PTF GENERAL LEDGER 7/09/96
QPADEV0072 JOURNAL ENTRY VALIDATION DETAIL
ENTER
Company/Location 001 BRU Control Actual
Journal NG625A Trans 2
Period/Year 6 1996 Debit 100.00
Currency Code BEF Credit
Roll 4 Qty
Account Center Transaction Amt Jrn Description Ref1 Ref2 S
Transaction Qty VAT UM Doc Number
BMACCT1 75.00
.00
DRAFT REC 25.00
.00
.00
.00
.00
.00 +
F4=Prompt F9=Header F11=Recap F13=Cnl/Dlt Jrnl
F18=Accept f/Apprv F19=Base Amount F22=Accept Journal F23=Accept w/ Error
The journal entry detail screen allows you to enter detail transactions for the journal specified on the previous header screen. The detail screen contains the account/center to be posted to, the debit or credit amount, the statistical quantity, unit of measure, reference fields, and control information carried over from the header.
Journal detail lines may be added, modified, and deleted and new blank lines may be displayed by pressing the roll up key. A journal must be ended before another journal can be initiated or reviewed. In review, any lines existing on the journal transaction file are displayed.
After initial entry to this screen, three additional screens can be displayed: the Comments screen, the Recap screen, and the Base Amounts screen (if in a multiple currency environment).
COMPANY/LOCATION
Display only. The company/location entered on the header screen; this journal will be posted on the books of this company/location.
JOURNAL
Display only. The journal number specified on the header screen.
CONTROL TRANS COUNT
Display only. The total number of transactions that should be entered on this screen. The control amount was entered on the header screen. It should equal the Actual Transaction field, which is the number of lines actually entered on this screen. Any difference indicates a data entry error.
ACTUAL TRANSACTION COUNT
Display only. The total number of transactions entered on this screen. It must equal the control transaction count, which was entered on the header screen. Any difference between the two indicates a data entry error. If VAT is being calculated for the transaction, then the journal transaction control totals will contain both the entered amount and the VAT amount. Therefore, the transaction control number will be increased by one for each VAT line that is generated.
PERIOD/YEAR
Display only. Identifies the fiscal period/year to which this journal will be posted.
CONTROL DEBIT AMOUNT
Display only. The total of all debit amounts that should be entered on screen. The control amount was entered on the header screen. It should equal the Actual Debit field, which represents the total of all debits that were actually entered. Any difference indicates a data entry error.
ACTUAL DEBIT AMOUNT
Display only. The total of all debit amounts on this screen. It should be compared to the Control Debit field, which represents the amount that should have been entered (as specified on the header screen). Any difference represents a data entry error. Note that you should also compare this total to the actual credit amount to ensure that the journal balances.
CURRENCY CODE
Display only. Indicates the currency of the financial amounts for this journal.
ACTUAL CREDIT AMOUNT
Display only. The system-calculated total of the credit transaction amounts entered on this screen. You should compare this amount to the actual debit total to ensure that the journal balances.
ROLL
Optional. Indicates the number of new transaction lines that will be displayed when the Roll Up or Roll Down key is pressed. Because 4 transactions can be displayed at a time, the default value is 4. However, any number greater than zero can be entered.
CONTROL QUANTITY
Display only. The control total of the statistical quantities for this journal, entered on the header. It should equal the actual quantity field, which is the system-calculated total of all statistical quantities entered on this screen. Any difference between the numbers indicates a data entry error.
ACTUAL QUANTITY
Display only. The total of all statistical quantities entered on this screen. This total is calculated by the system. It should be compared to the control quantity (which was entered on the header screen) to ensure that all transactions were entered correctly for the journal.
ACCOUNT/CENTER
Required. The General Ledger account/center to which this transaction will be posted. Account is always required, center is optional, based upon your chart of accounts. The account/center must have an active status. In a multiple currency environment, the account/center must be defined to accept transactions in the currency of this journal.
TRANSACTION AMOUNT
Required. The debit or credit transaction amount. A credit is indicated with a minus sign following the amount.
JOURNAL DESCRIPTION
Optional. Defaults to the description entered on the header screen, unless overridden.
REF 1/REF 2
Optional. These fields may be used to enter specific information about a journal transaction. Reference 1 and Reference 2 fields are used as the criteria for project accounting reporting.
SELECT
Optional. Enter an 'X' in this field if you want to enter comments for this transaction. After you enter all required information on this screen and press the Enter key, the Journal Comments Detail Maintenance screen (GL060S01) is displayed.
TRANSACTION QUANTITY
Optional. Enter statistical information to be posted to the account stated in the specified unit of measure.
VAT CODE
Optional. (This field is not displayed in a non-VAT environment.) This field identifies the VAT code and the tax percent to be applied to the journal line. The VAT code must be a normal VAT type. If entered, this code must exist on Reference File category 114. If left blank, this code defaults from the header screen. The VAT Code and Account/Center combination is validated against Reference File category 113.
UNIT OF MEASURE
Optional. The unit of measure in which the statistical quantity is expressed. If this unit of measure is not the same as the unit of measure defined on the statistical account master, a conversion record must be defined on Reference File category 006.
DOCUMENT NUMBER
Optional. This field is not displayed in a non-VAT environment. Enter a valid document type and number. The document type must exist on Reference File category 111. No validation will be performed on the document number.
COMMAND KEYS
F4 - Display a list of values for the field where the where the cursor is positioned. If you select one of the items from the list, it will be returned to the application screen.
F7 - Get the last closed journal from the Journal Transaction File and display the header. The Journal Transaction File contains journals closed in error. (Displayed in review mode only).
F8 - Get the next closed journal from the Journal Transaction File and display the header. The Journal Transaction File contains journals closed in error. (Displayed in review mode only.)
F9 - Display the header screen for this journal. From the header screen, you can return to this screen by pressing Enter. Any data entered on the detail screen is retained until the journal ended or canceled.
F10 - Close the current journal transaction and display a blank header screen so that the next journal can be entered). No files are updated. (Displayed in review mode with enter, inquire authority).
F11 - Display the non-statistical-only detail screen (GL010S02), in recap format (GL010S05).
F13 - Cancel (in enter mode) or Delete (in review mode) the displayed journal. If you entered comments for the journal, they will also be deleted.
F18 - Accept the journal and submit it for approval. If the journal has errors, it will not be accepted. If the journal is valid, both the header and line records are placed on the Journal Transaction File.
F19 - Display the Base Amount window (GL010S6A). This window displays the financial amounts in the base currency of the account/center. The information is listed by account/center, and an account description is displayed.
F20 - Display the search screen, which shows journals entered in error. These can be selected and maintained. (Displayed in enter mode with update and inquiry authority or in review mode).
F21 - Display the VAT Summary window (VATW01) when in a VAT environment. This window will display a VAT related goods value and VAT total amount by VAT code.
F22 - Update the Valid Transaction File with the detailed information on this screen. Update the Valid Header File with the header information for the journal.
F23 - Close a journal with errors. The header and line records are placed on the Journal Transaction File (GL010AL). If you are in enter mode, a blank header screen will be displayed. If you are in review mode, the next journal in error will be displayed.
F24 - Display additional command keys available from this screen.
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