Program Description
This program can be found on the General Ledger Data Entry menu (GL-1-1). It allows the user to enter a particular transaction for an account and specify it as a debit or credit. There is the ability to also enter a description, which is written to the General Ledger Distribution file (GLDISTD). Field information is given about the transaction date, fiscal month and year, account number, dollar amount, entry date, and account name.
Rev 15 Changes
Internal changes were made to prevent a stop at line 0810 when the cumulative balance was over 21 million.
Account Number search has been added to General Ledger Entries. The operator can enter the first few digits of the account number and the search will display all account numbers that start with those digits. The search will display a number, the account number, the account description and the account type. The operator can then select the number next to the correct account and that account number will be accepted. If the operator mistypes and enters an invalid account number by mistake, the program will fall into the search mode. The operator can then enter E to end and return to the account number prompt. The search will not display Header type accounts.
An option has been added to display the inquiry for a range of months. The operator can only bring up information within one fiscal year however. For example: if the Fiscal year begins in June and it is now February, the operator can enter in Jun to Feb. The operator can not enter a range of Jan to Dec since that will be over one fiscal year. The ending month will default to what was entered at the beginning month field. The operator can still enter ALL at the beginning month to access all months.
On transactions created via the OEM Interface, an * will display to the right of the voucher control number. See print screen below. A notation is displayed at the top of the inquiry stating “Note: * Next To Vouch # Indicates OEM Created Transaction” to help the operator determine what the * means. The notation will display if the OEM Interface is activated regardless of what Account Number the operator is accessing.
Rev 14 Changes
N/A
Rev 13 Changes
In Revision 12, an option was added so that the operator could enter Z at the description, and it would default to the description on the previous journal entry. However, no message displayed on the screen to specify that this could be done. In Revision 13, a message has been added to the screen that reads Enter ‘Z’ To Default Description From Previous Entry.
Rev 12 Documentation
General Ledger Entries is found on the General Ledger Data Entry menu, 1-1. A new feature to copy the description of one entered account entry to another has been added. The description writes into the General Ledger, Gldistd File. This is a time saving feature when entering a journal entry and the same description of the entry is desired for all of the G/L accounts that are distributed within the journal entry.
To activate the repeating description at the first input in the Special Instructions field, enter the letter Z. The letter Z must be entered at the very first input in order for the description to be copied from the previous account.
9/24/97 General Ledger Entries For 9/24/97 Month 9 7:02
Account Amount Cumulative Entry Account Name Special Instructions
610102 -50.00 -50.00 9/24/97 BR 1 TRAVELTO ADJUST TRAVEL
610104 50.00 .00 9/24/97 BR 2 - TRAVZ
In the above example, the description entered in Special Instructions for account 610102 is To Adjust Travel. At the first input at Special Instructions for account 610104 a Z is input. The description of the journal entry in Special Instructions for account 610104 than becomes To Adjust Travel.
9/24/97 General Ledger Entries For 9/24/97 Month 9 7:02
Account Amount Cumulative Entry Account Name Special Instructions
610102 -50.00 -50.00 9/24/97 BR 1 TRAVELTO ADJUST TRAVEL
610104 50.00 .00 9/24/97 BR 2 - TRAVTO ADJUST TRAVEL
TOT Control No 31513
Entering a TOT to complete one complete journal entry does not prevent the Z from repeating the journal entry on the next entered account. As an example in the above sample if another account is input and a Z is entered that account also has the description To Adjust Travel, even though the entry has a separate control number. Note, if a Z is input on the very first G/L account entered upon entry to the program the Special Instructions for that account is blank.
A carriage return entered at the first input for Special Instructions writes the description from the Chart Of Accounts for the entered account on that journal entry line. You also may enter whatever special instructions is desired. Entering ERROR at Special Instructions returns the cursor to the Account prompt.