Creating Transactions Manually

Use the General Journal Transactions window to create general ledger transactions manually. The following are some examples of circumstances in which you would need to create manual transactions:

• You are just starting to use the General Ledger application, and you need to enter ending balances for the prior fiscal year, and the net difference to accounts for prior periods.

• You are not using automatic passoff, and will manually enter all journal transactions on an ongoing basis (except for those you've set up as recurring transactions).

• You are using automatic passoff, but you nevertheless need to enter a particular transaction or adjustment.

• You are closing out the year. Part of the year-end procedure includes making an out-of-balance entry in the General Journal Transactions window to adjust your net income.

Note: with the exception of the out-of-balance entry you make at year-end, you should always post balanced transactions in the General Journal Transactions window (debits=credits).

Creating a Transaction

1. Display the General Journal Transactions window.

2. Click Add. The Add window displays.

   For field help definitions, click here.

3. In the User Code box, enter your user code (signon name).

4. In the Account Number box, enter the account number for which you want to create a transaction.

5. In the Transaction Date box, enter the date to which you want the transaction to be posted.

6. In the Debit Amount or Credit Amount box, enter the amount of the transaction.

   Note: if the transaction is a credit, do not enter a negative (-) in front of the amount.

7. In the Source box, do one of the following:

   • Enter a description of the transaction. For example, if you are entering sales, enter "Sales" in this field. The information you enter in this field prints on Report RGRF.
   • Enter the word "Accrue" if you want the system to automatically enter a reversing entry when you post this transaction.

     Note: the system uses the starting date of the next period as the transaction date of the reversing entry.

8. In the Reference box, enter meaningful information about this transaction so that you can easily identify the purpose of the transaction.

9. In the Reverse Next Period box, enter a Y if you entered Accrue in the Source box. Otherwise, accept the default of N.

   Note: If you enter Y in this field, the fields Auto Distribute and Counter Balance must be N.

10. In the Auto Distribute box, enter a Y if you set up automatic distributions for this account in the Chart of Accounts Maintenance window. Otherwise, accept the default of N.

    Note: If you enter Y in this field, the fields Reverse Next Period and Counter Balance must be N.

11. In the Counter Balance box, enter a Y if you set up a counter balance account in the Chart of Accounts Maintenance window. Otherwise, accept the default of N.

    Note: if you enter Y in this field, the fields Reverse Next Period and Auto Distribute must be N.

12. Click Add. The transaction is added to the system.

To create an off-setting entry to the one you just created, you do not need to clear the window and start over. Instead, you can do the following:

1. Enter the account number for the off-setting entry in the Account Number box.

2. Enter the amount of the off-setting transaction in the Debit Amount or Credit Amount box. Notice that as you enter the amount, the previously-entered amount from the original transaction automatically clears.

   Note: you should enter the same amount as in the original transaction, but in the opposite box. For example, if you entered a Credit Amount of $10 in the original transaction, enter $10 in the Debit Amount box for the off-setting transaction.

3. Click Add.

• Once the journal transaction has been added, you can change the values in the following fields:  Invoice Number, Voucher Number, Check Number, Bank Code, PO Number and Vendor Code. Click in the grid on the field which needs to be changed and enter the new value. Press the <Change> button on the toolbar to apply those changes.

•  The ability to change these 6 fields requires setting option 1736 “Allow making changes to GGMU grid” to Yes. It allows you to change these fields on all journal transactions, not just those which were manually added. It is recommended to set this option to Yes for those users who create manual entries.

• If you have access to GGMU you can also make changes to the following fields in the GGMU grid: Credit Amount, Debit Amount, Source, Reference, Reverse Next Period, Auto Distribution, and Counter Balance. The ability to change them is NOT controlled by option 1736.