The General Journal Transaction
Processing application allows for Journal Transaction entries and
changes before posting to the General Ledger. Transactions may be keyed
directly into the application; or if you are using other Elliott packages,
transactions may be entered automatically using the Interface from Other Packages application.
Much of the general ledger activity originating in packages such as Accounts Receivable, Accounts Payable, Payroll, Job Costing, Inventory Management, or Assets and Depreciation may be
entered automatically this way. Once manual and interfaced transactions are in
the General Journal
Transaction Processing application, they may be changed or deleted before
being posted to the General Ledger through the Post General Journal Trx application.
Recurring
entries may also be entered semi‑automatically each period by means of
the Recurring
Journal Trx Processing application. These transactions are not accessible
through General
Journal Transaction Processing, and are posted to the General Ledger using the Post Recurring Journal Trx application.
Session Balances
The bottom of
the General Journal
Transaction Processing screen displays a running total of debits and credits
for the session, along with the session balance. The Session ID allows users
to identify the transactions that they were responsible for entering, and gives
them the ability to generate an Edit List for each session. This provides a
quick check for being in balance.
Transaction ID
If you have
generated an Edit List, you can find a specific transaction within a session by
entering its Trx ID as it appears on the Edit List. The Trx ID is unique for
each General Journal entry and may be used to access the transaction directly
for changes.
In Change
mode, you may search for transactions by Trx ID by pressing the F2 (Trx ID Search) key. You may
then choose to view all transactions
in Trx ID order by pressing the F1 (First Trx ID) key.
Current Period
The current
period is displayed continuously at the top of the screen as a reminder, but
posting outside of the current period is allowed. A transaction entered with a
date outside the current period will generate a warning message to that effect
while in the Add mode during Journal entry, and on the Edit List and Posting
Register.
Journal History Numbers
Journal
History data may be maintained for transactions in General Journal Transaction
Processing if the Maintain Journal History ? flag (field #3) in G/L Setup is set to Y. Posting totals will be
written to the Journal History File and may then be printed using the Journal History Report application.
Source Codes
General Journal Transaction
Processing tracks the source of each entered transaction. This
allows you to tie together like transactions by running the Source Cross
Reference Report. Source codes are maintained in the Source File Maintenance
application. If the user enters a source that is not on file, the application
will allow it to be added, and will prompt the user to enter a description.
Accrual Reversals
Transactions
entered with the source code Accrue can be automatically reversed in the next period if the
user then enters a Y in the R (Reverse Next Period?) column.
The automatically generated reversal will have the first day of the subsequent
period as the transaction date. This reversal will print on the Edit List and
Posting Register, but will not appear on the transaction screen or be assigned
a Transaction ID. Be sure to enter both a debit & credit for accrual
entries.
For
transactions posted outside the current period, the date of the reversal will
be the starting date of the period immediately following the transaction's
date. If the transaction is dated before or after the current year, the
reversal is posted based upon a projected accounting period for the year of
the transaction.
Automatic Counter‑Balancing
For General Ledger accounts
with a counter‑balance account on file, the operator is allowed to
counter‑balance the entry. If the operator enters a Y in the C (Counter-Balance Account)
column, the package will generate a reversing debit or credit for the counter‑balance
account.
Automatic Distribution
For General Ledger accounts
with an automatic distribution code on file, the operator is given the option
to auto‑distribute the entry. If the operator enters a Y in the D (Auto‑Distribution Code)
column, the package will automatically calculate and post the transactions to
the accounts specified by the auto‑distribution code. On the Edit List
and Posting Register, these distributions will be rounded to the nearest
penny. Any remaining amount will be added to (or subtracted from) the last
distribution to ensure proper balance.
Entry List
The Entry List prints
transactions in Trx ID order. It displays the resulting information in entry
order by Trx ID and subtotals for all transactions.
Acct List
The Acct List prints
transactions in account number order. It displays the resulting information in
order by account number, date and subtotals by account listing.
Source List
The Source List prints
transactions in source order and subtotals by source.
Grand Totals For Lists And Posting Register
The Edit
Lists and Posting Register verify, by period that total debits equal total
credits. A warning is printed if any of the periods in the current year are
out of balance. A separate warning prints for transactions dated before or
after the current year that have a non-zero balance.
Select General Journal Trx Processing from the
pull down G/L Processing window. The
following screen will then be displayed:
![](80/GNJNLENT_files/image001.jpg)
General Journal Trx Processing Entry
Screen
The
following options are available:
* Select
the desired mode from the General Journal Trx Processing menu bar
* Enter
the data requested on the screen
* To
exit press the ESC or F10 key when the
cursor is positioned for entry of the first field on the screen
To return to
the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when
positioned at the menu bar.
Entry Field Descriptions
Name
|
Type
and Description
|
Session Id:
|
10
alphanumeric characters.
In add mode, enter a session ID
number to identify this batch of transactions. The ID can be the user's
name, the date, a number, or anything else that will later distinguish the
transactions when changes need to be made. When a Session ID number is used,
you can later retrieve reports that list all the transactions that cross
reference to this given Session ID number. The Session ID may also be left
blank. All transactions entered under a blank ID will be grouped together.
In add
mode, press the F7 key to search for Session ID's. In
change and delete modes, select the desired Session ID from the window and
press RETURN. Any transactions
entered under a blank Session ID are displayed on the first line of the
window. Transactions interfaced from other packages will be assigned a
Session ID in the format XXINTRFACE
where XX is the abbreviation for the package
being interfaced from. For example, transactions interfaced from the Payroll package would have a Session ID of PRINTRFACE. Transactions consolidated from other companies will be
assigned a session id of CONSOLIDAT.
|
Trx Id
|
7 numeric
characters.
This number uniquely identifies each
transaction either entered in the table below or interfaced from other Elliott packages.
In add
mode, the next sequential Transaction ID number is automatically displayed.
In change mode, the number of the transaction the cursor is currently on is
displayed. Also in change mode, you may search by Transaction ID when the
cursor first appears on the Account Number field. For more information on
how to search by Transaction ID, refer to the Account Number field
description.
|
Account Number
|
An
account number in the standard account number format.
In add
mode, press the F1 key to delete the transaction that
the cursor is currently on. In add and change mode, press the F7 key to search by account number or press the F8 key to search by account description.
|
Account Number (continued)
|
In add or
change mode, press the F10 key to exit the
entry screen.
In change mode, use the Page Up and Page Down keys to move between
pages of transactions.
In change mode, the transactions for
the Session ID selected above are displayed in account order. In change
mode, the transactions for the Session ID selected above are displayed in
account order. When the cursor first appears on this field, press the F1 key to list all transactions for this Session ID in
account number order or enter the account number you wish to start with. After transactions are displayed, press the F1 key to delete the transaction that the cursor is
currently on. In change mode, press the F2 key to search for transactions by Transaction ID. If
you wish to add a transaction, you may do so in change mode. Go to the blank
account after the last account and enter the correct account number.
The
current account's description, counter-balancing account (if applicable), and
auto-distribution Code (if applicable) are all displayed at the top of the
screen.
|
Trx Date
|
A date in
the standard date format.
Enter the date that this transaction
occurred. If you press RETURN without entering any
date, the system defaults to today's date. In add mode, if the date is
outside the period displayed at the top of the screen, the message Date
Not In Current Period will be displayed.
If the
account associated with this transaction is set up for automatic
distributions, press the F1 key to
display them.
|
Jnl#
|
4 numeric
characters.
Enter the Journal History number to
be associated with this transaction. This field is only accessible if the
Maintain Journal History flag (field #3) in G/L Setup is set to Y.
In add
mode, if no other transactions have been recorded since entering the
application, the Starting Journal History Number (field #4) from G/L
Setup will be displayed. If transactions
have already been recorded, the journal number from the last transaction
entered is displayed.
|
Jnl#
|
Press the RETURN key to accept the default journal number or press the F1 key to increment the journal number by one.
|
Source
|
10
alphanumeric characters.
Enter the source of the
transaction. For example, you could enter AR if the transaction was a result of collection of a
receivable.
If the source field entered is Accrue the program will accept an automatic accrual reversal.
If the operator enters a Y in the (R)
Reverse Next Period? column, a reversing entry will also
be posted for the start date of the next period when this transaction is
posted. If the source entered was not Accrue then the Reverse Next Period? question is forced to be N.
Press the RETURN key to default to the last source entered. Press the F7 key to search for source codes or press the F6 key to display source totals. The F6 key will display the corresponding account number,
transaction date, debit, and credit amount, and their totals. If you select
a pre-defined source, its description will be displayed in the Source
Desc: field at the top of the screen. In
add mode, if Journal History is being used, the source defaults to General
Journal plus the Journal number for the transaction. For example, if the journal
number is 0001, then the source
will default to GJ0001.
If the
source entered is not defined in the Source Code File Maintenance application, you may add it from this field by answering
Y to the question Source
Not Found, Do You Wish To Create One ? If you
answer Y, you will be prompted to enter a
source description at the top of the screen.
|
Reference
|
30
alphanumeric characters.
The
reference defaults to the previously entered reference, if any. Press the F1 key to use the first line of the source description as
the reference.
|
Ty
|
1
alphanumeric character. Enter the type of transaction being entered. Only
the following entries are allowed.
D or 1 = Debit
C or 2 = Credit
The
transaction type defaults to the previously entered type, if any.
|
Amount
|
11
numeric digits with 2 decimal places (negative or zero not allowed)
(999,999,999.99).
Enter the
amount of the transaction. This amount will be debited or credited to the
appropriate account depending on what was entered in the transaction type
field.
|
R (Reverse Next Period)
|
Y or N.
The only way to change this field is
to enter Accrue in the Source
field. See the description of the Source field above.
NOTE: Only one of the
options R, C, or D can be selected for any one transaction. If any one of
these is answered Y, the other options cannot be
selected.
RETURN defaults to N.
|
C (Counter-Balance)
|
Y or N.
If the account number entered for
this transaction has a counter‑balance account on file, the account and
its description will display and the operator will be allowed to select
counter‑balancing. If the account number has a counter‑balance
account but the counter‑balance account is not on file, the account
will display but the description will be ***Account Not On File*** and selection of counter‑balancing will not be
allowed. If the account does not have a counter‑balance account
associated with it, (Not Allowed) will
display next to the Counter Balance Acct:
field above and the operator will not be allowed to select automatic counter‑balancing.
NOTE: Only one of the
options R, C, or D can be selected for any one transaction. If any one of
these is answered Y, the other options cannot be
selected.
RETURN defaults to N.
|
D (Auto-Distribute)
|
Y or N.
If the
account number entered for this transaction has an Auto Distribution code
which exists in the Distribution Code file,
this code will be displayed and the operator will be allowed to enter a Y in this field.
|
D (Auto-Distribute) (continued)
|
If the
account number for this transaction does not have an Auto Distribution code
or if the Auto Distribution code is not on file then (Not
Allowed) will display and the (D) option will not be allowed. To view the
Auto-Distribution accounts, press the F1 key in the Trx Date field.
NOTE: Only one of the
options R, C, or D can be selected for any one transaction. If any one of
these is answered Y, the other options cannot be
selected.
RETURN defaults to N.
|
Entry List
Name
|
Type
and Description
|
Starting Session
|
10
alphanumeric characters.
Enter the starting Session ID for the range to print.
Press the
F1 key to default to All sessions or press RETURN to print transactions with a blank session only. This
list will print all accounts in Transaction ID order.
|
Ending Session
|
10
alphanumeric characters.
Enter the
ending Session ID for the
range to print.
|
Acct List
Name
|
Type
and Description
|
Starting Session
|
10
alphanumeric characters.
Enter the starting Session
ID for the range to print.
Press the
F1 key to default to All sessions or press RETURN to print transactions with a blank session only. This
list will print all accounts in account number order.
|
Ending Session
|
10
alphanumeric characters.
Enter the
ending Session ID for the
range to print.
|
Source List
Name
|
Type
and Description
|
Starting Source
|
10
alphanumeric characters.
Enter the starting Source No for the range to print.
Press the
RETURN key to default to All sources. Press the F7 key to search for sources. This list will print in
source code order.
|
Ending Source
|
10 alphanumeric
characters.
Enter the ending Source
No for the range to print.
Press the
F7 key to search for sources.
|
Starting Session
|
10
alphanumeric characters.
Enter the starting Session
ID for the range to print.
Press the
F1 key to default to All sessions or press RETURN to print transactions with a blank session only.
|
Ending Session
|
10
alphanumeric characters.
Enter the
ending Session ID for the
range to print.
|
![](80/GNJNLENT_files/image002.jpg)
![](80/GNJNLENT_files/image003.jpg)
General
Journal Trx Processing (Session ID Search)Load
SheetScreens
![](80/GNJNLENT_files/image004.jpg)
General
Journal Trx Processing
![](80/GNJNLENT_files/image005.jpg)
General
Journal Trx Entry List Options
![](80/GNJNLENT_files/image006.jpg)
General
Journal Trx Entry List
![](80/GNJNLENT_files/image007.jpg)
General
Journal Account List Options
![](80/GNJNLENT_files/image008.jpg)
General
Journal Account List
![](80/GNJNLENT_files/image009.jpg)
![](80/GNJNLENT_files/image010.jpg)
REPORTS
REPORTS
The Post General Journal
Transactions application transfers journal entries into the General Ledger Transaction File. It serves
to automatically update the information on file.
General Journal Transaction Register
All entries
are posted in numerical account order and detailed on the transaction
register. It can then be spooled for later printing after your transactions
are posted.
For counter‑balancing
entries, the balancing transaction is printed showing its account number and
description.
For accrual
reversals, the reversing entry is printed showing its date.
For automatic
distributions a breakdown by account is printed.
Thus, both
the Edit List by account order in General Journal Trx Processing and the
Register show every transaction that is to be posted exactly as it will appear
in the General
Ledger Transaction file.
Transaction Posting
If you have
requested the posting option and have answered N to the Ok To Post If Out Of Balance ? question,
posting will not proceed and the register will inform you of this.
If you have
answered the posting out of balance question in G/L Setup as N, out of balance posting is not allowed and will not
be displayed.
It is
strongly recommended that transactions are not posted out of balance in normal
operation. Out of balance posting is mainly allowed for adjustment of the General Ledger Transaction file after
the Year‑End
Procedure is run or if a data corruption should occur.
Select Post General Journal Trx from the
pull down G/L Processing window. The
following screen will then be displayed:
![](80/GNJNLENT_files/image012.jpg)
Post General Journal Trx Processing
Entry Screen
The
following options are available:
* Select the desired mode from the
Post General Journal Trx menu bar
* Enter the data requested on the
screen
* You
will be asked Ok To Post If Out Of Balance ?. If you answer N and the total
credit amounts on file do not equal the total debit amounts for all accounting
periods, posting will not occur and a message will be printed on the Register
informing you of this.
* Transactions
for invalid accounts or invalid distribution codes will prevent posting from
occurring and a message will be printed on the register informing you of the
problem.
* If
you have entered a transaction outside the date range of the current period
described in the Accounting Period file, a message that transaction is out of
the current period will print on the register.
To return to
the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when
positioned at the menu bar.
Entry Field Descriptions
Name
|
Type
and Description
|
Do You Want To Post At This Time ?
|
Y or N. Answer Y to Post all General Journal transaction entries to the General
Ledger Transaction File, or N to decline.
If Allow Posting Out Of
Balance? in the G/L
Setup is set to Y the system will ask you whether it is Ok To
Post If Out Of Balance?
If you
answer Y the posting operation will proceed
without interruption, regardless of whether the register is out of balance.
|
The following
fields will appear on a pop-up window.
Name
|
Type
and Description
|
Starting Session
|
10
alphanumeric characters.
Enter the
starting Session ID for the range to be posted. Press the F1 key to post ALL Session ID's or press the RETURN key to post transactions with a blank Session ID only.
|
Ending Session
|
10
alphanumeric characters.
Enter the
ending Session ID for the range to be posted. Defaults to the starting
Session ID.
|
![](80/GNJNLENT_files/image013.jpg)
Post
General Journal Trx Processing Entry Screen
![](80/GNJNLENT_files/image014.jpg)
Post
General Journal Trx Processing Entry Screen Options
![](80/GNJNLENT_files/image015.jpg)
Post
General Journal Trx Processing Entry Screen
![](80/GNJNLENT_files/image016.jpg)