Enter Adjustment Journals

To enter adjustment journals, perform the following procedures.

Select Functions

1.   Enter the Adjustment Journal Entry prior period adjustment entry option on the GLMENU.  This displays the Adjustment Journal Header Screen (GL050S01).

Add Adjustment Journals

2.   To add an adjustment journal, enter data in the input fields on the header screen.  Enterable fields are underlined on the screen.

Three kinds of data are entered: data common to all transactions in the journal, control amount data, and default information.  The following common data fields are required:  company, location, journal number, fiscal period, fiscal year, and journal date.  Enter the currency code and override exchange rate only for journals denominated in a foreign currency. 

The following control amount fields are required:  the number of transactions in the journal, the debit amount for journals containing financial information and the quantity amount field for journals containing statistical information.

Default reference and description fields are optional.  Any entered values are used to initialize transaction fields. 

To validate the header screen data, press the Enter key.  If any field is invalid, the header screen is redisplayed, all invalid fields are highlighted, and an error message is displayed.  If the header screen is valid, the Adjustment Journal Detail Screen (GL050S02) is displayed.  Header screen data is displayed on the detail screen.  If a Y appears in the Comments field, the Journal Comments screen (GL060S01) is displayed.  After you write comments about the journal, press the Enter key.  The Adjustment Journal Detail screen is displayed.

The Adjustment Journal Detail Screen is initially displayed in the one-line format.  To enter data on the second line, press the Fold/Truncate key (F6).  To return to the one-line format, press F6 again.  You can use the detail screen to enter eight one-line or four two-line transactions.  After all the lines are filled, press the Rollup key to display another set of lines for entry.  You can use the roll keys to page forward (Rollup) and backward (Rolldown) through the transactions.

Enter data for the transactions in the input fields on the detail screen.  The account/center and at least one amount field are required.  Additional data is optional.  Enter an X in the Select field next to a transaction(s) if you want to write comments.  Press the Enter key.  The Journal Comments screen (GL060S01) is displayed.  After you write comments, press the Enter key.  If you selected more than one transaction, the Journal Comments screen is redisplayed; otherwise, the Detail screen is displayed. 

To validate the transactions, press the Enter key.  If any field is invalid, the detail screen is redisplayed with all invalid fields highlighted and an error message. Control amounts are updated every time the Enter key is pressed.

When all transactions for the journal are added, verify that control amounts equal actual amounts and end the journal.  (See step 3, End Journal.)

To view transactions in a columnar debit and credit format, press the Recap key (F11).  All debit amounts will appear on the left and credit balances will appear on the right.

End Journal

3.   To end a journal, press the End Journal key (F22).  For an add transaction, the journal is validated and, if it is valid, it is posted to the Adjustment Journal Transaction File and the header screen is redisplayed in enter mode.  Comments that may have been written will also be saved.

If the journal is invalid, an error message is displayed.  If control amounts do not equal actual amounts, if debits do not equal credits, or if an error exists on an individual transaction, verify that all transactions for the journal were entered correctly.  Make any necessary corrections, either by adding transactions or changing or deleting previously entered transactions.

End Session

4.   To end the session and redisplay the GLMENU, press Exit key (F3).  This can be done from the header screen only.