WILLIAMS GENERAL LEDGER 12/22/92
DSP01 INTERCOMPANY JOURNAL ENTRY VALIDATION HEADER
ENTER
Company/Location 001 BEL
Journal GL0036
Period/Year 12 1992
Date 122292
Batch Number Reporting Class C
Book Code GL Comments N
Ref1/Ref2 Jrn Description
Currency Code USD Exchange Rate 1.00000
Control Actual Difference
Trans 1
Debit 1,000.00 .00 .00
Credit 1,000.00
Qty .00 .00 .00
F4=Prompt F13=Cnl/Dlt Jrnl F22=End Jrnl F23=Accept w/ Error
This screen is used to enter or display common journal data and control amounts for intercompany journals. Intercompany Journal Header screen common data and control amounts are then redisplayed on the Intercompany Journal Detail screen. Control amounts are compared with actual amounts once all transactions are entered. The screen is redisplayed if any out-of balance conditions are detected.
COMPANY/LOCATION
Required (Display only in review mode). Identifies the entity for which the journal is created. Most of the transaction entries will be posted to this company/location. It will be the default for every detail entry line. Since the journal is an intercompany journal, the entries for this company/location are typically offset by entries that are posted to another company/location. The receiving company/locations for the offsetting entries are specified on the detail screen.
JOURNAL NUMBER
Required (Display only in review mode). The journal number may be manually entered, assigned by the system or assigned by the system with manual override permitted. If you are using ‘manual’ or ‘both’ journal numbering (defined on Reference File category 132), then you may enter a journal number in this field. Press F4 to display a window of unused numbers. Select an unused number from this window and press Enter. If you are using ‘both’ and the journal number is left blank, then it will be assigned automatically. If you are using automatic journaling, then this field must be left blank. The next available journal number for automatically assigned numbers is controlled through Reference File category 136.
FISCAL PERIOD
Required. The period in which the journal will become active.
FISCAL YEAR
Required. The year in which the journal will become active.
JOURNAL DATE
Required. The date to be associated with the journal.
BATCH NUMBER
Optional. A number used to associate this transaction with other journal entry transactions.
REPORTING CLASS
Required if management accounts are used. Enter the management reporting class to be assigned to the journal. Only transactions of this reporting class can be made to the journal. Valid values are:
C - Common
F - Fiscal
M - Management This field is only displayed if the Use Management Accounts flag on Reference File category 133 is set to yes (Y).
BOOKCODE
Optional or required, depending on the company/location. Whether the bookcode is required is specified on Reference File category 132. If the bookcode is not required, a default bookcode (AR for Accounts Receivable, AP for Accounts Payable, IA for Inventory Accounting, and GL for General Ledger) is used. If the journal number is assigned by the system, the bookcode will become part of the journal number. The bookcode will be validated against Reference File category 136 for the entered company/location for whichever journal numbering method was taken.
COMMENTS
Optional. Valid values are Y (yes) and N (no). To add comments about the journal header, enter a Y in this field. After you enter all required information on this screen and press Enter, the Journal Comments Maintenance screen (GL060S01) will be displayed. If you enter a Y and comments already exist for the journal, they will be displayed. You may maintain these comments from the Journal Comments Maintenance screen (GL060S01). If you enter a N and press the Enter key, the Detail screen (GL010S2A) will be displayed, if there were no errors on the Header screen.
REF 1/MAJOR REFERENCE
Optional. A five-position numeric field used to enter user-specific information about a journal transaction. Typical information entered in this field includes invoice numbers or vehicle numbers.
REF 2/MINOR REFERENCE
Optional. A four-position alphanumeric field used to enter user specified information about a journal transaction.
JOURNAL DESCRIPTION
Optional. An 18-position alphanumeric field used to enter any additional information about a journal transaction. This value is automatically duplicated on all transactions lines.
CURRENCY CODE
Optional. The currency in which amounts will be entered for this transaction. If it is not equal to the base currency of the specified company/location, you can enter the exchange rate that should be used to translate the amounts into the base currency. If you leave this field blank, you must enter amounts in the bookkeeping (base) currency for the company/location.
EXCHANGE RATE
Optional. This can be entered only when the Currency Code field has been entered. It is the exchange rate that will be used to convert entered amounts from the currency specified in the Currency Code field into the bookkeeping currency for the company/location. If you leave this field blank, the exchange rate defined on the Reference File for these two currencies will be used.
CONTROL TRANSACTION COUNT
Required. The total number of debit and credit transactions that should be entered for the journal. It is compared with the actual item count to ensure that all transaction lines were entered. The journal cannot be posted unless this difference equals zero.
ACTUAL TRANSACTION COUNT
Display only. Actual number of credit and debit transactions in the journal. This total is compared to the control transaction count to ensure that all transactions were entered.
TRANSACTION DIFFERENCE
Display only. The difference between the control transaction count and the actual transaction count. The journal cannot be posted until this difference equals zero.
CONTROL DEBIT AMOUNT
o Required for journals containing financial amounts.
o Must be blank for journals containing only statistical information. The total of all debit amounts that should be entered for the journal. It is compared to the actual debit amount to ensure that all lines were entered correctly. The journal cannot be posted until the difference is zero.
ACTUAL DEBIT AMOUNT
Display only. The total of all debit amounts entered for the journal to date. It is compared to the control debit amount to ensure that all transaction lines were entered correctly. The journal cannot be posted until the difference is zero. The actual debit amount should also be compared to the actual credit amount to ensure that the journal is in balance.
DEBIT AMOUNT DIFFERENCE
Display only. The difference between the control debit amount and the actual debit amount. The journal cannot be posted unless this difference equals zero.
ACTUAL CREDIT AMOUNT
Display only. The total of all credit amounts entered in the journal. It should be compared to the actual debit amount to ensure that all transaction lines were entered correctly and the journal is in balance.
CONTROL QUANTITY AMOUNT
o Required for journals containing statistical amounts.
o Optional for journals containing both statistical and financial amounts. The total of all statistical quantities that should be entered for the journal. It is compared with the actual quantity amount to ensure that all statistical information was entered correctly. The journal cannot be posted until the difference equals zero.
ACTUAL QUANTITY AMOUNT
Display only. The total of all statistical quantities entered for the journal to date. It is compared to the control quantity amount to ensure that all statistical information was entered correctly. The journal cannot be posted until the difference equals zero.
QUANTITY DIFFERENCE
Display only. The difference between the control quantity and the actual quantity. The journal cannot be posted until this difference equals zero.
COMMAND KEYS
F2 - Display a window where a fast path option or mnemonic can be entered. Fast path allows the next menu selection to be made directly from this screen. When the window is displayed, pressing F3-Exit will remove it.
F3 - Exit the program and return to the menu.
F4 - Display a list of values for the field where the cursor is positioned. If you select one of the items from the list, it will be returned to the application screen.
F7 - Get the last closed journal from the Journal Transaction File and display the header. The Journal Transaction File contains journals closed in error. (Displayed in review mode only).
F8 - Get the next closed journal from the Journal Transaction File and display the header. The Journal Transaction File contains journals closed in error. (Displayed in review mode only).
F10 - Exit the current journal transaction and display a blank header screen. The blank header screen is displayed only for users with authority to enter and update journals.
F11 - Display the recap screen, which lists detail information for the journal in a columnar debit/credit format. From the recap screen, you can return to this screen by pressing Enter.
F13 - Cancel (in enter mode) or delete (in review mode) the displayed journal. If you entered comments for the journal, they will also be deleted.
F20 - Display the search screen, which shows journals entered in error. These can be selected and maintained. (Displayed in enter mode with update and inquiry authority or in review mode).
F22 - Update the Valid Transaction File with the detail information for the journal. Update the Valid Header File with the corresponding header information. (Displayed in enter mode (active header record) or review mode with update authority).
F23 - Close the journal with errors. Both header and line records are placed on the Journal Transaction File. If you are in enter mode, a blank header screen will be displayed. If you are in review mode, the next journal in error will be displayed.
F24 - Display additional command keys available from this screen.
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