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Use this job aid to add standard journal entries into the General Ledger. This job aid can be used to add the entry that will be posted in the job aid Posting a Standard Journal Entry. A standard journal entry contains specific general ledger accounts to be updated on a repetitive basis. The amounts and/or quantities vary from journal period to journal period. Debits and credits do not have to balance until posted to the general ledger.

To add a standard journal entry:

1. From the Toolbar, click LDG for General Ledger.

2. From the General Ledger menu, select Maintenance Options, and then select Standard Journal Entries.

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3. Select Standard Journal Entry Maintenance.

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4. In the Journal Entry # box, type the next available journal entry number numbered 1 through 9999.At the Journal Number Not Found - Is This a New Setup? type Y to create the standard framework.

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5. In the Journal Location box the default journal location selected in Setup Information displays, and cannot be changed.

6. In the Description box, type descriptive information about the standard journal entry. This information is available for printing on the journal entry reports and for viewing through inquiry options.

7. In the System Code box, type a two character abbreviation to identify the source system (for example: AR for Accounts Receivable, AP for Accounts Payable, FA for Fixed Assets). The system code is available for sort and range selections on the journal entry reports.

8. In the Source Code box, type a code that can be used to cross-reference audit information. The source code you enter here will default on the general ledger distribution lines

9. In the Location Code box, click Lookup or type * and press Enter, and then select the location code, or type the location code you want to enter manual journal entries for. The location code you enter here will default on the general ledger distribution lines.At the Nothing Found As Specified prompt, click OK.

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10. Click OKInsert.

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11. In the Loc On the journal entry reports and inquiry windows, this box is called the "G/L Location" and is available for sort and range selection reports. box, the location code you entered in step 10 displays. If the location where the general ledger distribution occurs is differentLocation Code box, click Lookup or type * and press Enter, and then select the location code, or type the location code you want to enter general ledger distribution lines for.In the G/L Account is the combination of an eight-digit account code, four-digit detail code, and three-digit profit center code from the chart of accounts. box, click Lookup or type * and press Enter, and then select the general ledger account code, or type the account code you want to enter manual journal entries for. The location code you enter here will default on the general ledger distribution lines for.

12. In the Debit or Credit Amount and Quantity boxes, type  the appropriate debit or credit dollar amount or quantity.

13. Click OK.

14. Click Insert.

15. In the Loc On the journal entry reports and inquiry windows, this box is called the "G/L Location" and is available for sort and range selection reports. box, the location code you entered in step 10 displays. If the location where the general ledger distribution occurs is different, click Lookup or type * and press Enter, and then select the location code, or type the location code you want to enter general ledger distribution lines for.

16. In the G/L Account is the combination of an eight-digit account code, four-digit detail code, and three-digit profit center code from the chart of accounts. box, click Lookup or type * and press Enter, and then select the general ledger account code, or type the account code you want to enter general ledger distribution lines for.

17. In the Debit or Credit Amount and Quantity boxes, type the appropriate debit or credit dollar amount or quantityAccount Code box, use the lookup button to choose the account code.

18. In the Source Code box, type a code that can be used to cross-reference audit information. The source code you enter here will default on the general ledger distribution lines.

19. Click OK.Click Back.

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20. Click Save.

21. At the Create The Journal Entry. Are You Sure? prompt, click Yes.

22. At the Reverse Next Period prompt, click Yes to reverse next period, or click No to continue without reversing next period.

23. Click OK.

24. Click Back./Exit.

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Learn more about Standard Journal Entry Maintenance feature:

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