You enter transactions in a batch (represented by a batch number) which becomes a journal (represented by a journal number) when you close the batch. The separate numbering is used to keep track of the G/L transactions that have not yet updated the General Ledger. Transactions in a batch are amendable, whereas transactions in a journal are not.
The system always updates the Accounts Receivable and the Accounts Payable directly with the A/R and A/P transactions as you enter them, but the update of the General Ledger is a later step, which depends on the value of the Transaction update parameter in the G/L control file:
| Value | Description |
|---|---|
| 1 | The system updates the General Ledger when the journal is created. |
| 2 | The system updates the General Ledger with all journals when you run the Update delayed G/L journals batch transfer routine. |
The following entry routines are available:
- G/L transaction entry
- G/L easy entry transactions
- A/R invoice entry
- A/R payment entry
- A/R settlement entry
- A/P preliminary invoice entry
- A/P final invoice entry
- A/P payment entry
- A/P settlement entry
- A/P goods-in-transit
There are two ways to initiate (start up) the manual transaction entry program:
Use entry option
If your system uses the entry option feature, then one menu item is available for each entry option. See About working with entry options for more information about the setup and use of entry options.
No entry options
If your system does not use the entry option feature, then you perform all manual entry under one menu item; Enter financial transactions.
You access all entry routines from this menu item, and mix different entry types in the same batch. A batch can contain an unlimited number of transactions, and only one user can work with a batch at one time.
Enquiries and printouts
- G/L transaction details – contains the G/L postings in batches that are still open.
- G/L transactions – contains the G/L postings that have updated the General Ledger.
- Balance enquiry – is used to display G/L balances.
- A/R transactions and balances – contains balances, details and settlement information for all A/R transactions that have been entered.
- A/P transactions and balances – contains balances, details and settlement information for all A/P transactions that have been entered.
- Preliminary invoices – contains all A/P invoices with status preliminary.
When the system updates the G/L, or the journal is in error, the system then prints the following reports: