SECTION 188.8.131.52.1 - ADD A GENERAL LEDGER STANDING JOURNAL
USAGE: To construct new templates for entering NORMAL JOURNALS (see SECTION 184.108.40.206).
DISCUSSION: When you start this function, you will initially be asked to enter a name for the STANDING JOURNAL. This is a compulsory field, but can be changed later. The name must be unique, i.e. no two STANDING JOURNALS may have the same name. The screen looks like the following:
Once you have chosen a name, HiFinance will create an empty template. This can only be removed by using the delete function (see SECTION 220.127.116.11.3).
Having entered the new name, you may enter the lines. The screen displays as follows:
Your only option here is to either press <ESC> to stop the entries, <F10> to complete the sequence or <F1> to add a new line. Normally you would choose <F1>.
The screen now looks, as follows:
You will notice that there is no provision for entering dates. The date is only relevant when the STANDING JOURNAL is converted to a NORMAL JOURNAL.
There are several fields you will need to enter for each line:
CODE 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.
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.
Also, if you are entering a new line and have already entered at least one line, you can use <F1> to repeat the value in the field you are entering. Note that the value inserted will always correspond to the last line in the table. The purpose of this function is to allow you to quickly enter the same type line repeatedly in the same Standing Journal. Eg, you might wish to enter multiple General Ledger codes with the same description, or vice versa.
To complete the line, you must confirm the entry, after you have entered past the VALUE prompt. If you have entered at least one line, you have 2 extra options. These are MODIFY and DELETE. These allow you to change an existing line or delete it completely. Before you press one of these options, you must move the cursor up or down to highlight the desired line.
To finally update your template, press <F10>. You will be warned if the balance is not zero, however you will still be able to save a partial template.