Sample Manual Journal EntriesNote: The instructions listed below explain each field as they appear on the Manual Journal Entries screen when the screen preferences are set to the defaults. If the screen preferences were changed, the fields may be out of order as described below and there may even be fields that do not appear on the screen. If desired, the default screen preferences can be restored.
Steps
to Set Screen Preferences
Steps
to Restore Default Screen Preferences
Also, for any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
From the General Ledger screen, select the Data Entry menu and then Manual Journal Entries.
If a batch already exists, the Manual Journal Entries Batch Search screen will appear. To continue adding manual journal entries to an existing batch, select the desired batch by double-clicking on the batch description; otherwise, to enter a new batch, click the New Record button and then complete the batch options. If a batch does not exist, the batch options screen will appear immediately in order to create a new batch.
Steps
to Complete Batch Options for Manual Journal Entries
The Manual Journal Entries screen will appear for the selected manual journal entries batch. The description and processing month for the selected batch will appear in the title bar, and if the Recurring Entries field is selected for the batch, Recurring Batch will also appear.
On the Individual Entry screen (tab), click the New Record button to initialize the screen for a new entry.
Enter the account number to be debited or credited in the Chart of Account Number field. If the account number is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: The type of balance (debit or credit) the specified account number normally carries appears to the right of the Amount field.
Tip: If the user entering the manual journal entry is assigned to one or more account groups with the GL & WL Data Entry usage (in the User Security option), the account number entered here must be included in one of the designated account groups. Once the account number is specified, the description, budget balance, and year-to-date balance for the account number display in the status bar located at the bottom of the screen, along with the year-to-date balance including the current batch entries for the account number; if the account number is a revenue or expenditure account in a fund defined as an activity fund, the appropriate fund balance will also display. If desired, click the Go To button located to the left of the Description in the status bar to open the Chart of Accounts and display the Inquiry screen for the appropriate account number.
Enter the date of the transaction in the Entry Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. Leave the field blank to default to the current date.
Note: The date for the entry should be within the specified processing month for the batch or else it could result in not being able to successfully complete the check reconciliation option.
If desired, enter a unique number that ties the entries (debit and credit entries) for this manual journal entry together in the Reference Number field. For example, enter MJ11-01 as the reference number for the first manual journal entry made in the month of November. The reference number can be alphanumeric and up to 12 characters long.
Note: With the cursor in the first position in the field (or all the text in the field highlighted, if applicable), press the + key (plus sign) to increment the reference number by one (or increment the reference number from the previous manual journal entry in this batch by one, if the field is blank), or press the - key (minus sign) to decrement the reference number by one.
Enter the amount of the transaction in the Amount field. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 2 decimal places by the system if capable.
Note: To enter the amount as the type (debit or credit) shown in the field to the right of the Amount field, enter the amount as a positive number; to enter the amount as the opposite type shown, enter the amount as a negative number. Otherwise, to change the type for the entry, enter the desired type (Debit or Credit) into the field, or click the down-arrow button to select the correct one.
Enter a description to explain the reason for the manual journal entry in the Transaction Description field. The description can be alphanumeric and up to 40 characters long.
Note: To use the description of the account number from the Chart of Accounts as the description for the entry, enter a C in this field.
If desired, enter the ID for the employee, employer history, payee, received from, ship to address, vendor, or customer for which the manual journal entry is being made in the Entity ID field. If the ID is not known, click the Search button to select the correct one.
If the manual journal entry is being made to correct a particular invoice, enter that invoice number in the Invoice Number field, if desired. If the number is not known, click the Search button to select the correct one.
If the manual journal entry is being made to correct a particular purchase order, enter that purchase order number in the Purchase Order Number field, if desired. If the number is not known, click the Search button to select the correct one.
If the manual journal entry is being made to correct a particular cost center, enter the ID for the cost center in the Cost Center ID field, if desired. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
If the manual journal entry is being made to correct a particular asset, enter the asset tag number for the asset in the Asset Tag field, if desired. If the tag number is not known, click the down-arrow button to select the correct one.
If desired, enter any additional information for the manual journal entry in the Comments field. The comment can be alphanumeric and up to 1,000 characters long.
The Transaction Key field is disabled (cannot be changed) and will be updated with an entry line number once the manual journal entry is saved. The Transaction Key field is typically only used on the Batch Entries List in order to sort the manual journal entries within the batch in the order the entries were made.
Click the Save button.
Tip: If desired, manual journal entries can also be entered directly into the Batch Entries List (grid) by clicking the Grid Entry tab and then completing all the fields of information in the blank line (indicated with an asterisk) at the bottom of the Batch Entries List.
Once all the manual journal entries have been entered, print a listing to verify the entries.
Note: All debits and credits must equal for each fund before you can post the batch of manual journal entries. The total debits and credits for the account number, fund, reference number, and batch are displayed on the screen.
If desired, click the View Posting Summary tab to see the summarized entries in the batch by account number, along with the year-to-date balances including the current batch entries.
Tip: The automatic entries that will be posted with the batch entries (for example, the entries to the applicable Yearly Post Accounts) also display on the View Posting Summary screen.
Once all the entries have been verified, post the batch.