Steps
to Complete Batch Options for Manual Journal EntriesNote: The Reallocate COA Balances option is only available to use with expenditure accounts.
From the General Ledger screen, select the Data Entry menu and then Manual Journal Entries.
If a batch already exists, the Manual Journal Entry Batch Search screen will appear. To continue working with 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 for the selected batch will appear in the title bar, and if the Recurring Entries field is selected for the batch, (recurring batch) will appear after the batch description.
At the Manual Journal Entries screen, select the Options menu and then Reallocate COA Balances.
On the Reallocate COA Balances screen, enter the reference piece used within the expenditure account structure to use as the basis for moving balances in the Reference field, or click the down-arrow button to select the correct one.
If desired, enter a description to use for the entries in the Transaction Description field. The description can be up to 40 characters long. Leave the field blank to use a description of "Reallocate Balance" for the entries.
If desired, enter a date to use for the entries 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.
All the numbers defined in the Reference Files for the specified reference piece appear in the Percent Allocations List. Complete the Percent Allocations List as follows:
Enter a negative percentage in the Percent field for the one reference piece number from which to move the balances. The negative percentage can range from -0 to -100. For example, enter -100 in the Percent field to move the full balances out of a particular reference piece, or enter -50 to move only 50%.
Note: Only one reference piece number (row) can have a negative percentage entered.
Then enter the appropriate percentages (as positives) in the Percent fields for the other applicable reference piece numbers for where the balances should move.
Note: The total of the positive percentages should equal the specified negative percentage. The Percent Total displays in the status bar in the lower right-hand corner of the screen and will be zero (0) if the positive and negative percentages equal.
Click the Display button to calculate the specified percentages as designated and display the entries.
The entries for the reallocations appear in the Batch Entries List on the right side of the screen. The entries showing the balances coming out of the designated expenditure accounts (typically will be those with amounts under the Credit column) and the balances being reallocated to the other specified expenditure accounts (typically will be those with amounts under the Debit column) display. If desired, make changes to the entries and then select the entries to post into the batch of manual journal entries.
To select an entry, click the box for the Selected column to the left of the desired entry. A checkmark will appear in the box if the entry is selected. To select all the entries, click the Select All button located above the Batch Entries List. If desired, change the filters to modify the account numbers displayed in order to select only certain ones.
Tip: To select multiple entries in a row, press and hold the Shift key, and then click the first entry to have selected and then click the last entry; all the entries starting with the first one clicked through the last one clicked will be selected.
To edit an entry, click in the desired field (column) for a particular entry and then key in the new information. The Entry Date, Debit Amount, Credit Amount, Transaction Description, and Comments fields (columns) can be changed for an entry.
Once an entry has been selected, if the account number does not exist in the Chart of Accounts, or it is marked as inactive within the Chart of Accounts, an error icon will display to the right of the account number. If desired, click the New Record button to the right of the account number to open the Chart of Accounts for the particular account number and then click the Save button to add it to the Chart of Accounts, or select the Active field and then click the Save button to make the account number active. Any selected entries with an error icon will not be posted to the batch of manual journal entries.
When satisfied with the entries that display in the Batch Entries List, click the Execute button.
When prompted, click Yes to continue the process.
A message will appear when the process is completed; click OK.
If desired, edit the manual journal entries within the batch.
Steps
to Edit Manual Journal Entries
After all the changes have been made (if applicable), print a listing and post the batch.
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.