Enter/Review Manual Journals (and Select Recurring Journals)

To enter or review manual journals or to select recurring journals for processing, perform the following procedures.  Manual journals can be added and transactions and control amounts on previously entered journals that are in error or pending approval can be reviewed, changed, or deleted using this conversation.

Select Functions

1.   Enter the Manual Journal Entry journal processing option on the GLMENU.  This displays the Journal Validation Header Screen (GL010S01).

Determine Processing Modes

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

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

Add Manual Journals

3.   To add a manual 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 reversal code only if a reversing journal should be generated in the next period.  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.  If you want to write comments about the journal, enter a Y in the Comments field.

If VAT processing can be used in GL, then the VAT Code/Included field can be entered.  If a VAT code is entered on the header screen, it will be defaulted to each line.  If VAT included flag is set to yes, all entered amounts include the VAT amounts.

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 Journal Detail Screen (GL010S02) is displayed.  If you entered a Y in the Comments field, the Journal Comments screen (GL060S01) will be displayed.  After you write comments, press the ENTER key to display the Journal Detail screen (GL010S02).  The Journal Statistical Detail screen (GL010S03) is displayed if the statistics only flag on the header screen is Y.  Processing for the Journal Detail Screen and the Journal Statistical Detail Screen is almost the same.  Header screen data is displayed on the detail screen. 

You can use the Journal Detail Screen to enter 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.  If the quantity field is entered, the unit of measure code must also be entered. Additional data is optional.

If a VAT code is entered on the header screen, it will be defaulted to each line.  If VAT included flag is set to yes, all entered amounts include the VAT amounts.  You may override the VAT code on any individual line, however, it must have a blank VAT type and it will be validated against Reference File category 114.  In addition, to limit the number of VAT codes that can be entered for a particular account, the account/center and VAT code combination will be validated against Reference File category 113.

If the account is not found on Reference File category 113, then every valid VAT code may be entered.  Likewise, if the account is found on the reference file category but has a VAT control flag of 'blank', then every valid VAT code may be entered.  If the account is found on 113 but is defined with a VAT control flag of '1' and a specific VAT code, then this account can only be posted with the specific VAT code.  Finally, if the account is found on 113 but is defined with a VAT control flag of '2', then no VAT code may be entered in combination with this account.

All journal lines entered with an account number that has an account type of VAT (defined on Reference File category 340) are considered manual VAT lines.  These lines are updated on the VAT History File with a VAT flag set to 'Y' (yes), but a taxable base amount and non-taxable base amount of zero.  The Manually Booked Tax report can be requested from the Tax History Report Request screen to print those transactions which involved the booking of amounts directly to VAT accounts. 

To write comments about a transaction, type an X in the Select field next to that transaction 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 Journal 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.

To submit the transactions for future approval, press F18 - Accept f/Apprv.  The transactions will be validated and if any field is invalid, the detail screen is redisplayed with all invalid fields highlighted and an error message.  If the journal is valid, it is posted to the Journal Transaction File.  It will then appear on the Journal Validation Search screen along with journals that are in error and other journals awaiting approval.  From this screen, the journal can be selected for review and approval (See step 4, Select Journals for Review).

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 journal.  (See step 9, "End Journal.")

To display a summary of VAT related goods value and VAT total amounts by VAT code, press F21 - VAT Summary.  The pop-up window will show you how the total amount that was entered on the detail line with a VAT code is separated into the goods value amount (which is equal to net value without VAT) and the VAT amount.

Select Journals For Review

4.   To review journals that are in error or awaiting approval, press F20-Search.  This displays the Journal Validation Search Screen (GL010S04) in review mode.  This screen is displayed directly from the GLMENU if the user is not authorized to enter journals.  An error code indicates whether each journal is invalid (error code = E) or awaiting approval (error code = A).

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 Journal Transactions

5.   When the header screen for the desired journals 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 Transaction, or redisplay the search screen and select another journal.  Once you have entered new data or changed existing data, you must either accept the journal, accept it with errors (error code = E), accept it for approval (error code = A) before the next journal can be reviewed. 

Change Journals

6.   To change a journal, initiate review mode processing and display the required transaction screen.  (See step 4, "Select 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 manual journal.  (See step 3, "Add Manual Journals.")

When you have performed all necessary changes and additions, verify that control amounts equal actual amounts and end the journal.  (See step 9, "Accept Journal.")

Delete 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 Journals for Review.")  Press F13-Cancel/Delete Journals, 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 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 is 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.

Select Recurring Journals

8.   To select a recurring journal entry for processing, press F7-Display Header, to display the header screen in enter mode.  In the input fields, enter data describing the recurring journal to be selected.  In the common data fields, enter the company, location, recurring journal number, fiscal period and journal date.  Enter an R in the recurring code field.  If journal numbers are automatically assigned by the system, the Journal Number Field should be left blank.  If journal numbers are manually assigned, the journal number must be entered.

Press the ENTER key to validate the header screen data.  If any data is invalid or the recurring journal does not exist, an error message is displayed. 

If the header screen is valid, the recurring journal is selected, and the header screen is redisplayed with its default and control information.  Update the control information to reflect item count and control amount changes.  Then press the ENTER key. 

Note:  If you are generating a manual journal from a recurring or standing journal, all VAT information will be copied to the manual journal.

The appropriate detail screen is displayed with the first page of transactions for the recurring journal.  The procedures for changing transactions on the recurring journal are identical to the procedures for changing a manual journal.  (See step 6, "Change Journals.") 

Changes made to the journal for the current period do not affect the recurring journal for future periods. 

When you have reviewed or modified the recurring journal, end the journal.  (See step 9, "End Journal.")  This process must be repeated for every recurring journal selected for the current processing period. 

Accept Journal

9.   To  accept a journal, press F22-Accept 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 written about the journal are posted to the Journal Comments File (GLCMTP1).  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.  The header screen for the next journal on the file is then displayed.

If you want to accept a journal that needs approval by someone else, press F18 - Accept f/Apprv.  Journals accepted for approval must be accepted before posting.

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

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