Journal Inquiry

The Journal Inquiry Conversation provides access to journals and their transactions.  Summary journal information can be displayed for a range of fiscal periods and journal numbers.  Allocation journals not yet posted can be reversed through this conversation.  Originating Accounts Receivable or Accounts Payable documents for a transaction can be viewed if the transactions were passed to the General Ledger module in detail.  To use the Journal Inquiry Conversation, follow the procedures listed below.

Select Inquiry Range

1.   Enter the Journal Inquiry posting and inquiry option on the GLMENU.  This displays the Journal Inquiry Range Selection Screen (GL130S01).

Select Journal Range

2.   Enter the location and the range of fiscal periods for which journals will be displayed.  All current year journals will be displayed if the from/to period and year fields are blank.  To select all journals for the requested fiscal periods leave the from and to journal fields blank.  You can also specify journal number ranges within a range of fiscal periods.  After the fields are entered, press the ENTER key.

Display Journals

3.   This causes the Journal Inquiry Journal Selection Screen (GL 130S02) to be displayed.  This screen lists summary information for all journals in the specified ranges.  If a single journal is entered on the Range Selection Screen, this screen is bypassed and the Journal Inquiry Detail Screen is displayed.

The roll keys are used to page forward (Rollup) and backward (Rolldown) through the journals.  You can modify the displayed roll factor to scroll any number of lines with each roll operation.  The roll factor is initially set to 12.  Note that if you set the roll factor larger than 12, the number of journals that can be displayed on the screen, only the last 12 journals are displayed after each roll operation.

Review Line Items

4.   To display the line items for a specific journal, enter an X in the select field corresponding to the journal, and press the ENTER key.  The Journal Inquiry Detail Screen (GL130S3A), is displayed.  This contains the transactions of the specified journal.

The detail screen is originally displayed in a one-line format.  To review data on the second line, press F6-Fold/Truncate.  To return to the one-line format, press F6 again.

You can use the roll keys to page forward (Rollup) and backward (Rolldown) through the transactions.  You can modify the displayed roll factor to scroll any number of lines with each roll operation.  The roll factor is initially set to 8.  Note that if you set the roll factor larger than 8, the number of transactions that can be displayed on the screen, only the last eight transactions are displayed after each roll operation.  To return to the selection screen from the detail screen, press either the ENTER key or F8-Selection.

View Transaction Originating Document

5.   To display the originating document for a transaction, enter X in the select field next to the transaction and press ENTER.  The originating document from either AR or AP is displayed.  Note that if the journal type is not AR or AP, the originating document for the transaction may not be viewed.

Reverse Allocation and Open Journals

6.   To reverse an allocation journal, first enter data in the enterable fields on the Selection Screen and select the allocation journal to be reversed.  Allocation journals are identified by a type code of A.  Note that only journals that were generated from allocation distribution processing or journals that were left open due to system failure can be reversed through this process.  Also, only allocation journals not yet posted can be reversed.  Press the ENTER key to display the Detail Screen.

To reverse the journal from the Detail Screen, F13-Delete Journal.  A confirmation message appears on the screen to verify that you want to reverse the journal.  Reversing transactions will be generated and the Selection Screen redisplayed.  Comments written about the journal will also be deleted.

Print Journal

7.   To print the line items for a journal, first enter data in the enterable fields on the selection screen.  Select the journal to be printed and press the ENTER key.  The detail screen for the journal will be displayed.  Press F15-Print to print the line items for the journal.

When the print processing is complete, the detail screen is redisplayed with the message Print request completed.  Press the ENTER key or F8-Selection, to return to the search screen.

Select New

8.   To select journals for a different location, range of journals, or range of fiscal periods, press F7-Search from any Journal Inquiry Conversation Screen.  A blank Selection Screen is displayed and a new location, journal number range, or fiscal period range can be entered.

Display Foreign Amount

9.   In a multi-currency environment, the foreign journal and transaction amounts can be displayed by pressing F19 - Foreign Amount.  F19 serves as a toggle key between the display of foreign amounts and base amounts.

Read Comments

10.  If the Comments field is displayed, you may read comments written about the transaction by pressing F12 - Comments.  The Journal Comments Inquiry screen (GL065S01) is displayed.

End Session

11.To end the session, press F3-Exit from any Journal Inquiry Conversation Screen.  This causes the GLMENU to be displayed.