General Ledger Posting
The General Ledger Posting screen allows you to create new journals entries and enter journals into the system. Journals for the current general ledger month or future general ledger months may be entered. When the general ledger final is run, all journals that apply to that G/L month are automatically deleted by the system. Journals can be coded so that they are not automatically deleted by the system after the G/L month end final is run.
Once a journal is entered it can be reviewed and changed at any time before the G/L final is run for the corresponding month. Any number of G/L accounts can be posted to one journal.
Journals do not update the accounts receivable details, accounts payable details, inventory files (parts and equipment) or the subledger system. Postings to these accounts should only be made through journals if you are forcing the G/L to balance with the corresponding subledgers (some of these accounts may require a members-only password).
To open the General Ledger Posting screen, hover over a Journal Number on the Journal Listing screen and select Edit from the pop-up menu.
Topics in this section include:
Creating Journal Entries
-
From the anywhere in IntelliDealer, navigate to Financial Management > General Ledger > Journals.
-
Click on the Need to create a new journal? Click here to add link.
-
Fill in the fields, referring to the Screen Description below.
-
Select the general ledger Account Number for each entry of the new journal.
The screen refreshes and the account description is displayed indicating the type of account.
-
Enter the general ledger Amount for each entry.
-
Enter a brief Description of each journal entry.
-
To verify your work, click Totals.
The Journal Totals screen appears displaying the current credits and debits for the displayed general ledger journal entry. The amounts on the pop up must net to zero, otherwise you cannot Save & Close the journal.
Note: Journals cannot be totaled if a month has already been closed or a Reversal Date is less than the posting date.
-
Click Save & Close when the journal nets to zero.
Printing a Journal Report
The report produced is:
| Journal Details Report (GLKJ005) | Prints details for a specific journal number for a specific month (journal date). The report lists customer number and name, invoice number and date, account number, stock number or part number, description and amount. |
-
Open the desired journal for edit, then click the Print button.
The Select Desired Print Options screen appears. -
Select a Printer or select the or PDF checkbox to create a PDF of the print out.
-
Click the Run Report button.
The GLKJ005 report is submitted. You will receive a message when the report is done and which can be viewed via the PDF Viewer.
Screen Description
The fields on the General Ledger Posting screen are:
| Field | Description |
|---|---|
| Journal Number | The journal number must be unique and is used to identify this journal in the general ledger for reports and to access the journal for purposes such as editing and deleting. It is recommended that you use a descriptive journal number. |
| Repeating Journal |
If the journal being entered is to repeat. Once a journal is set up it is then applied to every open G/L period in the current fiscal year until it is manually deleted. If you leave the journal unchanged it will be posted to each open period as is, or you can change it each open period if some of the amounts or G/L accounts on the journal require it. |
| Reversing Journal Number |
The system will automatically reverse the journal number entered. You cannot revers a repeating journal. |
| Period |
Represents the general ledger period the journal will be posted to. No data can be entered in the Period field or any of the Revising fields for a repeating journal. |
| Reversing Period | The date the system will reverse the selected journal. |
VitalEdge recommends that you use a descriptive journal number. For example, DEPN may be the page of depreciation journal entries. 4GL1 may be April's first page of journal entries. Some Journal Numbers are automatically generated by the system they include:
| Journal Number | Description |
|---|---|
| CRxx | Cash receipts |
| SAxx | Billing Sales Analysis |
| PTxx | Parts costs of sales (normally included in sales account journal details) |
| PAxx | Payroll |
| PYOU | Special payroll |
| PYIN | Special payroll |
| APxx | Accounts payable |
| APIN | Special accounts payable from accounts receivable |
| APOU | Special account payable to accounts receivable |
| IAxx | Inventory Accrual The term "accrual" refers to any individual entry recording revenue or expense in the absence of a cash tranaction. |
| RTxx | Rental costing |
| LCxx | Late Charge |
| SCxx | Service Charge |
The fields on the General Ledger Posting screen are:
| Field | Description |
|---|---|
| Account Number | The general ledger account number. |
| Amount | The amount posted to the account. |
| Description | A brief description of the journal entry. If no description is entered, the description defaults to the last description entered on this journal. If there is no description the G/L reports will print JRNL VOUCHER as the journal description. |
Use these buttons to complete your work on the General Ledger Posting screen:
| Button | Function |
|---|---|
| Save | Saves changes made on the Journal Details screen. |
| Save & Close | Saves changes made on the Journal Details screen and returns to the Journal Selection screen. |
| Memos |
Opens the Memos screen allowing the user to add a memo to a journal entry. If the Memos button appears red a memo is already loaded on the selected journal. |
| Prints a formatted journal details report for the selected journal. | |
| Totals | Displays the current total debits and credits in a pop-up window. The amounts on the pop up must net to zero in order to Save & Close successfully. |
| Close | Returns you to the Journal Listing screen without saving any changes. |