WILLIAMS GENERAL LEDGER 12/22/92
DSP01 PRIOR PERIOD ADJUSTMENT VALIDATION HEADER
ENTER
Company/Location 001 BRU
Journal GL0081
Period/Year 1 92
Date 10 22 92
Book Code GL
Reporting Class C
Comments N
Ref1/Ref2 Jrn Description
Currency Code BEF Exchange Rate 1.00000
Control Actual Difference
Trans 2 2
Debit 1,000.00 1,000.00 .00
Credit 1,000.00
Qty .00 .00 .00
F4=Prompt F13=Cnl/Dlt Jrnl F22=End Jrnl
This conversation is used to enter adjustment journals to prior periods in the General Ledger. The prior period adjustment post will adjust the requested period, and roll forward the adjustment through all subsequent periods to the current period.
The first screen of this conversation is used to enter the common, header-level information and control amounts for the journal. Subsequent detail screens allow entry of the individual transactions in the journal.
The control amounts entered on this screen will be compared to the actual amounts entered for the detail transactions. The control totals must equal the actual amounts entered or the journal will not be posted.
Debits must equal credits for financial amounts within the journal. Because of the different units of measure possible for statistical account information, statistical quantities are not required to balance.
In a multiple currency environment, all amounts are entered in the currency designated on this header screen. The base currency amounts are calculated using the current exchange rate defaulted or you may override the rate.
COMPANY/LOCATION
Required (Display only in review mode). The combination of company and location fields defines a legal entity to the system. Company/location indicates a 'set of books' in the overall financial structure. The journal will be posted to the books of the company/ location identified here.
JOURNAL
Required (Display only in review mode). The journal number may be manually entered, assigned by the system or assigned by the system with manual override permitted. The next available journal number for automatically assigned numbers is controlled through Reference File category 136. Whether the number is assigned automatically is specified for each location on Reference File category 132.
PERIOD/YEAR
Required. Identifies the fiscal period/year to which this journal will be posted. The period/year you enter must be less than the current period/year, which is defined on Reference File category 106.
DATE
Required. This date reflects the date the journal is entered. It can be entered in MMDDYY, DDMMYY, or YYMMDD format, as defined for the system in Reference File category 049.
BOOKCODE
May be Optional or Required depending on specific company/location. For system assigned journal numbers, if the Bookcode is required it will be used to make up the journal number. If not required, the default Bookcode for the company/location is used. This field is protected in Header Review mode.
REPORTING CLASS
Required if management accounts are used. Enter the management reporting class of the journal. Only transactions of this reporting class can be made to the journal. Valid values are:
C - Common
F - Fiscal
M - Management This field is only displayed if the Use Management Accounts flag on Reference File category 133 is set to yes (Y).
COMMENTS
Optional. Valid values are Y (yes) and N (no). To add comments about the journal header, enter a Y in this field. After you enter all required data on this screen and press the Enter key, the Journal Comments Maintenance screen (GL060S01) will be displayed. If you enter a Y and comments already exist for the journal, the comments will be displayed. You may maintain these comments from the Journal Comments Maintenance screen (GL060S01). If you enter a N and press the Enter key, the Detail screen (GL050S2A) will be displayed, provided there were no errors on the Header screen.
REF 1/REF 2
Optional. This field may be used to enter user-specific information about a journal transaction. Reference 1 and Reference 2 fields are used as the criteria for project accounting reporting.
JOURNAL DESCRIPTION
Optional. This field is used to enter any additional information about a journal transaction. This description is automatically duplicated on all transactions for this journal, although each transaction description can be changed, as desired.
CURRENCY CODE
Optional. In a multiple currency environment, the currency code must be defined on the currency master file as valid for this company/location. Valid transaction currencies are also specified on the account master. If the currency code on the account master is 999, all valid currencies for the company/location may be processed against the account. If a specific currency code is defined on the account master, all transactions to the account are restricted to the specified currency.
EXCHANGE RATE
Optional. This can be entered only when a currency code has been entered. The exchange rate is used to convert from the currency of the journal to the base currency of the company/location. Based on the operation code defined on the currency master file, this rate will be used as a multiplier or divisor in the conversion calculation. The current exchange rate defaults from the currency master file, but can be overridden.
CONTROL ITEM COUNT
Required. The total number of debit and credit transactions for this journal. This control total will be compared with the actual item count calculated by the system as transactions are entered. The control total must equal the actual for the journal to be valid for later posting.
ACTUAL ITEM COUNT
Display only. The system-calculated total number of debit and credit transactions entered for this journal. It is compared to the control item count to ensure that all transactions were entered correctly.
ITEM COUNT DIFFERENCE
Display only. The difference between the control item count and the system-calculated actual item count for the journal. The journal cannot be posted until this difference equals zero.
CONTROL DEBIT BALANCE
Required (for financial journals). The total debit balance for this journal. This control total will be compared with the actual debit balance calculated by the system as detail transactions are entered. This control amount must equal the actual amount for the journal to be valid for later posting.
ACTUAL DEBIT AMOUNT
Display only. The system-calculated total debit amount entered for the journal. It is compared to the control debit amount to ensure that all transactions were entered correctly.
DEBIT AMOUNT DIFFERENCE
Display only. The difference between the control debit amount and the actual debit amount. The journal cannot be posted until this difference equals zero.
ACTUAL CREDIT AMOUNT
Display only. The system-calculated total credit amount for this journal. It is compared to the actual debit amount to ensure that the journal is in balance.
CONTROL QUANTITY
Required (for statistical journals). The total statistical quantity for this journal. This control total will be compared with the actual quantity calculated by the system as detail transactions are entered. The control total must equal the actual for the journal to be valid for later posting.
ACTUAL QUANTITY
Display only. The system-calculated total statistical quantity for this journal. It is compared to the control quantity to ensure that all statistical information was entered correctly.
QUANTITY DIFFERENCE
Display only. The difference between the control quantity and the actual quantity. The journal cannot be posted unless this difference equals zero.
COMMAND KEYS
F4 - Display a list of values for the field where the cursor is positioned. If you select one of the items from the list, it will be returned to the application screen.
F22 - Update the Valid Transaction File with the detail records for the journal. Update the Valid Header File with the corresponding header information.
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