Enter/Review Intercompany Journals

To enter or review intercompany journals, perform the following procedures.  Intercompany journals can be added and transactions and control amounts on previously entered invalid journals can be reviewed, changed, or deleted using this conversation.

Select Functions

1.   Enter the Intercompany Journal Entry journal processing option on the GLMENU.  This displays the Intercompany Journal header screen (GL040S01).

Determine Processing Mode

2.   This conversation supports two processing modes that determine the type of updating to be performed.  You will use enter mode to add intercompany journals.  You will use review mode to review previously entered journals or to change or delete transactions, control amounts, or entire journals. 

The conversation always begins in the enter mode on the header screen if the user is authorized to enter journals.  Press F4-Search to display the Intercompany Journal Search Screen in review mode.  (See step 4, "Select Intercompany Journals for Review.")

Add Intercompany Journals

3.   To add an intercompany 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, and journal date.  Enter the currency code and override rate only on journals denominated in a foreign currency.  Other common data is optional. 

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 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 Intercompany Journal Detail Screen (GL040S02) is displayed.  Validated header screen data is displayed on the detail screen.  If a Y appears in the Comments field, the Journal Comments screen (GL060S01) is displayed.

The detail screen is initially displayed in the one-line format.  To enter data on the second line, press F6-Fold/Truncate.  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 of the lines are filled, you can use the Rollup key to display another set of lines for entry.  The roll keys can be used 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.  If the quantity field is entered, the unit of measure code must also be entered.  Additional data is optional. 

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.  Enter an X in the Select field next to a transaction if you want to write comments about it and 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 view transactions in a columnar debit and credit format, press F11 - Recap.  All debit amounts will appear on the left and credit balances will appear on the right.

F19 - Base Amount is available to display the base equivalent of the entered accounts using the header exchange rate.  This option is valid only in a multi-currency environment.

When all transactions for the journal are added, verify that control amounts equal actual amounts and end the transaction.  (See step 8, "End Journal.")

Select Intercompany Journals for Review

4.   To select a intercompany journal for review, press F4-Search.  This displays the Intercompany Journal Search Screen (GL040S03) in review mode.  This screen is displayed directly from the GLMENU if the user is not authorized to enter intercompany journals.

Enter data describing the journal you want to review in the input fields on the search screen.  You can enter either all search screen fields, or a partial record-identifying key.  Press the ENTER key to display the header screen for the specified journal.  If a record matching the specified journal is not found, the header screen for the next journal on the file is displayed.  If you enter no data on the search screen and press the ENTER key, the header screen for the first journal on the file is displayed. 

F5-Previous Journal and F6-Next Journal, allow you to page backward and forward through the file to display the header screen for other journals.

Review Intercompany Journal Transactions

5.   When the header screen for the desired journal is retrieved, press the ENTER key to display the appropriate detail screen.  You can use the Rollup and Rolldown keys to review all transactions of the journal.  You can also display the header screen from the detail screen by pressing F7-Review Header.

You can review any number of journals.  To display another journal for review, either page through the file using F5-Previous Journal and F6-Next Journal, or redisplay the search screen and select another journal.  (Once you have entered new data or changed existing data, you must either end the journal or accept it with errors before the next journal can be reviewed.

Change Intercompany Journals

6.   To change an intercompany journal, initiate review mode processing and display the required transaction screen.  (See Step 4, Select Intercompany Journals For Review.")  Update data in the appropriate fields on the screen, and press the ENTER key.  Any data field that can be changed is underlined on the screen. 

To add new transactions to an existing journal, use the Rollup key until lines without entered amounts are displayed on the detail screen.  Enter transactions in the same way you enter a new intercompany journal.  (See step 3, "Add Intercompany Journals.") 

When you have performed all necessary changes and additions, verify that control amounts equal actual amounts and end the journal.  (See step 8, "End Journal.")

Delete Intercompany Journals

7.   To begin a delete transaction for a previously entered invalid journal, display the header or detail screen for the journal to be deleted.  (See step 4, "Select Intercompany Journals for Review.")  Press F13-Cancel/Delete Journal on either screen. 

A confirmation message appears on the screen to verify that you want to delete the journal.  To delete the journal, press F13 again.  Any comments that may have been written about the journal will also be deleted.  (To cancel the delete request, press any other valid command key or the ENTER key.  This causes the detail screen to be displayed.)  After a journal has been deleted, the header screen for the next journal on the file is displayed. 

You can delete individual transactions displayed on the detail screen by blanking out all enterable fields for that transaction. 

End Journal

8.   To end a journal, press F22-End Journal. For an add transaction, the journal is validated and, if it is valid, it is posted to the Valid Transaction File and the header screen is redisplayed in enter mode.  Any comments that may have been written about the journal will also be saved.  For a change transaction, the journal is validated, and, if it is valid, the updated journal is posted to the valid Transaction File and removed from the online transaction file.  The header screen for the next journal on the file is then displayed.

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.

If the journal still contains errors and you cannot locate and correct them, you can end the journal with errors by pressing F23-Accept With Error.  Journals accepted with errors must be corrected before posting. 

End Session

9.   To end the session and redisplay the GLMENU, press F3-Exit on any conversation screen.  This can be done from the header screen or detail screen only if the ENTER key has not yet been pressed on any screen for the journal.