You can add or edit general journal entries that appear in the unadjusted trial balance and are treated as transactions from the General Journal screen.
In addition, you can move entire general journal entries to a different period, or delete entries entirely, if necessary, from this screen.
Automatic offset accounts are not available for the General Journal, so both debits and credits must be entered. However, if your trial balance is out of balance (typically the result of migration from another system), the General Journal provides the flexibility to enable you to make a one-sided correcting entry.
Transactions written to the General Journal can be edited or deleted as needed.
To add, edit, or move general journal entries:
1. Select General Journal from the Write-Up menu to open the General Journal screen.
2. Select the period from the drop-down list in the Period field and click Add to add a new entry.
Alternatively, select an existing general journal entry for that period from the Journal Entry drop-down list to open it for editing, or to be moved or deleted. Transactions in the Journal Entry drop-down list are identified by the reference number and description.
The entry fields appear on the screen.
3. (Optional) Edit the entry fields for the existing journal entry you selected as necessary, or click Move to move it to a different period.
Click Yes in the Move Entry prompt to confirm the move, then select the Period to which to move it and click OK.
Alternatively, click Delete to remove the journal entry entirely.
4. Specify the date for the entry in the Date field, and enter an identifying reference number in the Ref. No field.
If you previously entered a reference number for another transaction, the number increments automatically from the last reference number entered.
5. Use the Description field to enter an description of the entry.
This description is used with the reference number to identify the entry in the Journal Entry list after it is saved.
6. Specify the type of entry using the options in the Entry Type field.
You can identify your general journal entry as a Normal entry, a Reversing entry, in which the entry is automatically reversed at the start of the next period, or a Recurring entry, in which the entry automatically posts at the start of the next period.
7. Select the Show Jobs option to optionally open the Job and Job Category columns in the entry table, if you use these designations.
8. Click the New Account option to optionally create a new account on the fly to be added to your chart with without leaving the General Journal screen.
The Add Account dialog appears, prompting you to enter the Account Number and Description for the new account, and to select the Account Type and Class Code from the drop-down lists, then click Save to add the account.
9. Select the account for each line item from the drop-down list in the Account column and enter the amount in the Debit or Credit column.
10. Use the drop-down lists in the Department, Job, and Job Category columns for each line item to specify a department, job, or job category if you use these designations.
These designations are optional.
11. Click Save to save your entry.
If necessary, you can click Attach to save a scanned copy of any supporting document to the record.