GNJINLENT General Ledger General Journal Trx Processing
Processing
General Journal Trx Processing
Application Overview
The General Journal Transaction Processing application allows for Journal Transaction entries and changes before posting to the General Ledger. Transactions may be keyed directly into the application; or if you are using other Elliott packages, transactions may be entered automatically using the Interface from Other Packages application. Much of the general ledger activity originating in packages such as Accounts Receivable, Accounts Payable, Payroll, Job Costing, Inventory Management, or Assets and Depreciation may be entered automatically this way. Once manual and interfaced transactions are in the General Journal Transaction Processing application, they may be changed or deleted before being posted to the General Ledger through the Post General Journal Trx application.
Recurring entries may also be entered semi‑automatically each period by means of the Recurring Journal Trx Processing application. These transactions are not accessible through General Journal Transaction Processing, and are posted to the General Ledger using the Post Recurring Journal Trx application.
Session Balances
The bottom of the General Journal Transaction Processing screen displays a running total of debits and credits for the session, along with the session balance. The Session ID allows users to identify the transactions that they were responsible for entering, and gives them the ability to generate an Edit List for each session. This provides a quick check for being in balance.
Transaction ID
If you have generated an Edit List, you can find a specific transaction within a session by entering its Trx ID as it appears on the Edit List. The Trx ID is unique for each General Journal entry and may be used to access the transaction directly for changes.
In Change mode, you may search for transactions by Trx ID by pressing the F2 (Trx ID Search) key. You may then choose to view all transactions in Trx ID order by pressing the F1 (First Trx ID) key.
Current Period
The current period is displayed continuously at the top of the screen as a reminder, but posting outside of the current period is allowed. A transaction entered with a date outside the current period will generate a warning message to that effect while in the Add mode during Journal entry, and on the Edit List and Posting Register.
Journal History Numbers
Journal History data may be maintained for transactions in General Journal Transaction Processing if the Maintain Journal History ? flag (field #3) in G/L Setup is set to Y. Posting totals will be written to the Journal History File and may then be printed using the Journal History Report application.
Source Codes
General Journal Transaction Processing tracks the source of each entered transaction. This allows you to tie together like transactions by running the Source Cross Reference Report. Source codes are maintained in the Source File Maintenance application. If the user enters a source that is not on file, the application will allow it to be added, and will prompt the user to enter a description.
Accrual Reversals
Transactions entered with the source code Accrue can be automatically reversed in the next period if the user then enters a Y in the R (Reverse Next Period?) column. The automatically generated reversal will have the first day of the subsequent period as the transaction date. This reversal will print on the Edit List and Posting Register, but will not appear on the transaction screen or be assigned a Transaction ID. Be sure to enter both a debit & credit for accrual entries.
For transactions posted outside the current period, the date of the reversal will be the starting date of the period immediately following the transaction's date. If the transaction is dated before or after the current year, the reversal is posted based upon a projected accounting period for the year of the transaction.
Automatic Counter‑Balancing
For General Ledger accounts with a counter‑balance account on file, the operator is allowed to counter‑balance the entry. If the operator enters a Y in the C (Counter-Balance Account) column, the package will generate a reversing debit or credit for the counter‑balance account.
Automatic Distribution
For General Ledger accounts with an automatic distribution code on file, the operator is given the option to auto‑distribute the entry. If the operator enters a Y in the D (Auto‑Distribution Code) column, the package will automatically calculate and post the transactions to the accounts specified by the auto‑distribution code. On the Edit List and Posting Register, these distributions will be rounded to the nearest penny. Any remaining amount will be added to (or subtracted from) the last distribution to ensure proper balance.
Entry List
The Entry List prints transactions in Trx ID order. It displays the resulting information in entry order by Trx ID and subtotals for all transactions.
Acct List
The Acct List prints transactions in account number order. It displays the resulting information in order by account number, date and subtotals by account listing.
Source List
The Source List prints transactions in source order and subtotals by source.
Grand Totals For Lists And Posting Register
The Edit Lists and Posting Register verify, by period that total debits equal total credits. A warning is printed if any of the periods in the current year are out of balance. A separate warning prints for transactions dated before or after the current year that have a non-zero balance.
Run Instructions
Select General Journal Trx Processing from the pull down G/L Processing window. The following screen will then be displayed:
General Journal Trx Processing Entry Screen
The following options are available:
- Select the desired mode from the General Journal Trx Processing menu bar
- Enter the data requested on the screen
- To exit press the ESC or F10 key when the cursor is positioned for entry of the first field on the screen
To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.
Entry Field Descriptions
Name | Type and Description |
Session Id: | 10 alphanumeric characters. In add mode, enter a session ID number to identify this batch of transactions. The ID can be the user's name, the date, a number, or anything else that will later distinguish the transactions when changes need to be made. When a Session ID number is used, you can later retrieve reports that list all the transactions that cross reference to this given Session ID number. The Session ID may also be left blank. All transactions entered under a blank ID will be grouped together. In add mode, press the F7 key to search for Session ID's. In change and delete modes, select the desired Session ID from the window and press RETURN. Any transactions entered under a blank Session ID are displayed on the first line of the window. Transactions interfaced from other packages will be assigned a Session ID in the format XXINTRFACE where XX is the abbreviation for the package being interfaced from. For example, transactions interfaced from the Payroll package would have a Session ID of PRINTRFACE. Transactions consolidated from other companies will be assigned a session id of CONSOLIDAT. |
Trx Id | 7 numeric characters. This number uniquely identifies each transaction either entered in the table below or interfaced from other Elliott packages. In add mode, the next sequential Transaction ID number is automatically displayed. In change mode, the number of the transaction the cursor is currently on is displayed. Also in change mode, you may search by Transaction ID when the cursor first appears on the Account Number field. For more information on how to search by Transaction ID, refer to the Account Number field description. |
Account Number | An account number in the standard account number format. In add mode, press the F1 key to delete the transaction that the cursor is currently on. In add and change mode, press the F7 key to search by account number or press the F8 key to search by account description. |
Account Number (continued) | In add or change mode, press the F10 key to exit the entry screen. In change mode, use the Page Up and Page Down keys to move between pages of transactions. In change mode, the transactions for the Session ID selected above are displayed in account order. In change mode, the transactions for the Session ID selected above are displayed in account order. When the cursor first appears on this field, press the F1 key to list all transactions for this Session ID in account number order or enter the account number you wish to start with. After transactions are displayed, press the F1 key to delete the transaction that the cursor is currently on. In change mode, press the F2 key to search for transactions by Transaction ID. If you wish to add a transaction, you may do so in change mode. Go to the blank account after the last account and enter the correct account number. The current account's description, counter-balancing account (if applicable), and auto-distribution Code (if applicable) are all displayed at the top of the screen. |
Trx Date | A date in the standard date format. Enter the date that this transaction occurred. If you press RETURN without entering any date, the system defaults to today's date. In add mode, if the date is outside the period displayed at the top of the screen, the message Date Not In Current Period will be displayed. If the account associated with this transaction is set up for automatic distributions, press the F1 key to display them. |
Jnl# | 4 numeric characters. Enter the Journal History number to be associated with this transaction. This field is only accessible if the Maintain Journal History flag (field #3) in G/L Setup is set to Y. In add mode, if no other transactions have been recorded since entering the application, the Starting Journal History Number (field #4) from G/L Setup will be displayed. If transactions have already been recorded, the journal number from the last transaction entered is displayed. |
Jnl# | Press the RETURN key to accept the default journal number or press the F1 key to increment the journal number by one. |
Source | 10 alphanumeric characters. Enter the source of the transaction. For example, you could enter AR if the transaction was a result of collection of a receivable. If the source field entered is Accrue the program will accept an automatic accrual reversal. If the operator enters a Y in the (R) Reverse Next Period? column, a reversing entry will also be posted for the start date of the next period when this transaction is posted. If the source entered was not Accrue then the Reverse Next Period? question is forced to be N. Press the RETURN key to default to the last source entered. Press the F7 key to search for source codes or press the F6 key to display source totals. The F6 key will display the corresponding account number, transaction date, debit, and credit amount, and their totals. If you select a pre-defined source, its description will be displayed in the Source Desc: field at the top of the screen. In add mode, if Journal History is being used, the source defaults to General Journal plus the Journal number for the transaction. For example, if the journal number is 0001, then the source will default to GJ0001. If the source entered is not defined in the Source Code File Maintenance application, you may add it from this field by answering Y to the question Source Not Found, Do You Wish To Create One ? If you answer Y, you will be prompted to enter a source description at the top of the screen. |
Reference | 30 alphanumeric characters. The reference defaults to the previously entered reference, if any. Press the F1 key to use the first line of the source description as the reference. |
Ty | 1 alphanumeric character. Enter the type of transaction being entered. Only the following entries are allowed. D or 1 = Debit C or 2 = Credit The transaction type defaults to the previously entered type, if any. |
Amount | 11 numeric digits with 2 decimal places (negative or zero not allowed) (999,999,999.99). Enter the amount of the transaction. This amount will be debited or credited to the appropriate account depending on what was entered in the transaction type field. |
R (Reverse Next Period) | Y or N. The only way to change this field is to enter Accrue in the Source field. See the description of the Source field above. NOTE: Only one of the options R, C, or D can be selected for any one transaction. If any one of these is answered Y, the other options cannot be selected. RETURN defaults to N. |
C (Counter-Balance) | Y or N. If the account number entered for this transaction has a counter‑balance account on file, the account and its description will display and the operator will be allowed to select counter‑balancing. If the account number has a counter‑balance account but the counter‑balance account is not on file, the account will display but the description will be ***Account Not On File*** and selection of counter‑balancing will not be allowed. If the account does not have a counter‑balance account associated with it, (Not Allowed) will display next to the Counter Balance Acct: field above and the operator will not be allowed to select automatic counter‑balancing. NOTE: Only one of the options R, C, or D can be selected for any one transaction. If any one of these is answered Y, the other options cannot be selected. RETURN defaults to N. |
D (Auto-Distribute) | Y or N. If the account number entered for this transaction has an Auto Distribution code which exists in the Distribution Code file, this code will be displayed and the operator will be allowed to enter a Y in this field. |
D (Auto-Distribute) (continued) | If the account number for this transaction does not have an Auto Distribution code or if the Auto Distribution code is not on file then (Not Allowed) will display and the (D) option will not be allowed. To view the Auto-Distribution accounts, press the F1 key in the Trx Date field. NOTE: Only one of the options R, C, or D can be selected for any one transaction. If any one of these is answered Y, the other options cannot be selected. RETURN defaults to N. |
Entry List
Name | Type and Description |
Starting Session | 10 alphanumeric characters. Enter the starting Session ID for the range to print. Press the F1 key to default to All sessions or press RETURN to print transactions with a blank session only. This list will print all accounts in Transaction ID order. |
Ending Session | 10 alphanumeric characters. Enter the ending Session ID for the range to print. |
Acct List
Name | Type and Description |
Starting Session | 10 alphanumeric characters. Enter the starting Session ID for the range to print. Press the F1 key to default to All sessions or press RETURN to print transactions with a blank session only. This list will print all accounts in account number order. |
Ending Session | 10 alphanumeric characters. Enter the ending Session ID for the range to print. |
Source List
Name | Type and Description |
Starting Source | 10 alphanumeric characters. Enter the starting Source No for the range to print. Press the RETURN key to default to All sources. Press the F7 key to search for sources. This list will print in source code order. |
Ending Source | 10 alphanumeric characters. Enter the ending Source No for the range to print. Press the F7 key to search for sources. |
Starting Session | 10 alphanumeric characters. Enter the starting Session ID for the range to print. Press the F1 key to default to All sessions or press RETURN to print transactions with a blank session only. |
Ending Session | 10 alphanumeric characters. Enter the ending Session ID for the range to print. |
General Journal Trx Processing (Session ID Search)
General Journal Trx Processing
General Journal Trx Entry List Options
General Journal Trx Entry List
General Journal Account List Options
General Journal Account List
Post General Journal Trx
Application Overview
The Post General Journal Transactions application transfers journal entries into the General Ledger Transaction File. It serves to automatically update the information on file.
General Journal Transaction Register
All entries are posted in numerical account order and detailed on the transaction register. It can then be spooled for later printing after your transactions are posted.
For counter‑balancing entries, the balancing transaction is printed showing its account number and description.
For accrual reversals, the reversing entry is printed showing its date.
For automatic distributions a breakdown by account is printed.
Thus, both the Edit List by account order in General Journal Trx Processing and the Register show every transaction that is to be posted exactly as it will appear in the General Ledger Transaction file.
Transaction Posting
If you have requested the posting option and have answered N to the Ok To Post If Out Of Balance ? question, posting will not proceed and the register will inform you of this.
If you have answered the posting out of balance question in G/L Setup as N, out of balance posting is not allowed and will not be displayed.
It is strongly recommended that transactions are not posted out of balance in normal operation. Out of balance posting is mainly allowed for adjustment of the General Ledger Transaction file after the Year‑End Procedure is run or if a data corruption should occur.
Run Instructions
Select Post General Journal Trx from the pull down G/L Processing window. The following screen will then be displayed:
Post General Journal Trx Processing Entry Screen
The following options are available:
- Enter the data requested on the screen
- You will be asked Ok To Post If Out Of Balance ?. If you answer N and the total credit amounts on file do not equal the total debit amounts for all accounting periods, posting will not occur and a message will be printed on the Register informing you of this.
- Transactions for invalid accounts or invalid distribution codes will prevent posting from occurring and a message will be printed on the register informing you of the problem.
- If you have entered a transaction outside the date range of the current period described in the Accounting Period file, a message that transaction is out of the current period will print on the register.
To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.
Entry Field Descriptions
Name | Type and Description |
Do You Want To Post At This Time ? | Y or N. Answer Y to Post all General Journal transaction entries to the General Ledger Transaction File, or N to decline. If Allow Posting Out Of Balance? in the G/L Setup is set to Y the system will ask you whether it is Ok To Post If Out Of Balance? If you answer Y the posting operation will proceed without interruption, regardless of whether the register is out of balance. |
The following fields will appear on a pop-up window.
Name | Type and Description |
Starting Session | 10 alphanumeric characters. Enter the starting Session ID for the range to be posted. Press the F1 key to post ALL Session ID's or press the RETURN key to post transactions with a blank Session ID only. |
Ending Session | 10 alphanumeric characters. Enter the ending Session ID for the range to be posted. Defaults to the starting Session ID. |
Post General Journal Trx Processing Entry Screen
Post General Journal Trx Processing Entry Screen Options
Post General Journal Trx Processing Entry Screen
