The Journal Entries section allows you to create manual Journal Entries. Journal Entries created from another module may only be viewed, not edited.

If you selected a Journal Entry Number that already exists, the Source field will show where the Journal originated.

The following information about the Journal Entry is displayed in the help field: Time Created, Created By, Source Items that Created the Journal, Time Posted and Posted By. If the Journal Entry was created from another module (example: Payroll, Accounts Payable), then this is a Review Only entry and may not be modified.

If this is a new Journal Entry the Source field will read MANUAL and the Batch Number will be assigned along with the Date Created and Accounting Period.

If a batch has already been posted, you will need to create a new number.

The Description may be a maximum of 50 characters.

The Account Number is the General Ledger Account Number to Debit or Credit for this entry. You need to have an equal dollar amount of Debits and Credits. The description will automatically be displayed.

The Additional Description field is available for a brief description if you need to better explain this entry.

You may assign a Job Cost Id, created in "Job Cost Entry" in SYSTEM MANAGEMENT (10.7.1), to the Journal Entry. If the Job Cost Id is assigned in another module, it will be displayed.

Be sure that the Debit or Credit is listed under the appropriate column. Remember that all General Ledger Journal entries must balance Credits and Debits.

The Balance To Adjust will be displayed in the highlight bar under the Totals for the Debits and Credits. This is the difference between the total Debits and Credits. It will be displayed under the Debit or the Credit, depending on which item the total belongs to balance the entry.

You may change the Date and Time that the Journal Entry was created. This option may be password protected in “General Ledger Setup” in SYSTEM MANAGEMENT (10.2.3 field 10).

Reversing a Journal Entry will create a new Journal Entry that is a copy of the current Journal Entry, with the Debits and Credits reversed. This is very useful for Accrual Accounting, or if you simply made a mistake in entering a Journal Entry. You may reverse the Journal Entry even if it has been posted. At the “Enter Selection” prompt, type an <R> and press <ENTER>. Enter the Accounting Period to put the new Journal Entry into, and press <ENTER>. The Journal Entry will automatically be created.

<I>mport Journal Entry Option - After selecting the <I>mport option, you will be prompted with the standard path/file name prompt, which allows for either a file-system import or import via Accuterm. The path used is stored by port number, so that future imports will default to the same path. The default import file name used is JOURNAL, so you may want to create the text file with this name to simplify the process.

The expected file layout is as follows (tab-delimited text file):

* Full Account number (with location)

* Debit Amount

* Credit Amount

* Additional Description (maximum 32 characters)

* Date

If a column heading row exists on row 1, it must be removed from the import file prior to importing. Additional Description and Date are not required. If the Date is present, it will be used to assign the Accounting period. After the import has completed, users can modify the journal manually if needed.

Source Items are detailed information of the Journal Entry from the Source (example: Payroll, Accounts Receivable, Accounts Payable) that created the entry. This information may be printed or displayed on the screen. Source Information includes: Source, Pay Id, Location, Date Entered, Customer Number, Customer Name, Total Amount, Transaction, Reference, and Comments. At the Enter Selection prompt, type SI and press <ENTER>. The Source Information will be displayed on the screen. To Print the Source Items, type a <P> and press <ENTER>.

The Journal Entries validates the Source Items by checking for errors. Items checked are: Accounting Period, Batch Number, and Journal Entry Number. Every source is validated except for Receiving because the Journal Number changes if an adjustment to Receiving is made. If there is an error, the Batch that contains the Journal Entry will not be posted. Please call Perfection Software Support Department if a source is not validated.

You may print the Journal Entry displayed on the screen. At the “Enter Selection” prompt, enter a <P> and press <ENTER>.