Post/Update a Journal Entry

Accounting > General Ledger > Post/Update a Journal Entry
Accounting > Third Party Accounting > General Ledger > Post/Update a Journal Entry

If using STORIS GL Processing, use this routine to maintain existing batches and create new GL batches. If using TPA, use this routine to fix bad batches rejected by TPA. You enter Maintenance mode and can edit the Comment field and the Account field. You can also access in Inquiry mode to view a single open or closed GL batch.

Header Area

To create a new batch, press <Enter>. To edit an existing batch, enter a STORIS GL batch number. If you click on the Search button, the following menu of search options appears:

Bad TPA Batch Lookup - Accesses the Bad TPA Posting Selection lookup, which lists all bad batches along with the source and comment for each. Available only if TPA is active.
Suspended Postings – Lists all invalid and/or "on hold" GL batches.
Posted Batch Search - Accesses the GL Batch search engine for transmitted batches.

Header

Specify the type of journal entry. This field is active only when creating a new batch. If you click on the arrow, a menu appears with the following choices:

Regular Journal Entry – This is the default value.
Reversing Journal Entry – If you select this option, final update processing automatically posts a reversing batch for the fiscal period following the period displayed at the Date field. If you select this option, the field becomes inactive and the Source changes to GLRV.
End of Year Journal Entry – If you select this option, resulting postings are for fiscal period 13 of the fiscal year displayed at the Date field. The fiscal year must be open and fiscal period 12 of that year closed. If you select this option, this field and the Company are inactivated and the associated Adjust Year field is activated. The Date field changers to reflect the selected fiscal period and the Source field changes to GLAJ.

For existing batches, the batch status appears. For new batches, enter the batch status. You have two options, both of which you can access if you click on the Arrow:

None
Hold

References

Use these optional fields to specify references to other modules associated with this GL batch. You can specify primary and secondary reference types and numbers. The primary references are often used for documents and the secondary for customers, although this is not required.

Use this field to specify a primary reference type. Click on the arrow to the access following list of options:

ORH – Order/Invoice, including sales, memos, service and transfers
APB – AP Bill
POH – Purchase Order
PRO – Product
CDR – Cash Drawer
VOI – Vendor Open Item
COI – Customer Open Item
FRA – Finance Account Number

Use this field to specify a secondary reference type. Click on the arrow to the following list of options:

CUS – Customer
VEN – Vendor
WLO – Location

Detail Postings

This tab displays the actual account postings. If you are in Inquiry mode, you cannot edit data but you can select an item on the grid and view the remarks for that item in the Remark field.

For TPA users, if in Inquiry mode, you cannot edit this field. If in Maintenance mode, double-click on the item in the grid you want to edit. For STORIS GL Processing users, enter the number of the account you want to enter or edit. You must specify the complete account number (that is, the root, the sub-account (if applicable), and the cost center). For existing accounts, if you click on the Search button, you access the GL Account Entry screen which you can use to specify the account by element as well as view a lookup for each element. If you click on the Action button, you access the GL Account Lookup screen.

Duplicate GL accounts are allowed in the batch. Therefore, in order to maintain an existing detail posting, you must select it from the grid.

For TPA users, remarks for the item in the Accounts field appear here. For STORIS GL Processing users, enter or edit the remark (if any) you want to associate with the selected account.

If you enter Remark text on this tab, you cannot enter Comments on the Header tab, and vice-versa.

If you enter a remark, the remark defaults for subsequent lines in the grid. You can edit the default remark.

Post/Update a Journal Entry

(Update General Ledger Postings)

Header Area

Header

References

Detail Postings