Enter/Review Recurring/Standing Journals

To enter or review recurring and standing journals, perform the following procedures.  Recurring and be reviewed, changed, or deleted using this conversation.

Select Functions

1.   Enter the Recur/Stand Journal Entry journal processing option on the GLMENU.  This will display the Recurring/Standing Journal header screen (GL020S01).

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 recurring and standing 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 enter mode on the header screen if the user is authorized to enter journals.  Press F4-Search, to display the Recurring/Standing Journal Search Screen in review mode.  (See step 4, "Select Recurring/Standing Journals for Review.")

Add Recurring/Standing Journals

3.   To add a recurring or standing 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:  the company, location, journal type, and journal number.  To specify the journal type, enter R for a recurring journal or S for a standing journal.  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.

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 Recurring/Standing Journal Detail Screen (GL020S02) is displayed.  The Recurring/Standing Journal Statistical Detail Screen (GL020S03) is displayed if the statistics only flag on the header screen is Y.  The validated header screen data is also displayed on the detail screen.

You can use the 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 journal 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.

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 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.

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.

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

Select Recurring/Standing Journals For Review

4.   To select a recurring or standing journal for review, press F4-Search.  This displays the Recurring/Standing Journal Search Screen (GL020S04) in review mode.  This screen is displayed directly from GLMENU if the user is not authorized to enter 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 Recurring/Standing 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 Recurring/Standing Journals

6.   To change a recurring or standing journal, initiate review mode processing and display the required transaction screen.  (See step 4, "Select Recurring/Standing 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 recurring or standing journal.  (See step 3, "Add Recurring/Standing 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 Recurring/Standing Journals

7.   To begin a delete transaction for a previously recurring or standing journal, display the header or detail screen for the journal to be deleted in review mode.  (See step 4, "Select 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.  (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.

End Journal

8.   To end a journal, F22-End Journal.  For an add transaction, the journal is validated and, if it is valid, it is added to the file and the header screen is redisplayed in enter mode.  For a change transaction, the journal is validated, and, if it is valid, the updated journal replaces the existing one on the file.  The header screen for the next journal on the file is then displayed.  Valid recurring and standing journals are selected for posting later.

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 Journal.  Journals accepted with errors must be corrected before posting.  When accepting a journal in error, the VAT code and the VAT included flag will be stored on the error file.  This data will be recovered along with the other information when the journal is eventually corrected.

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 a detail screen only if the ENTER key has not yet been pressed on any screen for the journal.