Entering Manual Journal Entries

Sample Manual Journal Entries

Note:  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.

 Steps to Complete Batch Options for Manual Journal Entries

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.

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.

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.

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.

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.

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.

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.

Steps to Print a Report

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.

Steps to Post Entries