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  13. Correct a G/L journal

Correct a G/L journal

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  1. Select the Work with journals in error menu item.
  2. You access Journal maintenance, Select journal which is the initial maintenance panel. The panel lists all of your journals that are in error. Use the fields at the bottom of the panel to narrow down your selection and click OK, or directly select the journal you want to update.
  3. You access the Journal maintenance – G/L postings detail panel indicating all of the invalid entries with an asterisk (*). The default view mode is Invalid transactions. Toggle Invalid, Valid or All to change view mode. Select the postings you want to update.
  4. You access the detail panel where the field which is in error is highlighted. Correct the error and click OK to update the journal. Note: You cannot alter control accounts and their amounts, nor add or delete any postings to the journals. You may have to rectify certain errors through tables and files in the system.

    5. Tip: If the journal error was created by an inventory event in DC1 Distribution and if parameter Logistic acc log (Save logistic accounting transactions to a log file) is set to YES in the G/L control file, then you have the option to trace the G/L transaction down to the inventory event that caused the accounting in DC1 Financials.

    Click Logistics accounting trans to access the Logistics accounting transaction log where all inventory transactions are saved when retrieved and transferred to the General Ledger.

  5. On that panel, highlight the transaction you want to make an enquiry on and select option Logistics transaction.
  6. You access the Inventory transactions enquiry where you can view the transaction details. For more information, see View logistics accounting log transactions.
  7. You return to the Journal maintenance – Select journal panel. Click Exit to initiate a “forced update”, if you print G/L journal reports when you update the corrected journals.
  8. You access Journal maintenance – G/L postings where you can do a forced update. Note: You would select a forced update if the journal is impossible to correct. The system will not update the postings in error. Instead, the debit or credit differences caused by the incorrect postings are posted to the default error account. If you have errors on the control account a “forced update” is not allowed. The posting will consist of one posting per unbalanced voucher with the same accounting period, voucher type, and voucher number as the original unbalanced posting.

    9. The voucher date for the error posting will be the actual date. You can do the contra posting for the error transactions through the manual transaction entry routine. For audit purposes it is advisable to check the error account at regular intervals. Use the account reconciliation routine for this purpose.

    Note: If you have error postings that balance within the voucher, that are incorrect debit and credit postings with the same accounting period, voucher type and voucher number that you summarised to nil, no error postings will be created. The detailed postings, before summarising, will then only be on the error list.

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