How To: Creating a New Journal Entry (15-05)

Overview

This tutorial describes how to create a new journal entry.

Step-by-Step

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  1. Enter the ‘Employee Number’ of the employee creating the journal entry.

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  1. Click the ‘New’ button.

  1. Enter a Batch Number at the ‘Batch ID’ prompt.
    NOTE: If the ‘Use User Defined Batch Ids’ preference is not checked in GL Batch Preferences (15-90-02), this screen does not display and the system will generate the batch number.

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  1. In the ‘Account Number’ field, enter the GL account number for the account being adjusted. To search for an account, click the search icon to the right of the field.

    The account number is entered in two, six-character fields. Only the significant digits need be entered, since the system automatically appends zeros to the entry if necessary.

  1. In the ‘Journal’ field, enter a journal code that can be used to quickly reference the entry.

    The codes A/P, A/R, F/A, I/P, P/I, P/O, P/R, T/E, ARI, ARR, ART, and RRT are reserved for the system.

  1. In the ‘Date’ field, enter the date for the journal entry.

  1. In the ‘Reference #’ field, enter a reference number that refers to the account entered.

  1. In the ‘Description’ field, enter a description for this journal entry.

  1. In the ‘Amount’ field, enter the amount for this account entry. Debit entries are entered as a positive number and credit entries are entered as a negative number.

  1. Check the ‘Reverse?’ box if you would like this journal entry to be reversed on the first day of the next fiscal period.
    NOTE: Reversing is only allowed for current and future periods.

    Reversing the journal entry will create an automatic entry at the bottom of the screen. See ‘Reversing a Journal Entry’ for more information.

  1. Click the ‘Accept’ button to add the record to the journal entry.

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  1. Repeat Steps 4-11 until the ‘Balance’ field equals zero.
    IMPORTANT:

    • If the ‘Use User Defined Batch Ids’ preference is not checked in GL Batch Preferences (15-90-02), the Journal Entry process is complete at this point.
    • If the preference is checked, move to Step 13.

  1. Click ‘Done’ to return to the Batch ID screen.
    IMPORTANT: The ‘Done’ button only appears if the ‘Use User Defined Batch Ids’ preference is checked in GL Batch Preferences (15-90-02).
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