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defining the general journal form

General journal transactions are posted to the General Ledger from within the General Ledger module and from modules external to the ledger e.g. sales orders, purchase orders, receiving slips, purchase invoices etc.  Set header details are automatically populated when sourced externally.  Drill down on the field Source is available with a double-right mouse click.

Field Description
Set No. Automatically generated when the form is saved.  Numbering is controlled by the field GLSetNo in the form System Numbers accessed from the System menu.
Type There are three options:
  • Normal - to post day to day journal sets
  • Template (Not posted) - or recurring is a journal set created as a template for regular journal transactions with repeating instructions set to control the posting of sets created from the template.  The journal created from the template is posted when an Auto Journals transaction is created for the relevant posting date
  • Pending (Not posted) - a journal set with no posting date so that it can be held until required.
Description Populated with the source details when posted from another module or manually entered when created as a General Journal.
Source Details the source document - e.g. JIWA Stock Take.  Local is populated into the field when creating General Journals and the field is disabled.
Staff User name
Posted Date The date of the journal
Posted Period Period description of the journal
Reverse The only change that can be made to a Normaljournal entry once it has been saved is to reverse the entry. (The exception is the modification of BAS Codes).  The entire journal set must be reversed, as line changes cannot be made.  The reversal parameter options are:
  • Next Period Start - automatically populated with that date
  • Specific Period Start - select from a list box
  • On a Specific Date - enter in the relevant date

The journal is posted using the Automatic / Standing Journal form.
Repeating Every Fields are enabled when Type Template is selected.  Options are:
  • Days
  • Months

E.g. - for a journal to repeat quarterly enter in 3 Months.
Next Posting Date the journal is due.  This field is automatically updated when Automatic / Standing Journal has been run according to the repeating instructions.
Repeating End Box is ticked if the Template journal has a specific end date.  Box to be ticked and date entered.

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