WILLIAMS GENERAL LEDGER 1/01/95
DSP01 RECURRING/STANDING JOURNAL ENTRY VALIDATION HEADER
ENTER
Company/Location 001 BRU
Journal GL0202
Journal Type R
Beg Period/Year 10 1995
End Period/Year 11 1995 VAT Cd/included V1 Y
Book Code GL Reporting Class C
Reversal Code Statistics Only N
Ref1/Ref2 Jrn Description
Currency Code BEF
Control Actual Difference
Trans 1
Debit 20 0,00 0,00
Credit 0,00
Qty 20 0,00 0,00
F2=Command F3=Exit F4=Prompt F20=Search
This conversation is used to enter or display journal data and control amounts for recurring and standing journals.
The purpose of recurring and standing journals is to minimize the data entry effort for frequently used journals. Both recurring and standing journals are a completely predefined journal that you can set up once and use over and over. The difference between the two types is recurring journals are selected through manual journal entry and may be changed as required through that conversation. Standing journals are selected through an off-line process; each standing journal may only be selected for posting once each accounting period.
Recurring and standing journals do not create any accounting entries until they are processed through the manual journal entry conversation or the off-line standing journal selection; and then through the posting process.
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 entry of the individual transactions in the journal.
The control amounts entered on this screen will be compared to the actual amounts entered for the detail transactions. The control totals must equal the actual amounts entered or the journal will not be valid.
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 and base currency amounts are calculated automatically.
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.
JOURNAL
Required (Display only in review mode). The unique number that identifies the journal.
JOURNAL TYPE
Required. Enter 'R' for a recurring journal or 'S' for a standing journal.
BEGINNING PERIOD/YEAR
Optional. Identifies the first fiscal period/year in which this journal will become active.
ENDING PERIOD/YEAR
Optional. Identifies the fiscal period/year after which this journal will become inactive.
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’. 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.
BOOKCODE
May be Optional or Required depending on specific company/location. For system assigned journal numbers, if the bookcode is required it will be used to create the journal number. 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 whichever journal numbering method was taken. This field is protected in Header Review mode.
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).
REVERSAL CODE
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.
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.
The exchange rate will always default to the current rate when the standing or recurring journals are used to create the accounting entries.
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.
ACTUAL ITEM COUNT
Display only. The system-calculated total number of debit and credit transactions entered for this journal.
ITEM COUNT DIFFERENCE
Display only. The difference between the control item count and the actual item count. The journal cannot be posted unless 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.
ACTUAL DEBIT AMOUNT
Display only. The system-calculated total debit amount entered for this journal.
DEBIT AMOUNT DIFFERENCE
Display only. The difference between the control debit balance and the actual debit amount. The journal cannot posted unless the difference equals zero.
ACTUAL CREDIT AMOUNT
Display only. The total of all credit amounts entered for the journal. It is calculated by the system.
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 total of all statistical quantities entered for this journal. It is calculated by the system.
QUANTITY DIFFERENCE
Display only. The difference between the control quantity and the actual quantity. The journal cannot be posted unless 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.
F13 - Cancel (in enter mode) or delete (in review mode) the displayed journal.
F20 - Display a list of all recurring and standing journals. The journals can then be selected and maintained.
F22 - Update the Valid Journal Transaction File with 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 a journal with 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.
|