Adding Standard Journal Entries

1. When you first enter the Journal Entries option a Select An Option window will appear displaying the following choices:

• EXIT – Select EXIT to exit the Journal Entries option and return to the Ledger menu.
• ADD new Journal Entry – Select ADD new Journal Entry to add a new journal entry. Instructions for adding a new journal entry are linked below.
• VIEW existing Journal Entry – Select VIEW existing Journal Entry to view (or void) a journal entry previously entered. Instructions for voiding a new journal entry are linked below
• Standard Journal Entries – Select Standard Journal Entries to view existing standard journal entries or create a standard journal entry.

Select Standard Journal Entries.

2. A Select An Option window will display:

• EXIT – Select EXIT to exit and return to the previous Select An Option window.
• ADD STANDARD – Select ADD STANDARD to add a standard journal entry.
• PRINT LIST – Select PRINT LIST to print a list of standard journal entries.

Scroll to ADD STANDARD and press Enter to select.

2. At the Std No field, enter a standard reference number to be associated with the new standard journal entry. Press Enter to confirm your selection.

3. In the Description field, enter a header description to be associated with your transactions. This is a required field and will default into the line description field.

Note: You must enter a description to be associated with the new journal entry. If you do not enter a description, the message “Invalid Input!!! Press any key" will appear. You will have to press a key and enter a description in order to continue.

4. In the Reversing field, decide whether you would like the entry to be a reversing journal entryA reversing journal entry is a journal entry that automatically posts a reversal of that entry into the following period.. Enter Y (Y=yes), and the system will automatically reverse your standard journal entries; enter N (N=no), and the system will not reverse your standard journal entries.

5. In the Type field, select S (S=standard) if you will not need to make edits to the standard journal entry when it is used to create a journal entry. Select M (M=manual) and the system will allow manual edits to be made to dollar amounts and accounts when the standard journal entry is used to create a journal entry.

6. In the Account Number field, enter the account number for this journal entry. If you are uncertain about the account number, you can press F3 to display the Select An Account window; you may select an account from the account list.

7. In the CC field, enter a cost center number. If you are uncertain about the cost center number you can press F3 to display the Select A Cost Center window and select a cost center. If there is only one cost center, or a cost center has been set as a default, it will automatically display.

8. In the Debit and Credit fields, enter the correct debit or credit amount and press Enter. If the debits do not equal credits, a "short" balance will appear above the debit and credit headers.

Note: If the journal entry is not in balance and you try to add a new standard journal entry, the balance will be displayed as "short" above the total debit and credit columns. If you try to update (save) the entry you will receive another message: "UPDATE ABORTED: Credits and debits not equal!!! Space bar to continue). You may make changes to the journal entry by selecting Add or Change from the command options in the bottom left corner of the screen and put the entry in balance.

9. In the Description line, type in a description to be associated with the credit/debit or press Enter to have the description you entered in the header default into the line Description field.

As each Standard Journal Entry line is added, the Total Debit balance and Total Credit balance for the standard journal entry will appear in the header of the Journal Entry along with a "Short" balance for the difference between the Total Debit and Total Credit.

10. When finished entering the journal entries, press Enter in the Acct field. Select Update to add the new standard entry to your list of standard journal entries.

Command options will appear:

• Add – Select Add to add a line to the journal entry.
• Change – Select Change to change a line in the journal entry. See Changing Standard Journal Entries.
• Delete – Select Delete to delete a line in the journal entry. See Deleting a Line in a Standard Journal Entry.
• Update – Select Update to save the journal entry.
• Exit – Select Exit to exit. The following message will appear: "Exit without Updating?
  • Select no to return to the command options.
  • Select yes to exit without saving the journal entry.

Select Update to save the standard journal entry.

Important: Your standard journal entry will not be saved unless you select Update.

For more information on the Standard Journal Entries option see Standard Journal Entries and Journal Entries.

Security Required : Ledger - Journal Entries