GL - Inter-Company Journals
Overview
The General Ledger 'Inter-Company Journals' program can be used to add, edit, delete and view Inter-Company Journals.
Adding a New Inter-Company Journal
To enter a new Journal, click the 'New' icon to display a blank 'Inter-Company Journal Details' screen.
For more information on adding a new journal, refer to section 'Inter-Company Journal Details Screen' (below).
Viewing and Editing inter-Company Journals
To 'View' or 'Edit' an existing inter-company journal, use the search criteria on the 'Inter-Company 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 inter-company journals that will be returned to the 'Inter-Company 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 'Inter-Company Journal List' screen.
Inter-Company Journals List Screen
The 'Inter-Company Journal List' displays existing journals based on the search criteria that you enter on the 'Inter-Company Journals' screen. Journals can be re-sorted by clicking on the heading links above the various fields displayed in the list.
'Inter-Company Journal List' fields include 'Entry ID', 'Journal Date', 'Year', 'Period', 'Total Debits', 'Total Credits' and 'Post Flag'.
Action Column
Functions available include 'View', 'Edit', 'Delete', and 'Post'.
View
This option is available for all journal types.
Edit
This is only available for unposted Inter-Company Journals.
For more information on editing a journal, refer to section 'Inter-Company Journal Details Screen' (below).
Delete
This only available for unposted Inter-Company Journals.
Post
This link will only be displayed when the journal is unposted.
When 'Post' is clicked, a message will be displayed asking you if you are sure you want to post this Inter-Company Journal.
If 'No' is selected the process will stop.
If 'Yes' is selected the Inter-Company Journal will be posted.
Printing an Inter-Company Journal List
Select the 'Print' icon to produce a 'Inter-Company Journal Listing' from the 'Inter-Company 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:
'Entry ID'.
'Year/Period'.
'Total Debits'.
'Total Credits'.
Inter-Company Journal Details Screen
This screen is divided into two separate sections:
Inter-Company Journal Details.
General Ledger Grid.
Inter-Company Journal Details
Fields that require further explanation | |
|---|---|
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 is 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 is 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 'Inter-Company Journals' search screen. |
Comment 1/2 | Any comment you would like attached to this journal. |
Control Amount | This optional functionality might not be enabled at your school. If this field is visible, 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 provide a warning if the totals do not match the control amount. 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. Examples could be a Microsoft Excel® spreadsheet with calculations that were used inthe preparation of this journal or a Word® or PDF with more information (than is allowable in the Comment lines below). Attachments entered here can then be viewed on the 'Inter-Company Journal List' Screen in this program (Finance > General Ledger >Account & Journal Info > Inter-Company Journals). |
General Ledger Grid
The 'General Ledger Grid' displays each journal's transaction details.
Fields that require a further explanation in Journal Header | |
|---|---|
Use Transaction Description On New Lines | Where this checkbox is selected, the 'Source', 'Analysis' and 'Transaction Description' fields will be automatically populated with data derived from the previous 'GL Journal Line' entered. |
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. |
Important!
Either the 'Debit Amount' or the 'Credit Amount' on each 'GL Journal Line' must be greater than zero.
Select 'Save' to populate the grid with the information entered into the 'Journal Line' screen.
Once your journal entry is complete, click the 'Save' button to commit your 'Journal' to the TASS.web database.
Inter-Company Journal Upload
This program provides the facility to upload a Inter-Company Journal directly into the TASS.web database, using a text file populated with the line detail of each journal to be uploaded.
The file may be prepared in Microsoft Excel® spreadsheet as an alternative to entering journals manually through Finance > General Ledger > Account & Journal Information > Inter-Company Journals).
For this journal upload to be successful, the spreadsheet must conform to the specifications outlined below.
The spreadsheet must be saved in comma-delimited (
.csv) format and contain the following columns:
Column | Field Name | Field Type/Size | Description |
|---|---|---|---|
A | Line Number | Integer | Mandatory. This column is to contain the line/sequence number. |
B | Company Code | char(2) | Mandatory. A valid Company Code that is enabled for Inter-Company Journals. |
C | GL Account Code | char(18) | Mandatory. This column must contain a valid GL account code. |
D | Transaction Description | char(4000) | Mandatory. This column must contain a detailed description to be attached to this line item. |
E | Analysis | char(4000) | Optional. This column can optionally contain an analysis description to be attached to this line item. This column must contain the amount to be debited against the nominated GL code. |
F | Debit Amount | decimal(16,2) | Mandatory. This column must contain the amount to be debited against the nominated GL code. This column must contain the amount to be credited against the nominated GL code. |
G | Credit Amount | decimal(16,2) | Mandatory. This column must contain the amount to be credited against the nominated GL code. This column must contain the source of the journal line item. This is a maximum of 10 characters. If there is no source information you could add something like 'Upload'. |
H | Source | char(4000) | Optional. This column can contain the source of the journal line item. Up to 10 characters of free-form text (no embedded commas). |
For each journal to be uploaded, the sum of the debit amounts must equal the sum of the credit amounts.
At the line item level, if the debit amount is greater than 0, the credit amount must be 0 and vice-versa.
All formats must be removed from this sheet (Within Microsoft Excel® go Edit > Clear > Formats).
Upon entry to this program, the 'Upload Journal' screen will be displayed.
When satisfied with your entry, click on the 'Save' button to commit your changes to the TASS.web database.
Fields that require further explanation | |
|---|---|
Year/Period | The year and period into which this journal is to occur. |
Control Amount | The control amount is to hold the journal total (total debits/credits). |
Comment 1 / 2 | Any comment you would like attached to this journal. |
File to Attach | You would use this to attach a file that contains supporting documentation for this journal. Examples could be a Microsoft Excel® spreadsheet with calculations that were used in the preparation of this journal or a Word® or PDF with more information (than is allowable in the Comment lines below). Attachments entered here can then be viewed on the 'Inter-Company Journal List' Screen in this program (Finance > General Ledger >Account & Journal Info > Inter-Company Journals). |
File Name | The |