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Manage Unposted Journals allows you to create, edit, and save journal entries. Journals are sent to this area from other applications and can also be created manually.
Filters
Choose the appropriate Filters as needed:
- Journal Types: Select which Journal Types to view (or all).
- Journal Number: Selecting any option other than Show All displays field(s) for entering the number(s).
- Date: Select the time frame from which you want to view journals. Additional date filters may appear depending on the option you choose.
- Period: Options include Select all and every period represented in unposted journals.
- User: Options include Select all and every user who has unposted journals.
- Pending: Out-of-balance entries are marked as pending. A Pending? column on the grid also indicates which journals are pending. Pending journals cannot be posted.
- Click Search to display results, or Clear Filters to reset all filters.
Journal Grid
The grid displays journals matching the selected filters with the following columns:
- Type
- Journal#
- Date
- Period
- User
- Description
- Amount
- Note: Hover over the Note icon to preview the note.
- Attach: Hover over the Attach icon to see any notes on the attachment(s) and the filenames.
- Pending?: Any journal with a Check Mark icon is out of balance and cannot be posted.
- Setup: Hover over the Information icon to display user and time information for when the journal was set up and last updated.
To work with journals in the grid:
- Double-click a journal, or click the Edit icon in the grid to edit it.
- To add a new manual journal, click Add New Journal. To delete a journal, click the Delete icon. To import journals from an Excel file, click Import Journals (More Information).
- Select the journals you want to view.
- Click Journal Edit Report to display the Journal Edit Report (More Information).
- To change the year on any journals, select them and click Change Year.
- Select the Year from the drop-down list.
- Click OK to save the change, or Cancel to return to the Unposted Journals page without changing the year for selected journals.
- Select the journals you wish to post within the grid. You can also select the top box to select all journals in the grid.
- Click Post Journals to begin the posting process (More Information).
Note: You cannot delete journals that originated in other financial applications.
Import Journals
Unposted Journals - Import Journals allows you to import journal entries from a file. The data file must be in a specific format for the import to work correctly. You can import directly from a Microsoft® Excel file or from a GLTRN2000.txt file. If journal or detail line descriptions are not specified in the import, the program uses "Imported Journal" as the description.
Note: This option can also be accessed from Utilities > Import Journals.
Import from Excel File
- Save the entries into an Excel file (.xls or .xlsx) in the format described below.
- Click Choose File and select the file.
- Click Import to begin the import process, or Cancel to return to the Unposted Journals page.
Important: You can only import journals into the currently selected company. Change the Current Financial Settings (More Information) if you want to import journals into a different company. If you are using the CompanyNumber field and its value does not match the currently selected company, nothing is imported.
The following fields are available for importing into General Ledger:
- CompanyNumber
- Period: Use the period number, not the period name (for example, 1 instead of January).
- Date
- JournalCode
- JournalNumber: The journal number should be unique for each group of detail lines you want to import. For example, if rows 1–10 are one journal entry and rows 11–20 are a second journal entry, specify journal number 1 for rows 1–10 and journal number 2 for rows 11–20. When imported, each group of detail rows is grouped together and assigned the next available journal number. This eliminates the possibility of importing duplicate journal numbers already assigned in the General Ledger.
- Journal Description: Limited to 50 characters, including spaces and punctuation.
- Note
- RegionNumber
- SuperFundNumber
- FundNumber
- LocationNumber
- CostCenterNumber
- DepartmentNumber
- AccountNumber
- AccountSub
- DetailDate
- DetailDescription: Limited to 60 characters, including spaces and punctuation.
- Amount
- Project
Each field you use must be its own column, as shown below:
The only Required Fields are AccountNumber and Amount, along with all fields you use in your account structure (for example, FundNumber and DepartmentNumber). In the Amount field, enter all numbers as positive for debit and negative (-) for credit, regardless of account type.
Note: If you do not want to use an optional field, do not create a column for it in your Excel file.
Import from GLTRN2000.txt File
- Save the entries into a quote- and comma-delimited text file with 9 fields per record. Name this file GLTRN2000.txt.
- Click Browse and select the file. Click Import to begin the import process, or Cancel to return to the Unposted Journals page.
Refer to the following table for the layout of the GLTRN2000.txt file:
| Field Number | Field Name | Field Length | Field Format |
| 1 | Unused | 5 | Numeric - should be all zeros |
| 2 | Co # | 4 | Numeric with left-padded zeros |
| Fund # | 5 | All zeros if you do not use funds | |
| Accounting Period | 2 | Numeric with left-padded zeros | |
| Journal Type | 2 | Alpha-Numeric | |
| Journal # | 5 | Numeric | |
| 3 | Unused | 3 | Should always be "000" |
| 4 | Date | 6 | (mmddyy) with left-padded zeros |
| 5 | Description 1 | 50 | Alpha-Numeric |
| 6 | Description 2 | 30 | Alpha-Numeric |
| 7 | Department # | 3 | All zeros if you do not use departments |
| Account # | 9 | Left-padded with zeros to make it 9 digits | |
| 8 | Amount | 11 | (155 = $1.55) positive value for Debit, negative for Credit |
| 9 | Project | 50 | Alpha-Numeric |
Here is an example of a GLTRN2000.txt file:
Journal Edit Report
The Journals Edit Report lets you view a report of selected unposted journals. For each journal, all details are displayed along with the final totals for selected journals.
- Click Report Preferences on the blue bar above the report preview to access report options.
- Select the Change Appearance? Check the box to change the font type and size. A drop-down option controls the white space between columns by percentage. You can also print Journal Notes and Print Setup Information, and choose one of three Page Break Options:
- none
- By Type of Journal: A page break is inserted when the journal type changes.
- By Journal Number: A page break is inserted when the journal number changes.
- Choose to Sort Detail By either Account # or Sequence Entered.
- If you changed the selected options, click Run Report to display an updated report preview. You can also click Clear Preferences to reset all report preferences to their initial values.
Once the preview displays, you can navigate the pages, export to several formats (for example, PDF, Excel, Word), and Print. Click Report Preferences on the blue bar above the report preview to return to the Report Preferences page. Click Close Report when finished to return to the Unposted Journals page.
Change Year
Use the Change Year option if the selected journals need to be posted to another year.
- Year: Choose a year from the drop-down list.
- Click OK to continue, or Cancel to return to the grid.
Post Journals
The Posting List of Journals report lets you view selected journals before posting. For each journal, all details are displayed along with the final totals for selected journals.
Report Preferences
- Click Report Preferences on the blue bar above the report preview to access report options. You can print Journal Notes and Print Setup Information, and choose one of three Page Break Options:
- none
- By Type of Journal: A page break is inserted when the journal type changes.
- By Journal Number: A page break is inserted when the journal number changes.
- Choose to Sort Detail By either Account # or Sequence Entered.
- If you changed the selected options, click Run Report to display an updated report preview. You can also click Clear Preferences to reset all report preferences to their initial values.
Once the preview displays, you can navigate the pages, export to several formats (for example, PDF, Excel, Word), and Print. Click Report Preferences on the blue bar above the report preview to return to the Report Preferences page.
Finalize Post
- Click Finalize Post to finalize the journal postings, or Cancel to return to the Unposted Journals page without posting.
Updated