GL Entries

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GL Entries

Purpose:


This form allows you to enter a new Journal Entry. You can post the transaction right away or save it to post it later. The form provides you with reference fields of Total Credit, Total Debit and Balance. Those Fields help you to post a balanced transaction to the General Ledger. In addition to that you can search for existing transactions by using the date selection and the grid at the bottom of the form.

Usage:

Create a new GL Entries:

1- Open the GL Entries form by clicking on Accounting/GL Entries

2- Press the “New” button. This action assigns the current date in the “ Date” field, it adds the “GL” + Consecutive Number in the “Ext Document field” and it auto selects “System” as the “GL Type”

3- Adjust the Transaction date if needed

4- Click on the “Account No” cell in the upper grid. Click the Button that shows in that field. This will open a GL Account search window. Select the account you want to use in this transaction.

5- Enter the appropriate Debit or Credit Amount for the selected account

6- Repeat the last two steps to add more accounts to this transaction. Make sure when you finish the Debit Total equals the Credit Total and the Balance is Zero

7- Enter a brief description of this transaction in the Description Field.

8- Change the “Reference” field from the default “Created by” + “User Name” to anything else you desire(optional)

9- Press the Update Button to save your changes.

10- Press the “Post” button to post your transaction to the GL. You can also leave un-posted so that you can make any changes in the future to it.

Edit/Review and Existing GL Entry

11- Open the GL Entries form by clicking on Accounting/GL Entries

12- The Grid in the Bottom of the form shows you a lookup of all GL Transactions for the number of “Days-Back” selection for this company(See Company Setup)

13- Change the From/To Dates and press the Search button to get a new list of GL transactions.

14- Scroll Through the List to Find the Transaction you want to Edit/Review

15- Double Click on one Transaction. This action will bring all the header and detail information for this transaction to the upper part of the Form

16- Make any changes to the Accounts, Amounts, Date, Reference, or Description if the transaction is not posted. If the transaction is posted you can only review its content or Revert it.

17- Hit the “Revert” Button if the transaction is posted and you want to Revert the Changes this transaction made to the GL Balances. When a transaction is reverted you can leave it in there as a reference or have it deleted. When you revert a transaction you have the choice of posting it again at any time

18- Press the “Post” button to post your transaction to the GL if the transaction is un-posted or it was posted and the “Revert” button was pressed. You can also leave it un-posted so that you can make any changes in the future to it

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