Accounts Payable Menu -> Reports -> P.O./Contract Accrual Report -> Generate Accrual Entries option -> Standard Journals
As an alternative to Miscellaneous G/L
Journals, this program provides the ability to make "re-usable"
journal entries.
i.e. journal entries that can be setup to be used for repeated
regular posting requirements
Standard journals can be setup in the Standard G/L Journal
window in the "General Ledger" parameters on the Accounting
tab of the Configure System Settings.
An operator must be assigned a Security
Role that allows permission to the Accounting - Standard
Journals in order to access this table.
There are three Journal Entry types:
Accrual examples include: Rental Revenue Accrual Prepaid Expenses Accrual Prepaid Purchases Accrual Accounting Expense Accrual Re-Rental Expense AccrualAUTO-GENERATED ACCRUAL JOURNALS:
Note: The corresponding Accrual entries will be over-written the next time the source utility/report is re-run to create new transactions, regardless of whether the posting in Post Standard Journals has been completed.
Clearing examples include: Bank Deposits Payroll Clearing Depreciation Bank Charges & Interest Overdraft Transfers between Bank Accounts Pre-Authorized Utility Bills
Recurring examples are: Loan Payments Lease Payments Pre-Authorized Payment Plans Service Charges
Data Import feature:
Data from an external file in "tab-delimited" format can be
imported to populate the Journal transactions.
e.g. A rental firm that uses a bank service to generate the company
payroll can use this process to import the payroll posting
distribution in the General Ledger.
Setup the Standard Journals as follows:
To populate the G/L journal transaction details with data from
an external file, enter the name and path of the import file. If no
path is specified, the program will look for the file in the
pro4data directory. Avoid spaces in the file name.
The file must be "tab-delimited" with a .txt extension and must
reside on the server.
An optional Journal_template.xls is distributed with the Client and
stored on C:\scsbin\templates that defines the required journal
layout.
Using the template:
Data File requirements:
If an Import data file was found, the "Journal Import File
Parameters" window is displayed, which can be used to assign the
Excel columns of the import file to the corresponding journal
fields.
When this is accepted, the transactions to post are listed with the
debit and credit details.
Click EXP/CON or press <F9> to view any errors
on the transactions that may prevent the file from being
loaded.
Accept the import file to be prompted to continue to "Add the Transactions to the Journal" or to acknowledge a loading error.
Select one of the following Transaction types from the drop-down box:
To minimize distortion of the Tax Activity Report results when the "Transaction Type" on a journal is 'Collected' or 'Purchased' a check is performed on the detail transactions of the journal and a warning is generated if the details types do not match the 'Type" defined in the journal header.
Note: If the option to "Calculate Tax On" on Journals is turned off in the Company Taxing Parameters a warning is displayed that G/L Journals are not reflected in the report is generated when the Tax Activity Report is run.
WARNING: Do not post any entries (other than the Opening Account Balances) to the A/R or A/P control accounts because these accounts must agree with the A/R Sub-Ledger and the A/P Sub-Ledger.
Note: Operators can be restricted from posting to a control account by role permission as defined in Security Role Permissions
This field will repeat for all subsequent entries for this
Journal Entry.
e.g. If the Journal Entry # was 23, then for:
Type A - the Source will be JA 23
Type C - the Source will be JC 23
Type R - the Source will be JR 23
Note: This does not calculate any tax amounts and does not trigger any tax posting to the G/L.
A valid tax must be selected if the Account # entered for this transaction is defined as a posting G/L Account for any tax code in the Tax Codes table.
This is a mandatory field that is used to manually link this Tax
transaction with the Tax Codes that have been input for the
other expense detail lines of the journal.
When the journal detail is posting to a G/L Account that is defined
as tax account in Tax Codes then the transaction itself is not
written to the BAS report in Tax Activity
Report as the system does not automatically calculate taxes in
these functions.
Security:
To change the default Tax Code on the Journal transaction the
operator must have Security Role to
'Change Tax Codes' set in the "Document Field Access" window
of the Role Permissions.
The Debit and the Credit total for the transactions in this journal entry are displayed at the bottom of the screen.
After the standard journal entries are setup, they can be completed regularly and posted each time from Post Standard Journals.
Posting Controls:
After the standard journal entries are setup, they can be completed
and posted from Post Standard
Journals.
Journal entries cannot be entered while the posting process is in
progress, nor can posting be initiated if another operator is
posting or is still entering journal transactions.
In the event that an operator aborts or exits out of the enter or post standard journal programs incorrectly, the posting control flags may not always get released so that the next operator can proceed.
The operator will only be able to reset this Posting Control
flag if he has permission to reset the Standard Journals
flag as controlled by his Security Role
that is assigned in Operators.
Whenever the posting control flag for Standard Journals is reset, a
record is written to the Delete Log for
the Function GLJH.
ACTIONS:
Additional actions provided by buttons on
the Standard Journals screen include:
Create a Template to Capture the Standard Journal
Details:
Click on the TEMPLATE button to generate an empty
spreadsheet layout and enter the GL accounts with the amount
details by division.
When the journal transactions are completed, save the file to a
"tab-delimited" txt file and upload it to the SRM server using the
UPLOAD button.
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