Creating Manual Journal Entries

Overview

Use this job aid to enter manual journal entries into the General Ledger. This job aid can be used to: post an adjustment to the balance in the general ledger to the balance in the subsidiary ledger, to post an accrual entry to the general ledger, to post a transaction that is not maintained in the subsidiary accounts (for example, depreciation of fixed assets), and to record a transaction into the general ledger that was back-dated when recorded in the subsidiary ledger (for example, an additional invoice transaction may have been entered in Inventory after creating the system journal entries, it may be quicker to simply post a manual journal entry than to reverse the system journal entries and then recreate them). Or to enter beginning balances for a new company or dataset (entered with LDG date one day prior to dataset going live). A manual journal entry may contain a maximum of 99 lines.

To create manual journal entries:

From the Toolbar, click LDG for General Ledger.
From the General Ledger menu, select Journal Entries, and then select Manual Journal Entries.
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.
In the Description box, type descriptive information about the manual journal entry. This information is available for printing on the journal entry reports and for viewing through inquiry options.
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.
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. Can use employee’s initials to keep track of who created the entry.
In the Date box, the end date for the journal period will display and may be changed to indicate the actual date of the manual journal entry.
Click OK.
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 3 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.
In the G/L Account space 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.
In the Debit or Credit Amount and Quantity boxes, type the appropriate debit or credit dollar amount or quantity.
Click OK.
Click Insert.
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 3 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.
In the G/L Account space 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.
In the Debit or Credit Amount and Quantity boxes, type the appropriate debit or credit dollar amount or quantity.
Click OK.
Click Back.
Verify Debits and Credits match.
Click Save.
At the Create The Journal Entry Are You Sure? prompt, click Yes.
If the next general ledger journal period exists, At the Reverse Next Period? prompt, type Y if you want to generate and post a journal entry with offsetting amounts and quantities in the next journal period, or type N if you do not want to generate and post a journal entry.
If Agris will not let you save then verify the debits and credits match.

Learn more about Journal Entries feature: