SECTION 18.104.22.168 - GENERAL LEDGER JOURNALS (NORMAL)
USAGE: To enter ad hoc debits and credits into the General Ledger. This is useful for shifting balances between accounts, and for making entries that do not affect the bank. This program will only allow normal Journals to be entered. These must all be within the same accounting period. If you wish to shift balances from one period to another, you must use the REVERSING JOURNALS option (see SECTION 22.214.171.124).
DISCUSSION: When you start the JOURNALS program, the computer will initially ask:
ENTER PERIOD [_7] JANUARY 2011
Journals can only be entered one accounting period at a time. Otherwise period based reports would not balance. By default, the current period is offered, however you may change the period to any number from 1 to 15. If you need to shift a balance from period to another, it will have to be made via a pair of transactions using an intermediate account such as a suspense account.
Enter the period number that pertains to the entries you wish to make and press <Enter>.
If you have any STANDING JOURNALS on file (see SECTION 126.96.36.199) you will now be asked:
PROCESS STANDING JOURNALS? (Y+/N-) [Y]
The default answer is Y. If you answer Y, you will be able to search for the Standing Journal you require. If you escape out of this search (rather than choosing a STANDING JOURNAL) you will be returned to the period entry question, above. The STANDING JOURNALS file only contains the account name, the description and the initial value. Because of this, HiFinance only preloads the screen for each line and then you are required to complete or modify the rest. During this sequence, you can press <ESC> at any time and the functionality will be the same as it would have been for normal line. Note that after you have accepted all the STANDING JOURNAL lines, you can still add more normal lines. This gives you the flexibility to use the STANDING JOURNALS as a partial template to be completed whenever the full JOURNAL is entered. It should also be noted that <F5> for REVIEW is not available until you have completely used up all lines on the STANDING JOURNAL.
The screen will now change and ask for the journal lines. The period you are working in is displayed near the top-left-hand corner of the screen. Also, the net value of the journal you are creating is displayed near the top-right-hand-corner of the screen. Some of the other fields may be shown if you are entering via a STANDING JOURNAL. Note that you will not be able to update the journal until the net value (balance) is zero.
There are several fields you will need to enter for each line:
DATE This is the transaction date. It must be within the accounting period you have defined, above. By default, HiFinance will offer today’s date or the last date you used. You can use <F1> to specifically enter today’s date.
ACCOUNT This is the General Ledger account you wish to post to. It may be any valid existing account. If you do not remember the account code, <F9> is available for searching the General Ledger master-file. After choosing an account, HiFinance will also display the Expected Sign and Current Value of the account, as a reference. This value is read once and is not updated until you post your transactions. From the second line onwards, <F1> is available to repeat the account number. This can save time if you are entering a series of dissections that post to the same account but with different descriptions and amounts.
DETAILS Here you enter the details of the journal. This field must not be left blank. From the second line onwards, <F1> is available to repeat the description from the previous line. This can save time if you are entering a series of dissections that have similar descriptions. Also, if you have used this account before (and have updated the transaction) you may press <F9> to bring up the history of details you have used before. There are up to 20 unique lines saved. Scroll down to the one you want and press <F10> or <Enter>. The description will be automatically loaded and you can the changed it if you wish. The new details line will be saved back to the history file, when the transaction is updated.
VALUE Here you enter the value of the line. The value must not be zero. You must always enter the value as a positive amount. The sign of the transaction can be DB or CR. By default HiFinance will choose the sign based on the expected sign of the account. If you need to change the sign, make sure that the value is zero and then press <Enter>.
At each point you may press <ESC> to abort the line or the whole transaction.
If you have entered at least one line (and you are have finished loading from any STANDING JOURNAL) you may press <F5> (at the DATE field) to enter the REVIEW function. This function allows you to view your entries, and if necessary change or delete a line. To move between lines use <CsrUp>, <CsrDn>, <PgUp>, <PageDn>, <Home> and <End>. If there are a particularly large number of lines, you can also use <F9> to go to a specific line number. To modify a line, make sure it is displayed in full in the bottom window and press <F3>. You can then re-enter any of the details. To leave the REVIEW function, press <ESC> or <F10>, once.
To finally update your transaction, press <F10>. <F10> will not be available unless there is at least one line entered and the BALANCE is zero.
Files updated by the General Ledger Journal program:
General Ledger master-file: Each account balance is updated in the chosen period with the value of each line.
General Ledger transaction-file: A transaction is posted for each transaction line.