When you are creating or modifying a general journal entry, you can add or remove the columns displayed in the Make general journal entries screen by clicking Columns at the toolbar.
This section refers to the columns in the general journal header. If you want certain columns to be available in the general journal header, select the relevant check boxes for the columns. For example, if you want G/L column to be available in the general journal header, select the G/L check box.
Select a transaction type for the general journal entry. You can choose from Normal, Fiscal, Correction, or Opening balance. By default, Normal is displayed.
By default, the G/L column displays the general ledger account. This will be the introduction paragraph that will include function rights (where applicable).
Note: The system will display the default general ledger account number if you have linked the general ledger account at System ➔ Finance ➔ Journals under the General tab in the Account number field for the selected general journal.
Type a date for the general journal entry. By default, the date displayed is based on the system date. This information is mandatory.
By default, this column displays the opening balance for the selected general ledger account.
By default, this column displays the current balance for the selected general ledger account. This column displays the current balance amount after the bank transactions are created.
Note: This column only applies for the general journal entry.
Type a description for the general journal entry.
This section refers to the columns in the general journal line. If you want certain columns to be available in the general journal line, select the relevant check boxes for the columns. For example, if you want the currency column to be available in the general journal line, select the Cur. check box.
This check box is controlled by the system to check for mandatory entries that are not filled in at the row level.
Type a date the general journal entry is created. By default, the date displayed is based on the system date. This information is mandatory.
Type a reporting date for the general journal. By default, the reporting date displayed is based on the system date. This information is mandatory.
By default, a general ledger account number is displayed at G/L. Type or select another general ledger account number for the general ledger entry if there are other accounts that need to be created.
By default, this column displays the description of the selected general ledger account. This column is disabled the moment you create or modify a general journal.
Type or select a debtor/creditor account for the general journal entry.
By default, this column displays the account number of the selected debtor/creditor account. This column is disabled the moment you create or modify a general journal.
By default, this column displays the type of selected account. This column is disabled the moment you create or modify a general journal.
By default, this column displays the representative of the debtor/creditor. Type or select a different resource if you do not want to use the default option.
Type a your reference number for the general journal entry.
By default, the our reference number for the general journal line is displayed based on the numbers defined at General ➔ Cash ➔ Bank journal under the Financial section at Number settings. You can also type a different our reference number for the general journal line, if any.
Type or select another currency for the general journal line when there are foreign currencies that need to be entered. By default, the currency code displayed is based on the Default currency defined at System ➔ General ➔ Settings ➔ General settings.
Note: If the currency is linked to a debtor or creditor, the system will get the default currency code from Currency at Finance ➔ Accounts Receivable ➔ Maintain or Finance ➔ Accounts Payable ➔ Maintain under the General section of the Financial tab.
Type an exchange rate for the general journal line when a foreign currency is entered. By default, the exchange rate displayed is based on the Exchange rate defined at the exchange rates maintenance (go to System ➔ General ➔ Countries ➔ Exchange rates and select the relevant currency).
Note: This column is enabled only when you select the Variable exchange rate check box for the selected general journal at System ➔ Finance ➔ Journals.
Type a debit amount for the general journal entry.
Note: You should only enter one debit amount per line.
Type a credit amount for the general journal entry.
Note: You should only enter one credit amount per line.
By default, this column is disabled and displays the cash in/out amount of the general journal line.
Note: In this column, the default currency is EUR. Therefore, this column is displayed as Amount (EUR). If the default currency is USD, GBP, CNY, or others, this column will be displayed accordingly.
This column displays the line type of the general journal entry.
Note: The default line type that appears depends on the option that you select at Outstanding items screen after you press TAB at Our ref. column.
Double-click this column to type, edit, or display a note for the selected general journal entry. You can even indicate the creator, date and time of your entry by clicking the Timestamp button.
Double-click this column to add an attachment for the selected general journal entry.
Type a fulfillment date for the general journal. By default, the fulfillment date displayed is based on the system date. This information is mandatory.
By default, the tax code displayed is based on your selection at Account. The same tax code selected at VAT/Tax under the VAT section in the Finance tab of accounts receivable/payable maintenance will be displayed, if any.
By default, the amount in this column is based on the Amount (EUR) and Tax code columns.
By default, the amount in this column is based on the tax code and tax basis.
Type or select a project code for the general journal entry.
Type or select the cost unit for the general journal entry. By default, the cost center displayed is based on the cost center selected from the Default Cost center defined at the general ledger maintenance (go to Finance ➔ General ledger ➔ Chart of G/L’s and select the relevant general ledger account) under the Cost centers/cost units tab. Otherwise, the cost center is derived from the selected resource maintenance at Cost center (go to HR ➔ Human resources ➔ Maintain and select the relevant resource) under the General tab.
Note: You can create cost centers at System ➔ Finance ➔ Cost centers/units ➔ Cost centers.
Type or select the cost unit for the general journal entry. By default, the cost unit displayed is based on the selected general ledger account at Default Cost unit from the general ledger maintenance (go to Finance ➔ General ledger ➔ Chart of G/L’s and select the relevant general ledger account) under the Cost centers/cost units tab. Otherwise, the cost unit is derived from the selected resource maintenance at Cost unit (go to HR ➔ Human resources ➔ Maintain and select the relevant resources) under the General tab.
Note: You can create cost units at System ➔ Finance ➔ Cost centers/units ➔ Cost units.
Type the quantity of the item for the general journal entry.
Type or select a serial number for the general journal entry, if any.
Type or select a sales order or purchase order number for the general journal entry, if any.
Type or select an item code for the general journal entry.
By default, this column displays the selected item’s description. This column is disabled the moment you create or modify a general journal.
By default, the warehouse code displayed is based on the selected item.
By default, the location displayed is based on the selected warehouse.
Type or select a payment condition for the general ledger entry, if any. By default, the payment condition displayed is derived from System ➔ General ➔ Settings, under General ledger settings, at the Default section, at Payment condition: Debtor or Payment condition: Creditor.
There are five free fields allocated for the general journal line. Use this column(s) to enter additional information, if any. These fields can be used to suit your personal preferences. You can specify the names for these free fields by selecting the General ledger transactions table at System ➔ General ➔ Free fields.
Click this button to move the selected check box up. This allows you to organize the way the columns should be displayed in the line section.
Click this button to move the selected check box down. This allows you to organize the way the columns should be displayed in the line section.
In this section, you can set messages that you want to display in the general journal entry for certain changes made to the general journal to warn the person creating/modifying the general journal of the changes before proceeding with it. Select Always to always proceed with the changes without displaying a message, or select Ask user if you want the message to be displayed for the changes made to the general journal before proceeding with the changes.
This message is displayed when you select a general journal line and click Delete line. Click Yes to delete the general journal line or No to return to the Make general journal entries screen (the general journal line will not be deleted).
This message is displayed when you select a general journal entry and click Delete at Finance ➔ Entries ➔ General journal. Click Yes to delete the general journal entry or No to return to the Make general journal entries screen (the general journal entry will not be deleted).
This message is displayed when there are balances at Difference (EUR) in the general journal information panel. This means there is a difference between the Debit total (EUR) and Credit total (EUR). Click Yes to write off the remainder automatically, or No to return to the Make general journal entries screen (the remainder will not be written off).
This message is displayed when you want to edit general journal entries that have been processed. Click Yes to edit the general journal or No to return to the Make general journal entries screen (the general journal will not be edited).
In this section, you can enable the functionality to automatically copy the description when creating general journal entries.
Select this check box if you want the description of subsequent lines to be copied from the previous line in the general journal entry.
Click this for the system to restore the original/default column(s).
Click this for the system to set the selected column(s) layout as the default for all users.
Click this to select all check boxes in the Header (except for Transaction type and Description) and Line (except for Tax basis 1, Tax amount 1, and General ledger transactions: free field 1,2,3,4,5) section.
Click this for the system to select and display the default columns for the general journal.
Click this to exit and return to the Make general journal entries screen.