GL - Journals

GL Journals Overview

This is a multi-purpose program that can be used to:

• Add General Journals.

• Add Tax Journals.

• Edit un-posted General Journals.

• Add Recurring Journals.

• Edit un-posted Recurring Journals.

• Add Reversing Journals.

• Edit un-posted Reversing Journals.

• Edit un-posted and unreconciled Cash Book Journals.

• View existing Journals.

• Print a list of existing Journals.

Important!

Journal batches from the subsidiary ledgers are automatically created and passed to General Ledger.

The only journal types that should be added in this program are General and Recurring.

The only journal types that should be able to be edited in this program are General, Recurring and Cash Book. If the 'Edit' function is available on any other journal types than General, Recurring and Cash Book, then your General Ledger is set up incorrectly. You should refer to Finance > General Ledger > Setup Information > General Ledger Setup on the 'Journal Types' tab for the recommended setup.

Journals created by subsidiary ledgers such as Payroll, Accounts Payable, Fixed Assets, Parent Accounts, Commercial Debtors etc. should not be available for editing. 

Adding a New Journal

To enter a new Journal, click the 'New' icon to display a blank 'Journal Details' screen.

The focus is on the 'New' icon when the screen first loads. Press 'Enter' to open the 'Journal Details' screen.

For more information on adding a new journal, refer to section 'Journal Details Screen' (below).

Adding a New Tax Journal

To enter a new Tax Journal, click the 'New Tax Journal' button to display a blank 'Tax Journal Details' screen.

For more information on adding a new journal, refer to section 'Tax Journal Details Screen' (below).

Viewing and Editing Journals

To 'View' or 'Edit' an existing journal, use the search criteria on the 'Journals' screen.

Searchable areas include 'Search Criteria - Header', 'Search Criteria – Details', and 'Filtering'.

Be specific as possible within your search criteria to reduce the number of journals that will be returned to the 'Journal List' screen. For instance, to display incomplete journals for the year 2015, check the 'Incomplete Journals Only' field and enter 2015 into the 'Year field'. This is a useful method for finding unbalanced journals.

Click the 'GO' button (or press 'Enter') to execute the search and display the 'Journal List' screen.

Journals List Screen

The 'Journal List' displays existing journals based on the search criteria that you enter on the 'Journals' screen. The journals are sorted by the 'Journal Number'. Journals can be re-sorted by clicking on the heading links above the various fields displayed in the list.

'Journal List' fields include 'Journal Number', 'Journal Code', 'Entry ID', 'Journal Date', 'Year', 'Period', 'Total Debits', 'Total Credits' and 'Post Flag'.

Action Column

Functions available include 'View', 'Edit', 'Reverse', 'Recur' and 'Attachment'.

View

This option is available for all journal types.

Edit

This is available for:

• Un-posted General Journals.

• Un-posted Recurring Journals.

• Un-posted and unreconciled Cash Book Journals.

For more information on editing a journal, refer to section 'Journal Details Screen' (below).

Reverse

This is available for:

• General journals.

• Recurring journals.

This function provides you with the facility to reverse existing journals, thereby creating a journal with a debit entry against the original credit entry, and a credit entry against the original debit entry.

Important!

The option to 'Reverse' existing journals should only be available for General and Recurring journals. If the 'Reverse' function is available on any other journal types than General and Recurring, then your General Ledger is set up incorrectly. You should refer to Finance > General Ledger > Setup Information > General Ledger Setup on the 'Journal Types' tab for the recommended setup.

You may reverse both posted and un-posted journals.

Upon selection of the 'Reverse' link next to the nominated journal, the 'Journal Reversal' screen is displayed. The top section of this screen is populated with detail of the original journal entry.

Enter your nominated year and period into which you wish to reverse this journal, along with any comments you wish to attach to this journal.

Important!

Only the periods that are open and have a checked GL Flag in Finance > General Ledger > Setup Information > Years and Periods will be available for the creation of these reversing entries. If you select a year and period that are invalid or not open, you will receive a dialogue warning and you will need to either open the nominated year and period or select another year and period.

When satisfied with your entry, click the 'Save' button to commit your changes to the TASS.web database. Upon successful reversal, you will receive a message indicating 'Journal Reversal successful'.

Recur

This is available for:

• General journals.

• Recurring journals.

This function provides you with the facility to duplicate an existing journal into one or more periods. This facility can be used to overcome repetitive entry of the same General Journal.

Recurring journals are also known as 'standing journals'. The functionality allows you to copy a journal into 1 or more future periods.

Important!

You will only be able to recur General and Recurring journals. This is determined by the 'General Journal Code' and 'Recurring Journal Code' fields on the 'Parameters' tab in Finance > General Ledger > Setup Information > General Ledger Setup.

Enter a valid accounting year into the 'Enter Year of Recurring' field and click the 'Display Periods' button to display a list of all the 'Periods' for the nominated year.

Important!

Only the periods that are open and have a checked GL Flag in Finance > General Ledger > Setup Information > Years and Periods will be displayed for the nominated year.

Select the corresponding 'Yes/No' checkboxes to indicate the 'Periods' in which a 'Recurring Journal' is to be generated.

A 'Recurring Journal Number' will be assigned by the system when the 'Generate' button has been selected to create the new 'Recurring Journal'. You may like to take a note of this number before cancelling back to the Journal Search screen.

Attachment

Clicking the 'Attachment' link will open the journal's details allowing you to add or delete an attachment. Use the 'Choose' button to add an attachment, or tick the 'Delete Attachment' checkbox (or 'Delete' button for CB) to delete an attachment. Finally, click the 'Update' button to commit the change. 

To 'View' an attachment, click on the 'Paperclip' icon on the 'Journals List Screen'.

For more information on attaching files to a General Journal (GJ), refer to section 'Journal Details Screen' (below).

For more information on attaching files to a Cash Book (CB) journal, refer to Finance > General Ledger > Cash Book > Bank Charges and Credits.

Printing a Journal List

Select the 'Print' icon to produce a 'Journal Listing' from the 'Journal List' screen.

The 'Print' function allows you to choose the 'destination' of the report. This can be to Adobe® PDF viewer, Microsoft Excel® or Microsoft Word®.

The 'Print' option is also used to format the report. Sorting options are available on the left side of the screen.

Use the checkboxes on the right side of the screen to indicate your preference for displaying 'Alternate Row Colours' and 'Table Borders'. These can enhance the readability of the report but are not available if the listing destination is Excel®.

Extra checkbox options to 'Include Sub-Totals', 'Include Journal Comments' and 'Include all Journal Details' are also available from this screen.

The 'Include Subtotals' checkbox will only be available for use in the 'Journal Listing' when using the following 'Sort By' options:

• 'Journal Code'.
• 'Entry ID'.
• 'Year/Period'.

Journal Details Screen

This screen is divided into two separate sections:

1. Journal Details.
2. General Ledger Grid.

Journal Details

Fields that require further explanation
Journal Code	Options that appear in this list are defined in Finance > General Ledger > Setup Information > General Ledger Setup: Journal Types Tab where the GL Flag is equal to Y.
Journal Number	This is a display field only and indicates the number assigned to a 'Journal'. This is a unique system-generated number and cannot be updated. The 'Journal Number will not be displayed until the journal has been 'saved'.
Posted	This is a display field only and indicates if a 'Journal' has been 'posted' in Finance > General Ledger > Account & Journal Information > Post Journals. This field is applied and updated by the system and cannot be edited.
Year	This field displays the accounting year in which a journal will be created. Only valid and open 'Years' defined in Finance > General Ledger > Setup Information > Years and Periods can be entered.
Period	This field displays the accounting period in which a journal will be created. Only valid and open 'Periods' defined in Finance > General Ledger > Setup Information > Years and Periods can be entered.
Entry Person / Date	This is a system maintained field and indicates the entry user and date of the original journal. These fields also provide an audit trail and are available for use as search criteria in the 'Journals' search screen.
Control Amount	If this field is editable, you will need to enter a control total for this journal. This is the total of the debit or credit column. The program will validate this control figure against the total of debits and credits that you enter in the 'General Ledger Grid' directly below. It will prevent you from saving the journal. This field will only be available if 'Use Control Totals' is checked in Finance > General Ledger > Setup Information > General Ledger Setup on the 'Parameters' tab.
File to upload	Use this to attach a file that contains supporting documentation for this journal. Attachments entered here can then be viewed on the 'Journal List' Screen in this program (Finance > General Ledger >Account & Journal Info > Journals). Attachments can also be entered for existing General and Recurring journals or deleted by clicking the 'Attachment' link on the 'Journal List' Screen.

General Ledger Grid

The 'General Ledger Grid' displays each journal's transaction details.

Select 'Add GL Journal Line' to display the GL Journal Entry screen and enter transaction details.

Once entered, 'Edit' and 'Delete' functions are available for each 'GL Journal Line'.

Fields that require a further explanation in Journal Details
GL Account	This field displays the GL Account number. In 'Add' mode a valid GL Account code can be entered or alternatively select the 'Lookup' (Binoculars) icon and search for a code in the database. There is a shortcut entry facility for GL Accounts — you can enter the code without the ' – ' filler and also without trailing zeros, e.g. The GL Account 01-2400-00-00 can be entered by typing '0124' then by pressing the 'Tab' key.
Source	Enables 10 characters of additional information to be entered relating to the source of this transaction, e.g. An invoice number, requisition number, etc. This field is then available for auditing purposes on journal transactions.
Analysis	Information only field used for purposes such as a motor vehicle registration number for a motor vehicle expense journal.
Transaction Description	A detailed description of this journal line item. This field can also be used in searches on journals.
Debit Amount	Amount to be debited against this GL account.
Credit Amount	Amount to be credited against this GL account.

Select 'Save' to populate the grid with the information entered into the 'Journal Line' screen.

Important!

Either the 'Debit Amount' or the 'Credit Amount' on each 'GL Journal Line' must be greater than zero.

An incomplete journal can be saved for later completion, but will not be postable while incomplete. 

Tax Journal Details Screen

This screen is divided into two separate sections:

1. Journal Details.
2. General Ledger Grid.

Journal Details

Fields that require further explanation
Journal Code	Options that appear in this list are defined in Finance > General Ledger > Setup Information > General Ledger Setup: Journal Types Tab where the GL Flag is equal to Y.
Journal Number	This is a display field only and indicates the number assigned to a 'Journal'. This is a unique system-generated number and cannot be updated. The 'Journal Number will not be displayed until the journal has been 'saved'.
Posted	This is a display field only and indicates if a 'Journal' has been 'posted' in Finance > General Ledger > Account & Journal Information > Post Journals. This field is applied and updated by the system and cannot be edited.
Year	This field displays the accounting year in which a journal will be created. Only valid and open 'Years' defined in Finance > General Ledger > Setup Information > Years and Periods can be entered.
Period	This field displays the accounting period in which a journal will be created. Only valid and open 'Periods' defined in Finance > General Ledger > Setup Information > Years and Periods can be entered.
Entry Person / Date	This is a system maintained field and indicates the entry user and date of the original journal. These fields also provide an audit trail and are available for use as search criteria in the 'Journals' search screen.
Control Amount	If this field is editable, you will need to enter a control total for this journal. This is the total of the debit or credit column. The program will validate this control figure against the total of debits and credits that you enter in the 'General Ledger Grid' directly below. It will prevent you from saving the journal. This field will only be available if 'Use Control Totals' is checked in Finance > General Ledger > Setup Information > General Ledger Setup on the 'Parameters' tab.
File to upload	You would use this to attach a file that contains supporting documentation for this journal. Attachments entered here can then be viewed on the 'Journal List' Screen in this program (Finance > General Ledger >Account & Journal Info > Journals). Attachments can also be entered for existing General and Recurring journals or deleted by clicking the 'Attachment' link on the 'Journal List' Screen.

General Ledger Grid

The 'General Ledger Grid' displays each journal's transaction details.

Select 'Add GL Journal Line' to display the GL Journal Entry screen and enter transaction details.

Once entered, 'Edit' and 'Delete' functions are available for each 'GL Journal Line'.

Fields that require a further explanation in Journal Details
GL Account	This field displays the GL Account number. In 'Add' mode a valid GL Account code can be entered or alternatively select the 'Lookup' (Binoculars) icon and search for a code in the database. There is a shortcut entry facility for GL Accounts — you can enter the code without the ' – ' filler and also without trailing zeros, e.g. The GL Account 01-2400-00-00 can be entered by typing '0124' then by pressing the 'Tab' key.
Source	Enables 10 characters of additional information to be entered relating to the source of this transaction, e.g. An invoice number, requisition number, etc. This field is then available for auditing purposes on journal transactions.
Analysis	Information only field used for purposes such as a motor vehicle registration number for a motor vehicle expense journal.
Transaction Description	A detailed description of this journal line item. This field can also be used in searches on journals.
Gross Debit Amount	Amount to be debited against this GL account.
Gross Credit Amount	Amount to be credited against this GL account.
Tax Type	Tax Journal Type. Options are 'Purchase (Acquisition)' or 'Sale (Supply)'.
Tax Code	The tax code to be recorded against this journal.
Tax Amount	The tax amount to be used in this journal.

Select 'Save' to populate the grid with the information entered into the 'Journal Line' screen.

Important!

Either the 'Gross Debit Amount' or the 'Gross Credit Amount' on each 'GL Journal Line' must be greater than zero.

An incomplete journal can be saved for later completion, but will not be postable while incomplete.