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Journal Entry

Owned by Hilary Hawkins (Deactivated)
Last updated: 22 Mar 2024 by Greta Torelli (Deactivated)
3 min read

This function allows the user to enter journals to be posted to the General Ledger.


More than one currency can be entered in a batch and each currency will be displayed on the screen in it’s native amount, though it is advised to put different currencies in separate batches. The total at the bottom of the page will be the total of all journals in native currency amount.

 

To import journals directly from Excel, please see the templates link 


To enter journals:

1. From the Main Menu Bar select General Ledger > Journal Entry. The JOURNAL BATCH window will appear.

Buttons

  •  Insert - Add a new journal batch.

  • Change - Change highlighted journal batch.

  • Delete - See section “To Delete A batch:” below for instructions.

  • Import - Refer to Import/ Export Batches.

  • Export - Refer to Import/ Export Batches.

  • Select All - Selects all the entries in the list.

 

2. Click on Insert button to create a new batch. The UNPOSTED JOURNAL LIST window will then appear.

3. Click on Insert to start adding new entries into the batch. Use TAB to jump to the next cell for entry. You can also import a completed Eclipse template Journal Form, to do this copy the entire complete Journal Entry Form Excel worksheet, then in the Unposted Journal list, right-click and select paste.

 

You will notice that at the end of Chart of Account column when you have finished adding the information (using TAB to move across to the next field) and if you have entered one of the fields incorrectly,  Chart of Accounts Lookup window as shown below will appear prompting you to select the correct account. Highlight the correct entry and click on Select.

4. Once you have completed your data entry you should run both Input Control and Distribution Register reports from the Journals window. Click on Reports button.

5. Select the report type (i.e Input Control/ Distribution) and click OK to generate the report. The report preview will display your report. Print the report or Exit from the window.

 

5.a TRIAL BALANCE TO PROOF CHECK A JOURNAL ENTRY: If you have a multi currency journal entry and want to ensure that your opposite transaction balancing lines have been entered correctly, run a trial balance.

When selecting the trial balance parameters, select ‘unposted journals’ in the in the Report/Range tab, as shown below, to identify any balancing issues. Ticking ‘consolidate’ will merge different currency transactions under the same PROD code.

 


6. Once you are satisfied with your data, click on the Select All check box from the Unposted Journal List window to highlight all the entries in the list then click on Post button.

 

7. Clicking on the Post button will make the Processing Records window appear as shown above. Click on Print Posting Report checkbox

8. Select Report Type and Report Layout (default is set to 'Post')

 

9. Click on Post button. If the selected journals do not equal 'zero', an error message will come up prompting you to go back and fix the problem before you can post.



To Delete A Batch:

Find the Batch file number in “General Ledger” => “Journal Entry”

Then go to “Control Table” => “Rename Batch” select the batch number and click delete.