Adding a Journal Entry

A journal entry in General Ledger is like a manual journal entry. The sum of the debits equals the sum of the credits.

Each debit line and each credit line in a journal entry is called a detail. You use the G/L Journal Entry screen to maintain batches, journal entries, and journal entry details.

To add a journal entry:

1. Open General Ledger > G/L Transactions >  Journal Entry.

2. Click the Create New Batch button in the top right section of the screen.

   General Ledger provides the next batch number, and moves to the Batch Description field.

3. Enter a description for the batch.
4. Enter header information for the entry, as follows:
   1. In the top right section of the screen, click the Create New Entry button.

      General Ledger inserts the next entry number.

   2. Enter a description for the entry.
   3. In the Document Date and Posting Date fields, specify dates for the journal entry.
   4. Use the Year/Period field to specify the fiscal year and period to which to post the transaction. (The default fiscal year and period is determined by the date you entered in the Date field.)
   5. Use the Source Code field to specify the source code for the transaction.

      General Ledger displays the default source code from the Posting tab of the Options screen, but you can change the code.

   6. Select Normal or Quick as the entry mode.

      This option controls the number of fields visited when you are adding new transaction details.

   7. If the transaction should be reversed in the next fiscal period (for example, if the entry is an accrual), select the Auto Reverse option.
5. Enter debit and credit information in the detail table.

   Note: If you have a multicurrency ledger and you are entering details for a multicurrency account, you can select the source currency, the rate type, and the rate for each detail. Each detail can use a different source currency, and you can override the displayed exchange rates as required.

6. To view or edit optional fields for a selected detail, click the Optional Fields section of the detail column and click the Finder button to select from the available options.

   The Journal Entry Optional Fields screen appears.

   You can add or delete optional fields for the detail. However, you can add only optional transaction fields that are defined for the account.

   Note:

   You can also change the value for the optional field, as follows:

   • If the optional field is validated, you must specify a value that is defined for the optional field. If the optional field allows a blank, you can also leave the value blank.
   • If the optional field is not validated, you can select a defined value, or you can enter any value, providing your entry does not exceed the length specified for the optional field.
7. Click Save.

Last published: 4/8/2016