Journal Entries Window - New Tab

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The Journal Entries Window - New Tab is the interface to enter all new Journal Entries, manage and retrieve Recurring Journal Entries, and employ the Import Payroll function.

 

je - new tab window

Fiscal Month:  Like all Transaction Posting Windows in Design Manager, the Fiscal Month into which the entries on the New Journal Entries Grid will be posted is displayed in the top left corner of the New Tab.  Depending on the settings on the Company Information Window - Fiscal Month Tab, the Fiscal Month will either default to the current Company Fiscal Month or to one month after the last Closed Fiscal Month.  If the user has the Allow Fiscal Month Changes Password Attribute unlocked, the Fiscal Month can be changed as desired.

 

The New Journal Entries Grid displays all unposted Journal Entries for the current Design Manager user. Note:  Each user maintains their own list of Journal Entries on the New Journal Entries Grid and will not view other users' unposted Journal Entries.  The New Journal Entries Grid has the following columns:

 

Hold:  The Hold column allows the user to selectively prevent a Journal Entry from being posted upon clicking the Post button.  To set a Journal Entry on Hold, click the checkbox in this column for the desired Journal Entry.

 

Transaction Reference Number (TX Ref. No.): The unique number to identify the Journal Entry within Design Manager.

 

Entry Number (Entry No.): The Entry Number is for the company’s tracking purposes only.  Design Manager will default an self-incrementing number automatically, but the Entry Number be changed to any five-character code to help identify the Journal Entry.

 

Date:  The Journal Entry Date as entered by the user.  The Date should correspond to the date the Account activity represented by the Journal Entry took place.

 

Transaction Description (Trans. Desc.):  The optional description of the Journal Entry for future reference purposes.

 

Auto Reverse:  Whether or not the Journal Entry is set to automatically reverse in the next Fiscal Month.

 

Add and Edit:  The Add and Edit buttons will display the New Journal Entry Window to enter a new Journal Entry or revise the selected Journal Entry on the New Journal Entries Grid, respectively.

 

je window

Until the Journal Entries are posted, any revisions will be done from the New Tab of the Journal Entries Window.  After posting, if a Journal Entry needs to be edited or voided, it must be done from the Existing Tab as described later in this chapter.  More information on is available under the Journal Entry Window below.

 

Delete:  Upon selecting a Journal Entry and clicking the Delete button, you will be asked "Are you sure that you want to permanently delete the current record?".  Clicking Yes will remove the Journal Entry from the New Journal Entries Grid while selecting No will take no effect.

 

Recurring:  Clicking the Recurring button will display the Recurring Journal Entries Window where commonly used Journal Entries can be created and retrieved for posting.  Recurring Journal Entries are discussed in detail under Recurring Journal Entries and the Recurring Journal Entries Window later in this chapter.

 

Import PR (Import Payroll):  This function allows a user to load a file that was created using the Paychex General Ledger Reporting Service.  Paychex is a national company that handles payroll for businesses of all sizes.  For more information click here.

 

Journal:  Click the Journal button to print the Journal Entry Posting List Report. Note:  If the Require Journals option is selected on the Company Advanced Options Window - General Tab, the Journal must be sent to the printer prior to posting the Journal Entries.  All Posting Lists always default to be sent directly to the printer rather than being displayed in the Print Preview Window.

 

Post:  Upon clicking the Post button, you will be asked "Do you wish to post this list of Journal Entries into <Fiscal Month>?" where <Fiscal Month> is the selected month of the Fiscal Month.  Clicking Yes will post the Journal Entries and remove them from the New Journal Entries Grid.  Selecting No will take not post the Journal Entries, leaving them on the grid for further review, addition, or editing. Note:  Unposted Journal Entries will not be visible any where else in Design Manager!  Only upon posting the Journal Entries will accounting activity occur.