General Ledger - Journal Entry | PowerSchool Atrieve

The Journal Entry program allows you to enter journal entries to the system. It provides the ability to create and save ordinary, recursive, and reversing journal entries. The Quick Entry feature allows you to make changes to the dollar amounts on Recurring Journal Entries all on one screen.

Cancel	Click Cancel to exit the journal entry maintenance program and post batch totals.
Create	Click Create to create a new journal entry. You will be presented with the following options.
Load	Click Load to load the saved journal entry on which your cursor is placed. The type of journal entry will be displayed beside each saved entry. Once selected, the program will proceed directly to the Journal Entry Summary screen.

If Create was chosen, the following appears:

Cancel	Click Cancel to exit the Create Menu and return to the Main Menu.
Ordinary	Click Ordinary to create an ordinary journal entry. Once selected, the program will proceed directly to the Journal Entry Detail screen.
Recurring	Click Recurring to create a recurring journal entry. Once selected the program will proceed directly to the Journal Entry Detail screen.
Reversing	Click Reversing to create a reversing journal entry.

If Reversing is selected, the following window will appear

Yes

Click Yes to create a reversing journal entry from an existing batch. You will be prompted for a valid batch code. NOTE The batch you are reversing must be finalized. The program will load all journal entries related to the batch code specified and perform a reversal on all amounts. The reversed journal entry will then be displayed in the Journal Entry Summary Screen.

Note: Although it is currently possible to reverse entries from any batch, please pay special attention to the type of batch entered. Reversing your PO entry or invoice entry batches may result in severe consequences.

Click No to create a reversing journal entry from scratch. Once selected, the program will proceed directly to the Journal Entry Detail screen.

Journal Entry Detail Screen

The Journal Entry Detail Screen allows you to enter all information related to a journal entry line item. This includes all GST information, if applicable.

The following prompt will only appear if the GST tax option is enabled in the master profile.

Yes

Click Yes if GST is to be calculated for this journal entry.

Click No if GST does not apply to this journal entry.

GL/SL Account

Enter the GL and/or subledger account number the journal entry is charged to. The default account will be the last account entered and the account description will display at the bottom of the screen. Entry of a blank account will terminate the entry and take you directly to the journal entry Summary Screen.

Source Code

Enter the journal entry source code. This source code is a mandatory field; however, it is not validated against any database in the system. The default will be the last source code entered.

Purchase Order #

Enter the PO number related to this journal entry line. The PO number entered will not be validated against the purchasing system. If a PO number is entered, you will be required to enter a commitment amount for the journal entry line.

Commitment Amount

Enter the commitment amount for the PO specified. A positive amount will be treated as a debit and a negative amount will be treated as a credit to the commitment/encumbrance side of the account specified. This prompt will be skipped if no PO number was entered.

Reference/INV #

If applicable, enter the reference or invoice number related to the journal entry line. This field is not validated against the invoicing system. If a reference or invoice number is entered you will be required to enter an expense amount for the journal entry line. The reference # can be setup as an automatic number, using the following format: PPNNNNNNUUUUUU.

PP is the JE prefix, defined in the Finance User Profile.

NNNNNN is the JE number, defined in the Finance User Profile.

UUUUUU can be any additional text that should be part of the reference # (ex. user's initials). This text is always the same and can be setup on a user by user basis, based on the following symbol: TSC$User_INITIALS. For user specific text this symbol should be defined in each user's login file.

The three components of the automated reference # do not all have to be used.
If you override the automated reference #, the system will still calculate the next automated reference #, based on the settings in the user profile and the user specific symbol.

Expense Amount

Enter the expense amount for the reference or invoice number specified. A positive amount will be treated as a debit and a negative amount will be treated as a credit to the expense side of the account specified. This prompt will be skipped if no reference or invoice number was entered.

J/E Description

Enter the description of the journal entry line. it defaults to last description entered.

If you selected 'Y' for GST to be calculated on this journal entry and entered an expense amount for this line item, the following prompts appear

Calculate GST Online

Enter Y if GST is to be calculated on this journal entry line item.
Enter N if GST is not applicable to this journal entry line. Proceed directly to the field to change prompt.

Is GST Embedded

Enter Y if the GST amount is included in the expense amount entered. The expense amount will be reduced by the amount of tax calculated.
Enter N if the GST amount is to be added to the expense amount entered.

Enter Amount of Tax

Enter the amount of GST for this journal entry line item. The system will calculate a default amount based on the information provided above. You may accept this default amount or override it and enter a different amount.

If the GST account is an expense account, the following prompt will appear.

GST 100 % Exempt

Enter Y if the GST exemption percentage is correct.
Enter N if you wish to modify the GST exemption percentage.

A prompt will appear at the position where the GST exemption percentage is currently displayed, allowing you to enter a new exemption percentage. Once you have entered the exemption percentage, the program will return to the prompt displayed above and force you to verify the new exemption percentage.

After all GST information has been entered, the amount exempt, rebate amount, tax credit, and GST payable will display as calculated by the system. Proceed directly to the field to change prompt.

Journal Entry Summary Screen

The Journal Entry Summary screen displays a summary of all journal entry line items. The journal entry totals will be displayed at the bottom of the screen. Press use lookup to locate a specific line item in the list.

Post Entry	Click Post Entry to accept the journal entry and post the totals. A message will appear as the program processes the journal entry. Note: Montana sites will see an additional screen which summarizes the debits, credits and totals for each fund.
Cancel	Click Cancel to cancel processing of this journal entry and proceed to the Main Menu. Any entries made will be lost unless the journal entry is saved prior to selecting the cancel option.
Insert	Click Insert to insert a line item directly above the line currently highlighted in the list of journal entries. The program will take you to the Journal Entry Detail Screen.
Modify	Click Modify to modify the line item currently highlighted in the list of journal entries. The program will take you to the Journal Entry Detail Screen. Note: If you are modifying a recurring or reversing journal entry, and you wish to save these changes as the new defaults, you MUST click Save to save at the entry Before you accept.
Delete	Click Delete to delete the line item currently highlighted in the list of journal entries. The program will take you to the Journal Entry Detail Screen.
Save Draft	Click Save Draft to save the journal entry. You will be required to enter a unique journal entry name. If the journal entry was loaded from the journal entry save file, the default will be the current name of the journal entry. A message displays as the program saves the journal entry and you will proceed to the Main Menu. Entering a blank journal entry name will abort the save and return to the Journal Entry Summary Screen.
Print	Click Print to print an on-line report of the journal entry information.
J/E Type	Click J/E Type if you wish to change the journal entry type. The default will be the current journal entry type.

If Delete was selected, the following prompt will appear

Yes

Enter 'Y' to delete the journal entry line item from the list and return to the Summary Screen.

Enter 'N' to abort delete and return to the journal entry Summary Screen.

If Print was selected, the following prompt will appear

Yes

Click Yes to print the report. If GST is enabled, you will be prompted to select whether you wish the GST Information to be printed.
Click Yes to print the GST or No to print the report without the GST.

Click No to abort printing and return to the Journal Entry Summary Screen.

If J/E Type was selected, the following prompt will appear:

Ordinary	Click Ordinary to change the journal entry type to an ordinary journal entry.
Recurring	Click Recurring to change the journal entry type to a recurring journal entry.
Reversing	Click Reversing to change the journal entry type to a reversing journal entry.

If creating a recurring journal entry, you will be required to enter a unique journal entry name to save the journal entry. A message appears as it saves the journal entry and you will proceed to the Main Menu.

If you loaded a recurring entry, you must Click Save to save any modifications made.

The following options appear if Load Recurring journal entries was selected

Click Quick for Quick Entry. This provides a faster way of modifying dollar values on a Recurring Journal Entry.

Note: GST calculation will be based on how the original journal entry was created. If the original journal entry had GST embedded, the dollar amount entered on the 'Quick' screen also calculates the GST as being embedded.

Post Entry	Click Post Entry to accept the quick entry amounts and return to the Journal Entry Summary screen. The summary screen now reflects all changes made in quick mode.
Cancel	Click Cancel to cancel the quick entry changes and return to the Journal Entry Summary screen with the original Recursive entry displayed.
Resume	Click Resume to resume quick entry from the account which is highlighted.
Reference	Click Reference to change the reference description on this journal entry.
Description	Click Description to change the description. This will function in the same manner as the 'Reference' menu option.

The following window will appear (Reference Option)

Enter up to 10 characters of new reference description. The system will modify the entire journal entry reference field and replace it with this description.

The following appears if the Load JE option from main menu was selected

Click Erase to completely erase a journal entry from the journal entry save file. The following window will appear.

Yes

Click Yes to erase the journal entry from the journal entry save file and proceed to the Main Menu.

Click No to abort erase and return to the journal entry Summary Screen.

If the journal entry is Unbalanced, the following window will appear.

Yes

Click Yes to ignore the fact that the journal entry is unbalanced and process it anyway.

Click No if you do not wish to continue processing.