POST JEs

Use this screen to print the General Journal. Since the General Journal provides detail supporting journal entries, you should print and retain it as part of your Costpoint audit trail. Optionally, you can also use this screen to post journal entries to the General Ledger.

• You cannot post journal entries without first printing the General Journal in the same session.

• You must keep your posting selection criteria consistent with the selections you made to print the General Journal. If you leave the screen, or if your selections change, you must print the General Journal again before posting.

• Before you can post journal entries, you must select the Billable option on the Enter JEs screen in order to copy transactions to the Open Billing Detail table.

• You can print the General Journal without posting, so that you can review the journal entries and make corrections before posting.

• When you use the Post JEs screen, Costpoint checks the project's account group functions. You set up the account group for the project on the Basic Info screen in Projects. You assign the account functions to the account group on the Project Account Groups screen in Costpoint Project Setup. In order for transactions to be copied to the Open Billing Detail table, you must designate one of the project account group's functions as either Labor or Non-Labor.

You can print and post the General Journal to the General Ledger any number of times during the accounting period. You must always print and post it at the end of each accounting period, unless no entries were made. You should enter and post all journal entries affecting direct and indirect expenses before you begin your indirect rate calculation process. 

You must print and post journal types individually. For example, you must print and post adjusting journal entries separately from recurring journal entries, and from any reversal entries. Similarly, you must print and post reversal adjusting entries as a separate process from posting reversal recurring entries, or any non-reversal entries.

You should post all one-sided journal entries separately to prevent problems when creating intercompany receivables. Creating an intercompany receivable from a one-sided journal entry results in an out-of-balance intercompany receivable. If you post the one-sided journal entries along with double-sided journal entries and you attempt to create intercompany receivables from the group of entries, you need to delete the entire group to fix the out-of-balance condition. Posting one-sided journal entries separately eliminates this problem. See Intercompany Receivables - Special Topic GL-2 for related information.

You can save the report parameters you specify for future use. To save the selected report parameters, click Save after you enter your report selections. Enter an appropriate ID and description for the report, and click OK. Stored report parameters are especially useful if reports are to be run through the Process Manager.

Screen Location?

Period To Post

Range Option

Use this option to specify the range of subperiods to print and post journal entries. From the drop-down list, select one of the following settings:

• All

• One

• Range

• From Beginning

• To End

The default for this field is All.

Starting Fiscal Year

Enter, or use the drop-down list to select, the starting fiscal year of the journal entries that you want to post. If you set Range Option to All or From Beginning, this field is inactive.

Starting Period

Enter, or use the drop-down list to select, the starting period of the journal entries that you want to post. If you set Range Option to All or From Beginning, this field is inactive.

Starting Subperiod

Enter, or use the drop-down list to select, the starting subperiod of the journal entries that you want to post. If you set Range Option to All or From Beginning, this field is inactive. The non-editable field to the right displays the starting date for the subperiod selected.

Ending Subperiod

Enter, or use the drop-down list to select, the ending subperiod of the journal entries you want to post. If you set Range Option to All, One, or To End, this field is inactive. The non-editable fields to the right display the starting and ending dates for the subperiod selected.

If you are attempting to post an adjusting entry for which the Reversing option was selected on the Enter JEs screen, make sure that the journal entry status for the REV journal code is O (Open) for the subperiod to which you are posting. Journal entry status is assigned in the Entry Edit Status subtask of the Subperiods screen. You also need to make sure that the RRV journal code is designated as Open, if you are posting recurring journal entries with the Reversing option selected.

Journal Status

This non-editable field displays the status of the journal. If the status is Journal Not Printed, you must print the General Journal before you can post to the General Ledger.

Select Journal Types

Use this drop-down list to select the journal type by which you want to print and post. You must select and post the different journal types individually. Available types are:

• Adjusting

• Recurring

• Reversal Adjusting

• Reversal Recurring

• Project Transfer

• Multi-Job Allocations

(You enter the adjusting and recurring entries. Costpoint automatically generates reversal entries; you can delete them, but you cannot modify them.)

Select Journal Entries

Range Option

Use this option to select the range of journal entries to print and post. From the drop-down list, select one of the following settings:

• All

• One

• Range

• From Beginning

• To End

From

Enter, or use to select, the starting journal entry for the range you want to include. If you set Range Option to All or From Beginning, this field is inactive.

To

Enter, or use to select, the ending journal entry for the range you want to include. If you set Range Option to All, One, or To End, this field is inactive.

Select User ID

Range Option

Use this option to select the range of user IDs to print and post. From the drop-down list, select one of the following settings:

• All

• One

• Range

• From Beginning

• To End

From

Enter, or use to select, the starting user ID for the range you want to include. If you set the Range option to All or From Beginning, this field is inactive.

To

Enter, or use to select, the ending user ID for the range. If you set the Range option to All, One, or To End, this field is inactive.

When you change any of the print options or selection criteria after printing the General Journal, Costpoint updates the entry in the Journal Status field and disables the Post to the General Ledger button on the toolbar. You must print the General Journal again before posting. If you click Print/Post to the General Ledger after having changed a parameter, the report prints automatically as part of the posting process.

Post to the General Ledger

When you first enter this screen, this button is not available. After you print the General Journal, the button becomes available for the rest of the session. When you attempt to post, Costpoint displays a message asking you to confirm that you intend to post. If you click OK, the posting process begins.

Print/Post to the General Ledger

When you first enter this screen, this button is available. When you click Print/Post to the General Ledger, Costpoint displays a message asking you to confirm that you intend to post. If you click OK, the General Journal prints with the posting following immediately.

After the posting has begun, Costpoint displays a DO NOT INTERRUPT message onscreen and also displays a message showing the records processed.