G/L transaction entry (FSR02001)

Related topics

• Enter a G/L transaction with a specific document number
• Enter VAT on G/L level
• Manually enter a payment in the G/L
• Manually enter transactions where one voucher contains several document numbers
• Work with voucher numbers at manual entry

On this panel you enter pure G/L transactions. The transactions will be listed on the display as you enter them, with debit, credit and difference totals in system currency on top of the panel. On the bottom part you do the actual entering.

All postings entered manually can be maintained freely, but for postings created by the system, there are some exceptions:

• Postings with VAT postings on G/L level created on this panel can be maintained, but if you delete them, the VAT postings will be deleted also. If you delete the VAT posting, the base posting will be deleted as well.
• Elimination postings belonging to the next accounting year cannot be changed or deleted separately. Although, when the base posting is maintained, the elimination posting is changed accordingly and when the base posting is deleted, the elimination posting is deleted as well.
• Postings created through automatic allocation cannot be maintained, except for the base postings, where only the text can be changed. If you delete a base posting, all allocation postings will be deleted as well.
• Postings created through the Cash book entry panel can be retrieved for maintenance or deletion by marking the control account posting or by clicking Cash book entry. When you click OK the Cash book entry will be retrieved directly and can be changed or deleted. The postings created on the Cash book entry panel cannot be maintained on this panel.

Function keys

Acct period

Batch number

Voucher date

Displays the voucher date you entered on the journal header panel. It is valid until you change voucher number by clicking Next voucher no which will open the field for input. The date may also be changed from the journal header panel if the voucher number is changed from there. Note: You cannot have different voucher dates for the same voucher number.

Voucher no

Displays the voucher number you entered on the journal header panel. It is valid until you clicking Next voucher no to get the next free number or return to the journal header panel where it can be changed, manually or automatically, to another number for the same or another voucher type.

Voucher type

Displays the voucher type you entered on the journal header panel. It is valid until you return to that panel, where it can be changed to another type.

Document dte

Displays the document date you entered on the journal header panel. The system uses the voucher date as document date. It is valid until you change document number by clicking Cash book entry to revise your entries.

Document no

The document number is open for entry if the document type has document number handling based on a separate document number series. Click Next document no to retrieve the next free document number. If not, the system will use the voucher number as document number.

Document tpe

The system proposes the user document type defined for the system document type G/L when you start your entries, but you may change to another document type with system ID G/L. It is also possible to define a document type as default for your G/L transactions in the transaction entry template for G/L.

Per

This column lists the periods in which G/L transactions have been entered for this batch.

Account part 1-8

In these columns, the account combinations to which the G/L transaction is to be posted are listed.

Quantity

This column lists the quantities for the entered G/L transactions, if any.

Qtcd

Displays the quantity measure code for the G/L transaction.

System amount

Displays the system amount, if entered.

Transaction amount

Displays the transaction amount.

Currency

Displays the transaction currency.

Dt

Displays the document type of the transaction.

Doc no

Displays the document number of the transaction.

Account description

Displays the description of the main account number.

Transaction text

Displays transaction text, if entered.

Per

Account part 1-8

Amount

The document type validates the sign for the amount, i.e. whether or not positive, negative or zero amounts are allowed. The system automatically assumes that the amount is stated in system currency, unless you enter another currency code in the currency field. If there is a difference between the entered debit and credit amounts, the difference, in system currency, will be proposed for entry.

VAT amount

Note: If you have activated the Cash book routine in your system and you have entered a document type intended for this routine, then the VAT can be handled either on G/L level or on document type level. When VAT handling code is set to YES for a Cash book document type this will override the VAT handling on G/L level, and the VAT for the document will be handled through the VAT amounts/default accounts entry panel.

Vc

Text

Enter a text for the transaction, or state a text key from Work with entry texts.

Quantity

Note: A warning message will be displayed if a quantity code is set up for a main account in the chart of accounts and no quantity is entered in Quantity, or if both Quantity and Qt c are left blank.

Qt c

Note: If a quantity code is set up for a main account in the chart of accounts, please note the following:

• The quantity code entered in this field must match the code that is defined in the chart of accounts.
• A warning message will be displayed if no quantity is entered in Quantity, or if both Quantity and Qt c are left blank.

Curr

If the transaction amount is in system currency, you can leave this field blank, but if the amount is in another currency, you must enter a currency. If the main account is dedicated to a specific currency, the code for that currency will be defaulted if the field is left blank.

E

Mandatory entry. Set to YES to activate the Elimination function. A reverse transaction will be created in the elimination period for each manually entered transaction until you set off the elimination function again by changing to NO. The period in which to eliminate is the transaction period plus the relative number of periods defined for eliminations in the G/L control file.

As elimination embraces more than one accounting period, a voucher type without date control (Date control = NO) is mandatory.

You may create eliminations even in the next accounting year. If you do so, you are obliged to use a document type defined to use number series (Handling code = 1). The number series must be continuous (Series type = 2) and without duplicate control (Duplicate control = NO).

Note: If you activate the Elimination function, you are not allowed to make any allocations for the entered amount or quantity.

C

If you are making corrections for rounding errors in system currency, and do not want an entry to be made in transaction currency, then set this field to YES. This will allow you to enter the system amount only.

P

This field may already be defaulted by the system, if defined in the G/L control file for G/L transactions.

L

This field may already be defaulted by the system, if defined in the G/L control file for G/L transactions.

Cur.pr

System amount

Account description

Displays the description of the main account number.

Transaction text

Displays transaction text, if entered.