WILLIAMS GENERAL LEDGER 6/12/96
DSP01 JOURNAL VALIDATION HEADER
REVIEW
Company/Location 001 BRU
Journal NG517K
Period/Year 5 1996
Date 51796 VAT Cd/included N
Batch Number
Book Code GL Comments N
Reversal Code Statistics Only N
Recurring Jrn Recurr Jrn Num
Ref1/Ref2 Jrn Description
Currency Code USD Exchange Rate .02632
Control Actual Difference
Trans 2 2
Debit 100.00 100.00 .00
Credit 100.00
Qty .00 .00 .00
F3=Exit F7=Prev Jrnl F8=Next Jrnl F10=Function Select
F20=Search F22=Accept Journal F23=Accept w/ Error F24=More Keys
This conversation is used to enter manual journals in the general ledger. You may also choose previously defined recurring journals here; the recurring journal information will be displayed and you can change what you wish for this manual journal.
The first screen of this conversation is used to enter the common, header-level information and control amounts for the journal. Subsequent detail screens allow you to enter the individual transactions in the journal.
The control amounts entered on this screen will be compared with the actual amounts entered for the detail transactions. Unless the control totals equal the actual amounts entered, the journal will not be posted.
Debits must equal credits for financial amounts within the journal. Because of the different units of measure possible for statistical account information, statistical quantities are not required to balance.
In a multiple currency environment, all amounts are entered in the currency designated on this header screen. The base currency amounts are calculated using the current exchange rate defaulted or you may override the rate.
COMPANY/LOCATION
Required (Display only in review mode). The combination of company and location fields defines a legal entity to the system. Company/location indicates a 'set of books' in the overall financial structure. The journal will be posted to the books of the company/ location identified here. The company/location must exist on Reference File category 002.
JOURNAL
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.
PERIOD/YEAR
Required. Identifies the fiscal period/year to which this journal will be posted. It cannot be less than the current period/year defined on Reference File category 106 (the prior period adjustment conversation must be used for transactions earlier than the current period).
DATE
Required. This date reflects the date the journal is entered. It can be entered in MMDDYY, DDMMYY, or YYMMDD format, as defined for the system in Reference File category 049.
VAT CODE/INCLUDED
Optional. If the VAT in GL flag is ‘Y’ in Reference File category 132, then VAT processing will be used in GL. A normal VAT code may be entered in this field and must exist on Reference File category 114 for this company/location. If a VAT code is entered, it will be defaulted to each detail line of the journal.
The VAT Included flag must be either ‘Y’ or ‘N’ in a VAT environment and must be ‘N’ or blanks in any other environment. If this flag is set to ‘N’, then the total amounts of all lines with the same VAT code are accumulated, and the VAT amount is calculated on top of the accumulated amount. If this flag is set to ‘Y’, the VAT amount is already included in the entered amounts. Therefore, the total amounts of all lines with the same VAT code are accumulated and this total amount is split into a goods value amount and a VAT amount.
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).
BATCH NUMBER
Optional. If entered, this batch number will be used to sequence journal transaction edit list reports, to accommodate manual batch control procedures.
BOOKCODE
Optional or required depending on company/location. For system assigned journal numbers, the bookcode will be used to create the journal number if it is required. If not required, the default bookcode for the company/location is used. The bookcode will be validated against Reference File category 136 for the entered company/location whatever journal numbering method is taken. This field not enterable in Header Review mode.
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 the Enter key, the Journal Comments Maintenance screen (GL060S01) will be displayed. If you enter a Y and comments already exist for the journal, the existing comments will be displayed and can be maintained from the Journal Comments Maintenance screen (GL060S01). If you enter a N and press the Enter key, the Detail screen (GL010S2A) will be displayed. This will only occur if there were no errors on the Header screen.
REVERSAL CODE
Optional. Enter 'R' if you want the system to automatically create reversing entries for this journal in the next period. Leave this field blank if this journal should not be reversed in the next period.
STATISTICS FLAG
Required. Set this flag to 'Y' only if all transaction lines for this journal will contain statistical entries only. An 'N' indicates that the transaction lines will contain financial information. The format of the detail screen is determined by the value of this field.
RECURRING JOURNAL TYPE
To use a predefined recurring journal as the basis for this manual journal, enter an 'R' in this field, and the specified recurring journal will be loaded and can be changed as you require. Blanks indicate a manual journal for which you will enter all detail.
RECURRING JOURNAL NUMBER
This field must be entered if you entered 'R' in the recurring journal type field. The journal number entered here must exist on the recurring/standing journal file.
REF 1/REF 2
Optional. This field may be used to enter user-specific information about a journal transaction. Reference 1 and Reference 2 fields are used as the criteria for project accounting reporting.
JOURNAL DESCRIPTION
Optional. This field is used to enter any additional information about a journal transaction. This description is automatically duplicated on all transactions for this journal, although each transaction description can be changed, as desired.
CURRENCY CODE
Optional. In a multiple currency environment, the currency code must be defined on the currency master file as valid for this company/location. Valid transaction currencies are also specified on the account master. If the currency code on the account master is 999, all valid currencies for the company/location may be processed against the account. If a specific currency code is defined on the account master, all transactions to the account are restricted to the specified currency.
EXCHANGE RATE
Optional. This can be entered only when a currency code has been entered. The exchange rate is used to convert from the currency of the journal to the base currency of the company/location. Based upon the operation code defined on the currency master file, this rate will be used as a multiplier or divisor in the conversion calculation. The current exchange rate defaults from the currency master file, but can be overridden.
CONTROL ITEM COUNT
Required. The total number of debit and credit transactions for this journal. This control total will be compared with the actual item count calculated by the system as transactions are entered. The control total must equal the actual for the journal to be valid for later posting. For a journal with VAT, lines will be created automatically for every VAT code used in the journal. These lines should be included in the total you enter.
ACTUAL ITEM COUNT
Display only. The system-calculated total number of debit and credit transactions entered for this journal on the detail screen.
ITEM COUNT DIFFERENCE
Display only. The difference between the control count and the actual item count. The journal cannot be posted until this difference equals zero.
CONTROL DEBIT BALANCE
Required (for financial journals). The total debit balance for this journal. This control total will be compared with the actual debit balance calculated by the system as detail transactions are entered. This control amount must equal the actual amount for the journal to be valid for later posting. For a journal with VAT not included, the VAT amount has to be added to the total.
ACTUAL DEBIT AMOUNT
Display only. The system-calculated total debit amount for this journal. It is calculated from the information entered on the detail screen.
DEBIT AMOUNT DIFFERENCE
Display only. The difference between the control debit amount and the actual amount. The journal cannot be posted until this difference equals zero.
ACTUAL CREDIT AMOUNT
Display only. The system-calculated total credit amount for this journal.
CONTROL QUANTITY
Required (for statistical journals). The total statistical quantity for this journal. This control total will be compared with the actual quantity calculated by the system as detail transactions are entered. The control total must equal the actual for the journal to be valid for later posting.
ACTUAL QUANTITY
Display only. The system-calculated total statistical quantity for this journal. It is calculated from the information entered on the detail screen.
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
F3 - Return to the General Ledger 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 - Close the current journal transaction that has been worked on and displays a blank header screen in enter mode. No files are updated. (Displayed in review mode with enter, inquire authority).
F13 - Used to cancel in enter mode or delete displayed journals in review mode. If you entered comments for the journal header or detail, they will also be deleted.
F18 - Accept the journal and submit it for approval. If the journal has errors, it will not be accepted. If the journal is valid, both the header and line records are placed on the Journal Transaction File.
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 - Write the detail and header information to the Valid Journal Transaction and Header files. (Displayed in enter mode (active header record) or review mode with update authority).
F23 - Close a journal that has errors. Both the 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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