This screen allows you to:
Modify existing journal entries. The entry to change must already exist.
Before you begin:
Choose the Edit Existing Journal Entries option from the General Ledger Menu.
Refer to the Create New Journal Entries section of this chapter for detail information on all items on this screen.
Editing a journal entry edits only the journal entry, not the source of that entry. It is best to edit the transaction where the transaction was created. For example, editing the journal entry created due to an owner credit does not edit the credit to the owner. To edit the transaction you would go to the owner credit option and edit the transaction.
When editing a journal entry you would normally edit both the debit and the credit entry. Remember, this screen only edits one entry at a time.
All journal entries posted to this system are double-sided entries; however, using this option you can create a single-sided entry by deleting the unwanted single entry. This would leave a single-sided entry and would normally make the ledger go out of balance. This should be used with caution and only if necessary.
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.
Prompt descriptions:
Enter transaction number to edit or [Exit]:
Enter the transaction number for the transaction you wish to modify. All entries are automatically assigned a transaction number. The transaction number is printed on the trial balance. The system will display the transaction and proceed to the following prompt.
You may click [Exit] to exit this screen and return to the General Ledger Menu.
Enter reason for editing this transaction:
Enter the reason for changing this transaction. This information will be displayed on this screen when this transaction is retrieved again. A maximum of 30 characters is allowed and information is required.
[OK], [Cancel] or [Delete]:
This is the modification prompt for this screen.
Remember, you are only editing a single journal entry. When entering a journal entry a minimum of two transactions is created. You should normally change all transactions for the journal entry you are editing.
Click on the field next to the item you wish to change and you will be asked that item’s prompt. The system will ask this prompt again.
Click [Cancel] to abandon this transaction. Any changes made to this transaction will not be recorded if this option is selected. The system will return to the first prompt.
Click [OK] to update this transaction and record the changes made. Remember, you are only changing one side of a two-sided entry. Normally you should retrieve the other side of this entry and make the same changes to it also. The system will return to the first prompt.
Click [Delete] to delete this transaction. This will remove the transaction from the general ledger transaction file. Remember, you are only working with one side of a minimum of a two-sided entry. Normally you should retrieve the other side of this transaction and delete it also.