Most journal entries are generated as sub-ledgers from another application and then are further processed on the Unposted Journals page. Journals can also be entered manually and then processed on the Unposted Journals page.
This Step-by-Step tutorial guides you through the process of entering a manual journal to correct an invoice that was entered for the wrong account, managing that journal and other unposted sub-ledger journals, and then viewing the posted journals on the Posted Journals page.
- For a visual tutorial, see the Process a Journal video.
- All video tutorials can be viewed from the Videos at a Glance page.
This Section Includes:
Enter a Manual Journal
- From the General Ledger menu, Select Enter -> Manual Journal.
- Enter the Date, Period, Journal Type, and Description for the journal.
- Under the Details section, enter the Account number, the detail line Description, and the appropriate Debit or Credit Amount.
- Click the Add New
icon to add another line of detail or click the Add New Lines
icon-link to add multiple lines of detail. Continue adding lines of detail until the journal is complete.
- Also, you can add a Note to your journal to indicate details of why this journal is being entered.
- After entering all the detail lines, review the journal for accuracy and then click the Update button to save it.
Manage Unposted Journals
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After clicking the Update button, the Unposted Journals page appears.
- Select any journals that you would like to post by clicking the check box next to each journal and then click the Journal Edit Report button.
- The Edit List of Journals displays. Click the Report Preferences bar to change your preferences for this report.
- Click the Run Report button after setting your preferences.
- Review the Edit List of Journals for accuracy. Click the Print button to print a hard copy or click the Export link to download a copy of the report. Click the Close Report button to return to the Transactions page.
- Click the Edit icon next to a journal to make any modifications to it. Click the Delete icon to delete a journal.
NOTE: Only manually entered journals can be deleted.
- Hover over Note icon to view the note for that journal.
- In case you post a journal to the wrong year, there is a Change Year feature that can be used. After selecting the journals with the wrong year, click the Change Year button. Select the correct year and then click the OK button.
- To Post your journals, verify that the correct journals are selected and then click the Post Journals button.
- The Posting List of Journals displays. Click the Print button to print a hard copy, or click the Export link to download a copy of the report. Click the Finalize Post button to complete the posting process.
View Posted Journals
Journals that have been posted can be viewed on the Posted Journals page.
- From the General Ledger menu, select View -> Posted Journals.
- Enter any filters to narrow the number of journals that display on the grid and then click the Search button.
- Click the Expand icon next to a period to view the journals posted in that period.
- Click the Expand icon next to a detail journal line to view the details of that journal.
- Notice that there are buttons to Reverse, Copy and Reverse & Copy the journal entry. These buttons are helpful in making corrections because they automatically enter a corresponding journal for you that is Reversed, Copied, or Reversed and Copied. There is also an option to modify the Project for each detail line of the journal.
- Sub-ledger entries (entries that are generated from another application such as Accounts Payable) have a View Source Document link and a Drill Down link. Click the View Source Document link to download a PDF of the source document for that journal.
- Click the Drill Down link to display a Journal Drill Down window. Click the Close button to close the window.
Updated