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cats:procedures:accounting:transactions:generaljournalentries [2015/09/08 21:47] – amanda | cats:procedures:accounting:transactions:generaljournalentries [2019/07/02 16:23] (current) – jen | ||
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=====Entering General Journal Entries===== | =====Entering General Journal Entries===== | ||
+ | {{entry> | ||
General Journal entries are transactions that directly debit and credit the general ledger, using only G/L numbers. They do not use a bank code, account code, or invoice. They are frequently used for corrections to profit and loss (P&L) calculations that need to be booked to an inventory adjustment account. | General Journal entries are transactions that directly debit and credit the general ledger, using only G/L numbers. They do not use a bank code, account code, or invoice. They are frequently used for corrections to profit and loss (P&L) calculations that need to be booked to an inventory adjustment account. | ||
- | CATS uses double-entry bookkeeping. This means that all entries, including invoices, have a debit to one G/L number and a credit to another G/L number. You will need to ensure that the total of all general journal entries works out to $0.00. | + | CATS uses double-entry bookkeeping. This means that all entries, including invoices, have a debit to one G/L number and a credit to another G/L number. You will need to ensure that the lance of all general journal entries works out to $0.00. |
+ | ====Quick Guide Steps==== | ||
+ | 1. From the main (**File**) menu, select **Accounting > Data Entry > General Jr.**\\ | ||
+ | 2. Select **Add** from the pending general journal entries scan menu.\\ | ||
+ | 3. Choose the Scan Method, where you can add multiple line items at once, or see below for a description of the G/L number method.\\ | ||
+ | 4. Fill in each line entry, G/L number then amount, until the items balance and the Proof Amount is 0.00. CATS will show you a running tally in the upper right corner whenever you click on a line.\\ | ||
+ | 5. When you have finished with this transaction, | ||
+ | 6. You will return to the pending general journal transactions scan, where you can view and change or post pending items.\\ | ||
+ | 7. Once done with entry, pick **Print > One Transaction** (or **Select Range** to print more than one entry).\\ | ||
+ | 8. From the pending transactions scan, pick **Post > One Transaction.** Select **Yes** to confirm.\\ | ||
+ | |||
+ | ====Adding A New Journal Entry==== | ||
To add a new entry, pick **Accounting > Data Entry > General Jr** from the main menu. | To add a new entry, pick **Accounting > Data Entry > General Jr** from the main menu. | ||
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====G/L# Method==== | ====G/L# Method==== | ||
- | The G/L method requires you to enter each number and amount manually. | + | The G/L method requires you to enter each number and amount manually. |
+ | [{{: | ||
+ | |||
+ | Next, enter a G/L number in the box provided, then pick **Apply**. | ||
+ | [{{: | ||
You will be prompted to enter an Amount and an optional Note. Select **Apply** to add this portion of the entry. | You will be prompted to enter an Amount and an optional Note. Select **Apply** to add this portion of the entry. | ||
+ | [{{: | ||
- | A tally will be shown on screen for this general journal entry. | + | A tally will be shown on screen for this general journal entry. Continue adding items until you have finished and the entry is balanced. |
- | Continue adding items until your Proof Amount is 0.00 (or, if you want to have a proof amount, until all items look correct). To complete the entry, select Cancel when prompted to add another item to the entry to return to the pending transactions scan. | + | [{{: |
- | Session 5B: Accounting 2 G/ | + | |
- | L Accounts, Cost Codes, Transactions Page 21 of 30 | + | To complete the entry, select |
- | Below is an example of a pending general journal entry. Note the multiple G/L numbers used to balance | + | [{{:cats: |
- | the entry. | + | |
+ | Below is an example of a pending general journal entry. Note the multiple G/L numbers used to balance the entry. | ||
Use the Print and Post procedures to review and post this entry to the general ledger. | Use the Print and Post procedures to review and post this entry to the general ledger. | ||
====Printing and Posting General Journal Entries==== | ====Printing and Posting General Journal Entries==== | ||
+ | Before you can post your entries, you must print and review them in some way. This process works the same as for other transactions. | ||
+ | |||
+ | ===Posting General journal Entries=== | ||
+ | From the pending scan, pick **Print > One Transaction** (or **Select Range** to print more than one entry). | ||
+ | [{{: | ||
+ | |||
+ | You may be asked to confirm printing this transaction. Select **Yes** to proceed. | ||
+ | [{{: | ||
+ | |||
+ | Select the output type to continue. | ||
+ | [{{: | ||
+ | |||
+ | Here is a general journal entry printed to **HTML > Open in Browser**. You can review the changes that will occur to each G/L account in the summary area on the bottom of the printout. | ||
+ | [{{: | ||
+ | |||
+ | To print only general journal entries you have entered, select **All by XX** (your user name). < | ||
+ | |||
+ | If you choose **Select**, CATS will ask you to specify which transactions to print by picking the transactions from a chooser. You only need to select one record for each transaction, | ||
+ | [{{: | ||
+ | |||
+ | ===Posting General Journal Entries to the General Ledger=== | ||
+ | General journal entries that have been previously printed and are in balance can be posted to the general ledger. This function works much the same as the printing feature described above. | ||
+ | |||
+ | From the pending transactions scan, pick **Post > One Transaction** (or any of the options available to you). | ||
+ | [{{: | ||
+ | |||
+ | You will be asked to confirm posting this general journal entry. Select **Yes** to proceed or **No** to cancel. The number shown is the internal record number for this entry. This number is shown in the scan to allow you to identify that entry. | ||
+ | [{{: | ||
+ | |||
+ | To post only your general journal entries, select **All by XX** (your user id). | ||
+ | <note tip>The Supervisor user ID can post disbursements by all users.</ | ||
+ | |||
+ | If you choose **Select**, you will be asked to choose from a list of general journal entries. You only need to select one line for each entry, and CATS will post the entire record. Pick **Continue** to proceed with posting these entries. | ||
+ | [{{: | ||
+ | |||
+ | You will see the confirmation dialogue shown earlier; choose **Yes** to continue with posting. | ||
+ | [{{: | ||
+ | |||
+ | After posting, the pending general journal entries scan will no longer show the transaction you posted. Select **Ledger Scan** from the toolbar menu to view the transaction you just posted. | ||
+ | [{{: | ||
+ | |||
+ | Review the entry, then select **Exit** to return to the pending general journal entries scan. | ||
+ | [{{: | ||
+ | |||
+ | For more information on transactions, | ||
+ | {{tag>" |