Enter a General Journal Transaction

Use the General Journal Entry (GIP) program to enter or change a general journal transaction. See Background and Road Map for more information.

The program displays in-process journals:

Field Name	Displays
Jrnl name	The name of the journal
Rev	A check mark indicates it is an auto-reversing journal
Description	The description of the journal

Choose the appropriate options:

To	Do This
Add a journal	Click Add. See step 2.
Delete a journal	Highlight a line and click Delete. See Delete.
Copy a journal	Highlight a line and click Copy. See Copy.
Display journal entries or print the register	Highlight a line and click Select or double click the line. See step 2.
Print the journal listing	Click Print. See Print.
Set short or long entry format	Click Prog opts. See Set the General Journal Entry Option.
Exit the program	Click Exit.

Enter or change data in the following fields:

Field Name	Type / Max Length	Action / Description
Template/Name	Required 10 alphanumeric	Enter the journal template, enter a journal name if you are not using a journal template, or click the Lookup icon and use the standard lookup options to select the journal name from a list. If you enter or select a journal template, the program prompts Enter journal name to use. Accept the displayed journal name, enter a different journal name, or append the date or other information. You cannot change this field after the journal is created.
Description	Required 25 alphanumeric	Accept the description if one is displayed or enter a description.
Reverse?	Optional	Select if you want to set up reversal entries in the period following the entry or leave blank if you do not. Reversal entries are typically used for accruals. Select this field to have the system post to the same accounts, with signs reversed, on the first day of the period following the entry. When you select this field, the register displays the message These journal entries will be updated as reversal entries on the total line.

Choose the appropriate options:

To	Do This
Change the description or auto-reverse flag	Move the cursor to the field and make changes. Click Apply to accept your changes or click Cancel to reject your changes.
Delete the journal	Click Delete. See Delete.
Enter or change transactions	Click Detail. See step 4.
Print the register	Click Register. See Print the General Journal Register.
Return to the list of journals	Click OK. See step 1. If this is a new journal, see step 4.
Exit the program	Click Exit.

If your General Journal Entry Option is Enable Short Format the program displays:

Default reference
Default description 1
Default description 2

Accept the displayed values or make changes. Click OK to enter or change transactions or click Cancel.
If no transactions have been entered, look ahead to step 7.

The journal name and total entered debit and credits and credits are displayed, followed by a list of transactions:

Field Name	Displays
Tr no	The transaction sequence number
GL org	The GL organization
GL acct no	The GL account number
Title	The GL account title
Trans	The transaction date
Debits	The debit amount
Credits	The credit amount
Cu	The GL account currency code
Reference	The reference entered for the transaction

Choose the appropriate options:

To	Do This
Add a transaction	Click Add. See step 7.
Delete a transaction	Highlight the line a click Delete. See Delete.
Copy a transaction	Highlight the line a click Copy. See Copy.
Display or change a transaction	Highlight the line a click Select. or double click the line. See step 7b.
Print the transaction listing	Click Print. See Print.
Use Qic-Entry mode when you click Add to enter the next transaction	Click Short form. See step 7a.
Use long entry format when you click Add to enter the next transaction	Click Long form. See step 7b.
Return to the journal header	Click OK. See step 2.

Enter or change data as follows.

In Qic-Entry mode (i.e. short format):

Note
This mode applies when you are adding transactions only; see step 7b if you are changing a transaction

Field Name	Type / Max Length	Action / Description
Tr no	Required 5 numeric	Accept the displayed transaction sequence number. If you change the number, subsequent transactions increment from the number you enter. Clear the field and press Enter to exit add mode. See step 6.
GL org	Required 2 alphanumeric	Enter or select a GL organization for this transaction.
GL acct no	Required 10 alphanumeric	Enter or select an account number for this transaction.
Trans	Required 10 date	Accept the displayed date, select a different date, or enter a date shortcut for the transaction. Dates for each transaction of the journal can differ; however, all dates must be in the same open period. For subsequent transactions, the program defaults to the last date you entered.
Debits	Conditional 14 numeric in the format 999999999999.99	Enter the debit amount for the transaction or leave blank.
Credits	Conditional 14 numeric in the format 999999999999.99	Enter the credit amount for the transaction or leave blank.

Long entry format:

Field Name	Type / Max Length	Action / Description
Journal name	Display	The journal you selected
Trans number	Required 5 numeric	Accept the displayed transaction number. If you change the number, subsequent transactions increment from the number you enter. This field cannot be changed after the transaction is created.
GL org code	Required 2 alphanumeric	Accept the displayed GL organization code or enter a code for this transaction. You can use more than one GL organization code in a journal. However, all codes must be in the same consolidation. If you are using a template and the Allow override? field in the Journal Template Maintenance (GSM) program is not selected, you cannot change the GL organization code that displays.
GL account no	Required 10 alphanumeric	Accept the displayed account for this transaction, or click the Lookup icon and use the standard lookup options to select the account from a list. If you are using a template and the Allow override? field in the Journal Template Maintenance (GSM) program is not selected, you cannot change the GL organization code that displays.
Trans date	Required 10 date	Accept the login date, select another date, or enter a date shortcut for the transaction. Dates for each transaction of the journal can differ; however, all dates must be in the same open period. For subsequent transactions, the program defaults to the last date you entered.
Debits	Conditional 14 numeric in the format 999999999999.99	Enter the debit amount for this transaction or leave blank.
Credits	Conditional 14 numeric in the format 999999999999.99	Enter the credit amount for this transaction or leave blank.
Reference	Optional 30 alphanumeric	Accept the displayed reference, which is the journal name, or enter a different reference.
Description	Optional 25 alphanumeric	Accept the displayed journal description or enter a different description.
Description 2	Optional 25 alphanumeric	Enter additional information about this transaction.

Note
If you are using a template and selected the Allow override? field, the text entered in the Override message field displays below the Description 2 field.

Choose the appropriate options:

To	Do This
Change a field	Move the cursor to the field and make changes. Click Apply to accept the changes or click Cancel to reject the changes.
Delete the transaction	Click Delete. See Delete.
Return to the list of transactions	Click OK. See step 6. If this is a new entry, the program prompts Trans number. lear the field and click OK to return to the list of transactions.