Use this screen to print and to optionally post journal entries to the General Ledger.
The General Journal provides detail supporting journal entries for any type of transaction. You should print and retain it as part of the system audit trail.
You must keep your posting selection criteria consistent with the selections you made to print the journal. If you exit from the screen, or if your selections change, you will need to reprint the General Journal before posting.
Before you can post journal entries, you must select the Billable checkbox in the Enter Journal Entries screen in order to copy transactions to the Open Billing Detail table. This screen also checks the project's account group functions. You set up the account group for the project in the Basic Info screen. You assigned the account functions to the account group in the Project Account Groups (Projects\Configure\Project\Project Account Groups) screen.
You can print and post journal entries 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, adjusting journal entries must be printed and posted separately from recurring journal entries, and from any reversal entries. Reversal adjusting entries must be printed and posted as a separate process from posting reversal recurring entries, or any non-reversal entries.
How do I ensure that transactions copy to the Open Billing Detail table?
Make sure one of the project account group's functions is either "Labor" or "Non-Labor."
Can I just post journal entries without printing the General Journal?
No - you will not be able to post journal entries without first printing the General Journal.
Can I print the General Journal without posting?
Yes, you can print the General Journal without posting. This allows you to review it and make corrections, if necessary.
Use the fields in this block to create a new parameter ID or to retrieve a previously-saved parameter ID. A parameter ID represents a set of screen selection parameters. Once you have saved a parameter ID and its related parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. Many users save a unique set of parameters for each different way they run a report or process. If you select a previously-saved parameter ID or parameter description, the associated saved screen selection parameters will automatically display as selection defaults. You can change any of the associated selection defaults as necessary.
Enter, or use Query to select, a parameter ID of up to 15 alphanumeric characters. You should choose characters for your parameter ID that help identify the type of selections you made in the screen.
When you save your record, all of the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.
You can use the parameter to produce reports and run processes more efficiently because you can select the parameter ID with its previously-defined screen selections. Once the default selections display in the screen, you can override the defaults as necessary.
Enter, or use Query to select, a parameter description of up to 30 alphanumeric characters.
Use the fields in this block to create the selection ranges within which you wish to post journal entries to the General Ledger.
Use this drop-down box to select the range of subperiods to print/post. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter, or use Lookup to select, the fiscal year of the journal entries that you want to post. If you selected "All" or "From Beginning" in the Range Option field, this field will be inactive.
Enter, or use Lookup to select, the starting period of the journal entries that you want to post. If you selected "All" or "From Beginning" in the Range Option field, this field will be inactive.
Enter, or use Lookup to select, the starting subperiod of the journal entries that you want to post. If you selected "All" or "From Beginning" in the Range Option field, this field will be inactive.
This non-editable field displays the ending date for the subperiod selected.
Enter, or use Lookup to select, the ending subperiod of the journal entries you want to post. If you selected "All," "One," or "To End" in the Range Option field, this field will be inactive.
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Note: If you are attempting to post an adjusting entry for which you selected the Reversing checkbox in 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 will also need to ensure that the "RRV" journal code is designated as "Open," if you are posting recurring journal entries with the Reversing checkbox selected. |
This non-editable field displays the ending date for the subperiod selected.
This non-editable field displays a value of "One."
Use this drop-down box to select the journal type by which you want to print/post.
The six types of journal entries are: "Adjusting," "Recurring," "Reversal Adjusting," "Reversal Recurring," "Project Transfer," and "Multi-Job Allocations." Adjusting and recurring entries are user-entered.
The system automatically generates reversal entries; you can delete them, but cannot modify them.
You must select and post the six different journal types individually.
Use the drop-down box to select the range of journal entries to print/post. The system-defined options are "All," "One," "Range," "From Beginning," and "To End."
The value you enter in this field varies, depending on the Range Option you selected.
If you selected "All" journal entries, this field is inactive.
If you selected "One" journal entry, enter the journal entry number in this field. If you elected to print a "Range" of journal entries, enter the starting number for the range in this field. If you selected a range beginning with a specific journal entry through the last journal entry ("To End"), enter that number in this field.
If you selected to print a range from the beginning up to an ending journal entry ("From Beginning"), this field is inactive.
You can use Lookup to select values from the appropriate table.
The value you enter in this field varies depending, on the Range Option you selected.
If you selected "All" journal entries or "One" journal entry, this field is inactive. This field is also inactive if you selected the "To End" option.
If you elected to print a "Range" of journal entries, enter the ending journal entry number for the range in this field. If you selected a range from the beginning up to a specific journal entry number ("From Beginning"), enter that number in this field.
You can use Lookup to select values from the appropriate table.
Enter, or use the drop-down box to select, the range of entry IDs to print/post. The system-defined options are: "All," "One," "Range," "From Beginning," and "To End."
Enter the beginning user ID for the IDs you want to include on the report.
The value you enter in this field varies, depending on the Range Option you selected. If you selected "All" entry IDs, this field is inactive.
If you selected "One" ID, enter that ID in the Start field. If you have elected to print a "Range" of entry IDs, enter the starting ID for the desired range in this field.
If you selected a range beginning with a specific ID, enter that value in this field.
If you selected "To End," enter the beginning ID for the range in the Start field.
You can use Lookup to select values from the appropriate table.
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Note: When you change any of the print options or selection criteria after having printed the General Journal, the system will return the following error message: "You have to run the following report before you can run this process: Journal Entries Report." You will need to print the General Journal again before posting. If you select the Print and Post Journal Entries button on the toolbar after having changed a parameter, the report prints automatically as part of the posting process. |
The value you enter in this field varies, depending on the Range Option you selected. If you selected "All" entry IDs, this field is inactive.
If you elected to print a range up to an ending value ("From Beginning"), enter the ending ID in the End field.
You can use Lookup to select values from the appropriate table.
Select this checkbox to allow out of balance posting.
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Note: 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 will need to delete the entire group to fix the out-of-balance condition. By posting one-sided journal entries separately, you will eliminate this problem. |
After you print the General Journal, this button will become available for the rest of the session. When you attempt to post, you will receive a message box asking if you really intend to post. If you select OK, the posting process will proceed.
Print/Post to the General Ledger
When you select this button on the toolbar, you will receive a message box asking if you really intend to post. If you answer OK, the General Journal will print with the posting following immediately.
After the posting has begun, the system displays a "DO NOT INTERRUPT" message and a message showing records processed.
* A red asterisk denotes a required field.
Changes to this screen update the GL_POST_SUM (GL Posting Summary), GL_DETL (GL Detail), FS_SUM (Financial Statement Summary), REF_SUM (Reference Summary), JE_TRN_HS (JE Transaction History), JE_HDR_HS (JE Header History), JE_TRN_LAB_VEND_HS (JE Transaction Labor Vendor History), and JE_TRN_LAB_EMPL_HS (JE Transaction Labor Employee History) tables.
