This screen allows you to:
Create double-sided journal entries. A minimum of a balanced debit entry and credit entry will be created.
Before you begin:
Choose the Create New Journal Entries option from the General Ledger Menu.
The General Ledger section of the Concepts chapter is a good reference for an overview of how the general ledger works.
If you are unfamiliar with double-sided entry accounting it is advised that you seek assistance from your accountant on the setting up and usage of your general ledger.
All journal entries posted to this system are double-sided entries.
Prompt descriptions...
Click [New] transaction or [Exit]:
To create a new entry, Click [New]. You will then be asked the following prompts.
You may click [Exit] to exit this screen and return to the General Ledger Menu.
Enter date click on [Current] or [Exit]:
Enter the date for the transaction you are creating. Pressing <Enter> will default to the current system date.
You may click [Exit] to exit this prompt and return to the first prompt for this screen.
Enter amount:
Enter the amount of this transaction. This is the total amount that you are going to disburse.
Enter GL account number to DEBIT, [Select] from list or [Show] Disbursement:
Enter the general ledger account number that you want to debit. The account number must have been created using the Chart of Accounts file entry screen on the Files Menu.
If you are unsure of the account number you may choose [Select] to display a list of all general ledger accounts. Use your movement keys to highlight the desired account and press <Enter> to select. The system will display the account number and description.
Enter DEBIT amount for account shown or <Enter> for balance:
The system will display above this prompt the amount remaining for the debit side of this entry.
To disburse the entire amount shown press <Enter> or enter the entire amount shown. The system will then proceed to the next prompt.
To create a multiple debit disbursement, meaning you want to debit more than one account, enter the amount to disburse to the prior account entered. The system will then prompt you for the next account number to debit and then repeat this prompt with the remaining dollar amount shown. You may disburse to as many accounts as needed.
Enter GL account number to CREDIT, [Select] from list or [Show] Disbursement:
If a single debit disbursement was made, the system will display "Multiple CREDIT disbursement available" above this prompt. This means you may disburse the credit side of this entry to more than one account. Enter the account number to credit or click on [Select] to display the list of accounts. Using your movement keys, highlight the desired account and press <Enter>. The following prompt will be asked.
If a multiple debit was posted, the system will display "Single CREDIT of $XXX.XX will be posted." above this prompt. You cannot post a multiple debit and a multiple credit in the same transaction (just create two transactions to do this). Enter the account number to credit. The following prompt will be skipped.
You may click on [Show] to list any previous disbursements created. This is only used as a reference so you can view any previous accounts and amounts entered for the transaction you are currently working with.
Enter CREDIT amount for account shown or <Enter> for balance:
This prompt will only be asked if a multiple credit entry is available, meaning a multiple debit was not entered. The system will display "$XXX.XX remaining for CREDIT" above this prompt. Enter the amount to credit to the previously entered account. If you press <Enter> or the full amount available is entered, the system will skip to the next prompt. If an amount less than the full amount available is entered, the system will skip back to the "Enter GL account number to CREDIT" prompt. You may disburse the total amount to as many accounts as needed.
Enter description or <Enter>:
Enter a description for this entry. A maximum of 15 characters is allowed. Information is not required.
Enter a reference number or <Enter>:
Enter a reference number for this entry, if desired. A maximum of 8 characters is allowed. Information is not required.
Enter reservation number or <Enter>:
If this entry relates to a reservation number, enter the reservation number for this transaction. The system does not verify that this is a valid reservation number. A maximum of 6 characters is allowed. Information is not required.
Enter unit number or <Enter>:
If this entry relates to a unit number, you may want to enter the unit number for this transaction. The system does not verify that this is a valid unit number. A maximum of 6 characters is allowed. Information is not required.
[OK], [Cancel] [Show/Modify Dist]:
This is the modification prompt for this screen.
Click in the field next to the item you wish to change and you will be asked that item’s prompt. You may then enter information. If you modify the account numbers you must reenter the entire distribution for the side (credit/debit) you modify.
Click [Cancel] to abandon this transaction. A new transaction will not be created if this option is selected. The system will return to the first prompt.
Click [OK] to update this transaction and place it into the general ledger file. This is the correct response to place a new entry into the file. The system will create the transactions needed and return to the first prompt.
You may click [Show/Modify Dist] to list the distributions posted. This is only used as a reference so you can view any previous accounts and amounts entered for the transaction you are currently working with. This would allow you to check that the entries were made properly. The system will return to this prompt.