Edited OK	Displays Yes or No depending on whether journal entries are reviewed and validated.	NA
Description	Description of the journal entry.	NA
Calendar Year	Available as a filter option.	Filter by entering calendar year
Calendar Month	Available as a filter option.	Filter by entering calendar month
Sequence	Ascending or Descending.	Sort the journal entries in a descending or ascending order by Fiscal Year
Only my entries	Available as a filter option.	Filters Journal Entries that are created by logged in user

Right-Click a Journal Entry record to take several actions such as Update, Inquire, Copy or Reverse, Copy to Additional Period, view Details, etc.

Inquire

Screen Code: gltjeci

Journal Entry Inquiry displays the control record of the individual transaction.

Page 1 displays the Journal Entry attributes and Page 2 displays the modifications attributes made for the Journal Entry.

Inquire page has the following attributes:

Field	Description
Copy/Reverse	To either Copy or Reverse the selected entry by generating new Journal Entry details such as Fiscal Year, JE Number, Date, and Description.
Details	Displays all the debit and credit transaction details of the selected Journal Entry record.
Spreadsheet Print	Create a single-page printable report of the items listed on the screen.
Edit Keyed Ok	To specify preferences. For ‘Edit Keyed’ the edit report generated will be in the order the Journal Entry lines (details) were keyed. F
Edit Account Order	The Edit report generated will be in account number order. Both options will run in batch and determine if the Journal Entry has balanced funds and balances in total.

Copy/Reverse

Screen Code: gltjecc

This screen displays the original journal entry control record and allows the user to either Copy or Reverse the selected entry by generating new Journal Entry details such as Fiscal Year, JE Number, Date, and Description. Pro-rate factor allows you to copy portions of the Journal Entry value. For example, enter 0.5 to copy half of the amount into the new journal entry.

Selecting Copy and submitting the details will create a new journal entry by copying an existing entry. Selecting Reverse and submitting will create a reversal of (Reversing creates a copy of the original journal entry but with the debits listed as credits and the credits listed as debits)
If you do not enter a Journal Entry number then the system will determine the next sequential Journal Entry number
Each journal entry that is posted will be applied to the appropriate fiscal month corresponding to the journal entry date.

It has the following parameters:

Fields	Description
Fiscal year	Allows you to view the selected Financial Year.
Journal entry number	Journal Entry Number - A unique and system-generated number that identifies the Journal Entry and its related components.
Journal entry date	Allows you to view the Journal Entry Date.
Description	Allows you to edit Journal Entry Description.
Comment	Comments related to the selected Journal Entry.
Pro-rate factor	Pro-rate factor to be entered in decimal. It will proportion the copied or reversed value amount and create a new Journal Entry with the amount value accordingly.
Copy	Copy the values using existing Journal Entries.
Reverse	Reverse the Journal Entry to the respective General Ledger Account.

Click Submit. It displays the following message:

Copy to Additional Period

Screen Code: gltjecc

Copying the Additional period helps you to copy a Journal Entry from a standard accounting period (period 1-12) to one of the additional periods (13-15). This screen functionality is similar to the above copy feature but in addition, assists you to copy the Journal Entries to an additional period.

It has the following parameters:

Fields	Description
Fiscal year	Allows you to enter the Financial Year.
Journal Entry number	Journal Entry Number - A unique and system-generated number that identifies the Journal Entry and its related components. (Alternatively, you can define a Journal Entry Number)
Journal Entry date	Journal Entry Date. The date should be with the Fiscal Year chosen as above.
Description	Allows you to enter the Journal Entry Description.
Comment	Allows you to enter any Comments related to the Journal Entry.
Pro-rate factor	The pro-rate factor entered in decimal will prorate and copy or reverse the Journal Entries. (For example, 1.0 will copy or reverse the same amount as entered; 0.5 will copy or reverse half of the amount).
Copy	Allows you to copy the Journal Entry into a new Journal Entry.
Reverse	Will reverse the Journal Entry to the respective General Ledger Account to an additional period.
Additional Period	Copy to Additional Period allows you to copy a journal entry from a standard accounting period (period 1-12) to one of the additional periods (13-15).

Details

Screen Code: glljedi

This screen displays all the debit and credit transaction details of the selected Journal Entry record. Users are allowed to filter by Line or Account and also create a printable version and Offset Entries.

It has the following parameters:

Field	Description	Filter
Line	Filter by line item or account number	Line - Filter by number of Off Line Items Account- Filter by GL Account Number
Account Number	GL Account Number	NA
Account Description	GL Account Description	NA
Line	Number of Line Items	NA
Debit	Debit Amount of the Journal Entry	NA
Credit	Credit Amount of the Journal Entry	NA
Description	Line Item Description	NA

Create Offsetting Entries

Screen Code: gltjeco

This window allows you to offset a Journal Entry. It provides a way for creating the appropriate fund cross fund entries needed to maintain balanced funds. This refers to the Journal Entries on the Accounts Payable Module as a reference and completes the cash side of the equation.

Offsetting entries are not allowed on non-GL Journal Entries and the Journal Entries which are already posted.

Fields	Description
Fiscal Year	The fiscal year of the journal entry.
Journal Entry Number	The journal entry number.
Create Offsetting Entries?	Yes - Off-setting entry created. No - Returns to Work with Journal Entry Details Menu without creating offsetting entries.

Click Submit. It displays the following message:

Spreadsheet Print

Screen Code: cmtsubmit

Create a single-page printable report of the items listed on the screen. To capture all of the items for all pages, first click the Printable Version button.

Click Submit to run the job at a specific time and date.

Edit Keyed Order and Edit Account Order:

These options allow the user to specify preferences. For ‘Edit Keyed’ the edit report generated will be in the order the Journal Entry lines (details) were keyed. For the option ‘Edit Account’, the Edit report generated will be in account number order. Both options will run in batch and determine if the Journal Entry has balanced funds and balances in total.

Post

Screen Code: gltjeci

Post the Journal Entry. By posting a Journal Entry, the transaction will be booked to the respective ledger account. When you post, the Journal Entries will not be changed. If you debit an account in a Journal Entry, you will debit the same account in posting. If you credit an account in a Journal Entry, you will credit the same account in posting. After transactions are journalized, they can be posted either to an account or a general ledger.

*Note: Only the Journal Entries with status Edited OK – “Yes” can be posted. Unless the Journal Entries are posted it will not reflect in the GL Account.

The Journal Entries which are in Edited and Edited Ok status are set to NO, then it will not allow you to post the Journal entry and will return to Journal Entry Control Inquiry Menu with a message stating “The option chosen is not available. The JE is not edited ok.”

Print

Screen Code: gltjeci

Allows you to print the Journal Entry. Only the Journal Entries that are posted can be printed.

Documents

Screen Code : cmldspfiles

Search and view the documents that are associated with this Journal's Entries. This Also allows you to create a folder, upload, Refresh File list, Scan and Add Notes to the documents.

It has the following parameters:

Field	Description	Filter
File Name	Enter the file name to search.	Filter by File Name
Size	Size of the file uploaded.	NA
Date Modified	Date of the file uploaded.	NA
User Uploaded	User ID by whom the file was uploaded.	NA
Create Folder	To create a folder to upload a file.	NA
Upload	To select and upload a file from your computer.	NA
Refresh File List	Refreshes the file name list after uploading the files.	NA
Scan	To scan a document and upload from the connected scanner (if scanner Connected and configured).	NA
Add Notes	To add a note for the file attached.	NA

Update

Screen Code: gltjecu

Allows you to update Fiscal Year, Journal entry date, Journal Entry Description and add Comments. Whenever a journal entry is edited, the GL module runs validations and provides a warning to users in case the journal entry cannot be posted.

A Journal Entry cannot be posted if:

The accounting period (determined by the journal date) is not currently open.
Total debits do not equal total credits, and the ledger is defined as a balanced ledger.
One or more journal lines use inactive or invalid as of the journal date.

It has the following parameters:

Fields	Description
Fiscal Year	Financial year – Default – Current Financial Year.
Journal Entry Date	Edit or Modify Journal Entry Date. To modify and Journal Entry Date, the date must be in the fiscal year, and the year is not closed for any transactions.
Description	Edit or Modify Journal Entry Description.
Comment	Add Comment with regards to edit or update. (Optional Field)

Version 1

You must have Author or Collection Owner permission to create Guru Cards. Contact your team's Guru admins to use this template.