Adding a Journal Entry

A journal entry in General Ledger is like a manual journal entry. The sum of the debits equals the sum of the credits. Each debit line and each credit line in a journal entry is called a detail. You use the G/L Journal Entry screen to maintain batches, journal entries, and journal entry details.

To add a journal entry:

1. Open General Ledger > G/L Transactions >  Journal Entry.

2. Beside the Batch field, click the New button.

   General Ledger provides the next batch number, and moves to the Batch Description field.

3. Enter a description for the batch.
4. Enter header information for the entry, as follows:
   1. Beside the Entry Number field, click the New button.

      General Ledger inserts the next entry number.

   2. Enter a description for the entry.

   3. If you use Sage 300 ERP Intercompany Transactions, use the Finder for the Originator field to select a company.

      Transactions in an intercompany batch can have different originating companies.

      Note: The Originator field appears only if you install and activate Intercompany Transactions.

   4. In the Date field, specify the date of the journal entry.

   5. Use the Year/Period field to specify the fiscal year and period to which to post the transaction. (The default fiscal year and period is determined by the date you entered in the Date field.)

   6. Enter the source code for the transaction, or use the Finder to select it.

      General Ledger displays the default source code from the Posting tab of the Options screen, but you can change the code.

   7. Select Normal or Quick as the entry mode.

      This option controls the number of fields visited when you are adding new transaction details.

   8. If the transaction should be reversed in the next fiscal period (for example, if the entry is an accrual), select the Auto Reverse option.

5. Enter debit and credit information in the detail table.

   Tip: Click the Detail button to open the Journal Detail screen, where you can add and edit details without having to scroll to view all the information for a detail.

   Note: If you have a multicurrency ledger and you are entering details for a multicurrency account, you can select the source currency, the rate type, and the rate for each detail. Each detail can use a different source currency, and you can override the displayed exchange rates as required.

6. To view or edit optional fields for a selected detail, click the Optional Fields zoom button, or press Shift+F9.

   The Journal Entry Optional Fields screen appears.

   You can add or delete optional fields for the detail. However, you can add only optional transaction fields that are defined for the account.

   Note:

   You can also change the value for the optional field, as follows:

   • If the optional field is validated, you must specify a value that is defined for the optional field in Common Services. If the optional field allows a blank, you can also leave the value blank.
   • If the optional field is not validated, you can select a defined value, or you can enter any value, providing your entry does not exceed the length specified for the optional field.

   You click Close to return to the Journal Entry screen.

7. Click Add or Save.

After adding journal entries

1. Print a batch listing, and check that all the entries are correct.
2. Post the batch.

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