Contents of the Journal Entries Form

After you open a journal entries transaction file, the fields that display in the header fields at the top of the form apply to the entire transaction. The grid fields represent individual transaction line items.

Fields

Field	Description
Reference	Enter a number by which to reference this journal entry transaction. If the selected company has automatic numbering for transactions set up, [AUTONUMBER] displays in this field and you cannot enter a reference number. In this case, the reference number is based on the reference number specified on the Transaction Auto Number tab in Settings > Advanced Accounting > System.
Date	Specify the date for this journal entry. For labor adjustment and timesheet transactions, enter a date for each detail line. For expense transactions, enter a date for the entire record.
Description	Enter a text description.
Type	Select the type of journal entry (accrual, cash, or both).
Diary	This field displays only if you have set up a diary for the fiscal period or fiscal year in which you are entering transactions in the Diary Auto Numbering Options section of the Transaction Settings form in Settings > Accounting > Transactions. Use this field to select a diary code for the current transaction or the group of transactions if you are processing a group of transactions, such as in a vendor payment run. The diaries are used to generate diary reports that contain a set of sequentially numbered transactions that have been posted to the general ledger during the fiscal year or to specific fiscal periods. You can assign different diaries (that have different diary types) to different types of transactions. The Diary drop-down list contains three columns. The first column displays the diary code. The second and third columns display the diary type for the diary code and the description of the diary type. The drop-down list contains all the diaries that you set up on the Diary Auto Numbering Options section in Transactions Settings that have the same fiscal period or fiscal year in which you are entering transactions or that have no fiscal period or year entered for them. If you have multiple companies in DPS, the Diary field drop-down list includes only the diary codes that are set up for the current company. The list also includes IC - Intercompany Diary to capture intercompany transactions. You cannot delete a transaction after it has been saved with a diary number. If a transaction is incorrect, you can enter zero amounts for the transaction or enter a reversing transaction.
Diary Number	This field prefills with an auto-generated number when you save a transaction. The diary numbers tie the specific transactions to debit and credit entries that are posted to the general ledger for the purpose of producing diary reports. The auto numbering ensures that the diary numbers are sequential, based on the order that transactions are posted. The next number to use for a diary is specified in the Next Diary Number field in the Diaries grid, in the Diary Auto Numbering Options section of the Transaction Settings form in Settings > Accounting > Transactions.
Update project billing amount when adjusting	Select this check box if you want DPS to include the amount of this journal entry when it calculates job-to-date billings for the referenced project. You must select this option if you use a billing-based revenue method for the project and you are making an entry to a revenue account. If you use labor cross charges, DPS selects this field automatically when it creates journal entries to transfer revenue.
Status	This field displays the current status of the transaction file.
Approved By	If the transaction file has been approved, this field displays the name of the approver.

Journal Entry Grid Fields

Field	Description
Description	Enter a description for the transaction line item.
Project	Enter the project number or select a project from the Project lookup.
Phase	Enter the phase number or select a phase from the Phase lookup.
Task	Enter the task number or select a task from the Task lookup.
Account	The project type and account number must be compatible. If the disbursement is for a regular project, enter a reimbursable or direct account. If the disbursement is for an overhead project, enter an indirect account. Enter the account number in the Account field or use the Account lookup to select an account. If you use multiple currencies and a currency has been specified for this account (on the General tab of the Chart of Accounts form), the account is a foreign denominated account. All transactions affecting a foreign denominated account must be in the same currency.
Debit	Enter the debit amount to apply to the general ledger account that you entered for this journal entry item. Each journal entry item (row in the grid) can have either a debit amount or credit amount.
Credit	Enter the credit amount to apply to the general ledger account that you entered for this journal entry item. Each journal entry item (row in the grid) can have either a debit amount or credit amount.
Total Tax Debit	This field displays if the Enable Tax Auditing Feature check box is selected on the Tax Auditing tab in Settings > Accounting > Company. This field is enabled only if you selected the Allow Tax Entries check box on the New File dialog box when you created the new transaction file for the transactions that you are entering.
	If you entered an amount in the Debit field in this grid and you also need to enter a tax amount for this journal entry item, first select the tax type in the Tax Type field and then click the hyperlink in the Total Tax Debit field. The hyperlink opens the Taxes Codes dialog box, where you can select the tax codes with which to calculate the taxes for the amount in the Debit field. The tax amount is automatically calculated, and when you click OK on the Tax Codes dialog box, you are returned to the journal entries grid. The Total Tax Debit field now displays the total tax amount from the Tax Codes dialog box.
Total Tax Credit	This field displays if the Enable Tax Auditing Feature check box is selected on the Tax Auditing tab. This field is enabled only if you selected the Allow Tax Entries check box on the New File dialog box when you created the new transaction file for the transactions that you are entering.
	If you entered an amount in the Credit field in this grid and you also need to enter a tax amount for this journal entry item, first select the tax type in the Tax Type field and then click the hyperlink in the Total Tax Credit field. The hyperlink opens the Taxes Codes dialog box where you can select the tax codes with which to calculate the taxes for the amount in the Credit field. The tax amount is automatically calculated, and when you click OK on the Tax Codes dialog box, you are returned to the journal entries grid. The Total Tax Credit field now displays the total tax amount from the Tax Codes dialog box.
Tax Type	The entry that you make in this field determines the tax codes that are included in the drop-down list in the Tax Codes dialog box that opens when you click the hyperlink in the Total Tax Debit or Total Tax Credit field. Click in this field to display the drop-down list arrow. Click the arrow and select one of the following tax types from the list: Input (Purchase): Select this tax type to include input only and input/output taxes in the Tax Codes field on the Tax Codes dialog box that opens when you click the hyperlink in the Total Tax Debit or Total Tax Credit field. Output (Sale): Select this tax type to include output only and input/output taxes in the Tax Codes field on the Tax Codes dialog box that opens when you click the hyperlink in the Total Tax Debit or Total Tax Credit field. When you set up tax codes in Settings > Accounting > Taxes, you specify whether the tax can be used as an input only tax, output only tax, or both an input and output tax.
Exchange Override Rate	If you use multiple currencies, you can use this field to override the exchange rate for a single line item. DPS stores each transaction amount that you enter in the currency that you selected on the New File dialog box. DPS also stores the amount in the functional currency of the company that owns (via organization structure) the project, phase, or task charged for the transaction. If the transaction currency and functional currency differ, DPS uses the daily exchange rates that you establish in Settings to calculate the amount in the functional currency. Usually, a transaction is recorded using the exchange rate in effect on the date the transaction took place, unless you specify an override in this field.
Suppress Bill	Select this check box to suppress billing on an expense. The amount on each detail line is costed to the general ledger only (and does not become a billable transaction). If you select this option, then the expense does not flow through to the Billing application.
Due To/From Company	This field is enabled if you use multiple companies. Select the company to or from which the account balance is due. The drop-down list includes all companies other than the company that owns the project/phase/task. You can enter the due to/from company for the following accounts that are defined in Settings > Accounting > Company: Intercompany Accounts Receivable Intercompany Accounts Payable Suspense Accounts You can enter the due to/from company for the following accounts: Intercompany billing journal entry accounts for any type of expense (regular labor, overhead labor, promotional labor, regular expense, overhead expense, promotional expense and balance sheet entries) Intercompany billing transfer cost accounts Intercompany billing taxes
Equipment	This field displays only when you use Asset Management and the following options are selected: Your security role has the Allow asset entries for AP Vouchers and Journal Entries check box selected on the Accounting tab in Settings > Security > Roles. In Transaction Center > Transaction Entry when you click New to create a transaction file for Journal Entries, you select the Allow Asset Entries check box. Use the lookup to select an equipment item to associate with the journal entry. This allows you to manually update the accumulated depreciation amount associated with an asset record. Depreciation processing will use this field to associate the depreciation amount with the appropriate asset. Depreciation entries will be recorded on the Transaction History register for the asset. See the History tab of Asset Management > Asset Review online help for more information.