GL40.1 - Journal Entry
Use GL40.1 (Journal Entry) to define and release journal entries. Each journal
entry must have at least one transaction line. There are two types of journal
entries; Normal and Intercompany. A Normal journal entry lets you manually
define the debits and credits for one company while an Intercompany journal
entry lets you create a journal entry between different companies. You can
also use an intercompany journal entry to define one transaction line.
When you release an entry, the system automatically creates balancing entries
according to the relationship defined in GL25.1 (Intercompany Relationships).
The entire journal entry process consists of defining the journal entry,
editing, releasing, posting, and if necessary, closing the period.
You can also create a split distribution to distribute a transaction line
amount over several periods. For example, if you pay rent or services in
advance for one year, you can use the split distribution feature to post part
of the prepaid amount from your prepaid expense account to the actual expense
account for each period. When you define a split distribution, the system
distributes the transaction line amount evenly to each period you select in
GL38.1. You can then adjust the scheduled amounts. To define a recurring
entry, choose the More button and then the Recurring button; or use GL70.1
(Recurring Journal).
After you release a journal entry, there are several programs available to
verify information is correct before posting. Use GL41.1 (Journal Analysis) or
GL45.1 (Journal Control) to view journal entries, GL42.1 (Journal Entry Log)
to display errors, or GL90.1 (Transaction Analysis) to view transaction
totals. If you include user analysis values, use SL40.1 (Error Transaction
Edit) to display errors and SL90.1 (Strategic Ledger Transaction Analysis) to
view user analysis totals.
You can also Quick Post a Normal journal entry to simulate posting a journal
entry using GL45.1. This updates account balances. The changes only appear in
General Ledger and Report Writer reports. If needed, you can back out and
change the quick-posted journal entry to correct errors before posting or just
run GL190 to post the journal entry.
If you use a Workflow system for approving journal entries, journal entries
that are greater than or equal to the approval amount defined for the company
on the Journals form tab in GL10.1 (Company) are routed to the Workflow system
for approval. These journal entries must be approved before they become
available for posting.
You can backpost a journal entry to create additional entries in a prior
period. This lets you correct past entries, reclassify a previous entry, or
correct a financial statement. To allow backposting, the period must be closed
with a Limited Close status and then reopened.
Use the Attachment feature to define additional comments or URL to link the
journal entry to a document (for example, Word) or E-mail the file.
Use the Define (F6) feature in the Usr Analysis field to open the User
Analysis Entry subform. Use this subform to select the user analysis values
you want to include in the transaction.
* Choose the New JE button to define journal entry header information,
including the company, fiscal year, period, journal entry number, and a
description of the journal entry.
* Choose the Speed Entry button to define multiple transaction lines.
* Choose the Single Line button to define one transaction line at a time.
* Choose the Rpt Curr Entry button to open the Report Currency Entry subform.
Use this subform to define a journal entry that only includes report currency
amounts or to override report currency transaction amounts.
* Choose the Totals button to display totals for the journal entry. Use this
subform to determine whether you need to make transaction line adjustments to
eliminate differences between transaction amounts and base currency amounts or
between debit amounts and credit amounts.
* Choose the More button to define additional information for a transaction
line, override the default information from the journal entry header, or to
define a recurring journal.
You can run GL240 (Journal Edit Listing) to create a detailed listing of all
journal entry transaction information before posting.
Updated Files
CUCONTROL - This file is used to store transaction currency amounts.
GLCONTROL - This file is updated with the last journal entry line number
used.
GLSYSTEM - This file is updated with the GL40 releasing flag.
GLTRANS - This file stores the journal entry transactions maintained by
this program.
GTMXVALUE - This file stores the transaction attribute values maintained
by this program.
JBOOKHDR - This file is updated with a journal book used flag.
MXOBJCAT - This file is updated with an attribute usage count.
RJBRIDGE - This file is updated for a transaction line associated with an
interfaced recurring journal.
RJCONTROL - This file is updated for a transaction line associated with an
interfaced recurring journal.
RJSCHEDULE - This file is updated for transaction lines associated with an
interfaced recurring journal.
SYSTEMCODE - This file is updated by a common routine this program will not
access.
Referenced Files
CUCONV - Used to access currency exchange rates.
CURELAT - Used to validate currency relationships.
GLADDRESS - Used by common library; not referenced in this program.
GLCHART - Used to validate the undistributed retained earnings account.
GLCHARTDTL - Used to validate the detail account.
GLCODES - Used to validate system codes.
GLINTCO - Used to validate intercompany relationships.
GLNAMES - Used to validate accounting units.
GLSRCCODE - Used to validate source codes.
GLZONE - Used to validate zones.
JBKOPCODE - Used to validate journal book/operator relationships.
JBKSYSCODE - Used to validate journal book/system code relationship.
MXVALIDATE - Used to validate transaction attribute values.
WFSETUP -
GL40.2 - Define Journal
Use GL40.2 (Define Journal) to define and maintain journal entry header
information.
If you select user analysis values in the journal entry header for a company,
those values default in each transaction line. If you define a Normal journal
entry type and select an account number that has a user analysis relation
attached in GL40.1, the user analysis value combination you select in GL40.2
must be defined for that relation.
Use the Attachment feature do define additional comments or URL to link the
journal entry to a document (for example, Word) or E-mail the file.
Use the Main form tab to define required information for the journal entry,
including information that defaults on transaction lines. You can choose the
Copy button to create a new journal entry by copying an existing one.
Use the Dates, Currency form tab to define dates associated with the journal
entry, including a posting date, and to define currency information for a
nonbase currency journal entry.
Use the Attributes form tab to assign up to three transaction attribute
values in the journal entry. The transaction attributes you can select values
from are defined by source code in GL05.1 (Source Code).
Updated Files
CUCONTROL - This file is used to store transaction currency amounts.
GLCONTROL - This file stores journal entries maintained by this program.
GLJELOG - This file stores a journal entry log for records created by
this program.
GLSYSJE - Used to access and update the last journal entry number
assigned.
GLSYSTEM - Used to validate companies.
GLTRANS - This file is updated with deleted journal transactions when a
journal entry is deleted.
GTMXVALUE - This file is updated with deleted transaction attribute
records when a journal entry is deleted.
JBKSEQNBR - Used to keep track of the next available journal book sequence
number.
JBOOKHDR - This file is updated with a journal book used flag.
MXOBJCAT - This file is updated with an attribute usage count.
RJBRIDGE - This file is updated with an originating document released
flag.
RJCONTROL - This file is updated with a deleted recurring journal when the
journal entry is deleted.
RJSCHEDULE - This file is updated with deleted interfaced recurring
schedule records when a journal entry is deleted.
SYSTEMCODE - This file is updated with the last remote site transaction
object identification.
Referenced Files
CUCODES - Used to validate currency codes.
CUCONV - Used to validate exchange rates.
CURELAT - Used to validate currency relationships.
GLADDRESS - Used by common library; not referenced in this program.
GLCHART - Used by common library; not referenced in this program.
GLCHARTDTL - Used by common library; not referenced in this program.
GLCODES - Used to validate system codes.
GLHOLDCODE - Used to validate a hold code.
GLINTCO - Used to validate intercompany relationships.
GLNAMES - Used to validate accounting units.
GLSRCCODE - Used to validate source codes.
GLZONE - Used to validate zones.
JBKOPCODE - Used to validate the journal book/operator relationship.
JBKSYSCODE - Used to validate the journal book/system code relationship.
MXVALIDATE - Used to validate a journal entry attribute value.
WFSETUP -
GL40.3 - Speed Entry
Use GL40.3 (Speed Entry) to define multiple journal entry transaction lines
at once. You can define up to 12 detail lines.
Choose the More button to define additional detail for a transaction line.
Updated Files
CUCONTROL - This file is used to store transaction currency amounts.
GLCONTROL - This file is updated with a journal entry's last transaction
sequence number.
GLSYSTEM - Used to validate companies.
GLTRANS - This file is updated with journal entry transactions added by
this program.
GTMXVALUE - This file is updated with journal entry transaction attributes
added by this program.
MXOBJCAT - This file is updated with an attribute usage count.
RJBRIDGE - This file is updated with an interfaced recurring journal
maintained by this program.
RJCONTROL - This file is updated with an interfaced recurring journal
maintained by this program.
RJSCHEDULE - This file is updated with an interfaced recurring journal
schedule maintained by this program.
SYSTEMCODE - This file is updated with a last remote site transaction
object identification.
Referenced Files
CUCONV - Used to validate exchange rates.
CURELAT - Used to validate currency relationships.
GLADDRESS - Used by common library; not referenced in this program.
GLCHART - Used by common library; not referenced in this program.
GLCHARTDTL - Used to validate detail accounts.
GLINTCO - Used to validate intercompany relationships.
GLNAMES - Used to validate accounting units.
GLSRCCODE - Used to validate source codes.
GLZONE - Used to validate zones.
MXVALIDATE - Used to validate attribute values.
WFSETUP -
GL40.4 - Additional Information
Use GL40.4 (Additional Information) to define additional detail for each
transaction line, override the default information from the journal entry
header, and view the transaction, base, account, and to company currency
information. You can make currency adjustments to keep the entry in balance.
This subform contains the following form tabs to define additional journal
entry information.
Use the Main form tab to assign additional information for the transactions,
including an activity, reference, units, and source code. Within this form tab
you can choose the Recurring button to open GL38.1 (Recurring Journal
Interface). Use this subform to process a split distribution for a journal
entry, such as a journal entry for a monthly rent payment, quarterly payroll
tax, or semiannual real estate tax.
Use the Attributes form tab to assign up to three transaction attribute
values in the journal entry. The transaction attributes you can select values
from are defined by source code in GL05.1 (Source Code).
Use the Amounts form tab to define transaction currency and amount
information, including the base, transaction, account, and report currencies.
Updated Files
None.
Referenced Files
GLADDRESS - Used to validate address information.
GLCHART - Used to validate the chart of accounts.
GLSRCCODE - Used to validate source codes.
GLSYSTEM - Used to validate companies.
GL40.5 - Other Totals
Use GL40.6 (Other Totals) to display totals for a different currency, posting
company, or zone.
Updated Files
None.
Referenced Files
GLADDRESS - Used by common library; not referenced in this program.
GLCHART - Used by common library; not referenced in this program.
GLCONTROL - This file is updated with a journal entry's last comment
sequence line number.
GLSYSTEM - Used to validate companies.
GLTRANS -
GL40.6 - Journal Copy
Use GL40.6 (Journal Copy) to create a new journal entry by copying an existing
one and making changes.
Choose the Totals button to display totals for the journal entry. Use this
subform to determine whether you need to make transaction line adjustments to
eliminate differences between transaction amounts and base currency amounts or
between debit amounts and credit amounts.
Updated Files
GLCONTROL - Used to validate journal entries.
GLJELOG -
GLSYSJE -
GLTRANS - Used to access journal entry transaction information.
GTMXVALUE -
JBKSEQNBR -
JBOOKHDR -
MXOBJCAT -
Referenced Files
CUCONV -
CURELAT -
GLADDRESS - Used by common library; not referenced in this program.
GLCHART - Used by common library; not referenced in this program.
GLCODES -
GLSYSTEM - Used to validate companies.
GLZONE -
JBKOPCODE -
JBKSYSCODE -
GL40.7 - Totals
Use GL40.7 (Totals) to display totals for the journal entry. Use this subform
to determine whether you need to make transaction line adjustments to
eliminate differences between transaction amounts and base currency amounts or
between debit amounts and credit amounts.
If you selected the auto-balancing option for your company currency
transactions, select OK to automatically create auto-balancing adjusting
entries in the auto-balancing system account.
This subform displays the:
a) total debit and credit journal entry amount and the difference between the
two,
b) total debit and credit journal entry units and the difference between the
two,
c) total positive and negative detail auto reversing amount and the difference
between the two,
d) total positive and negative negative adjustment amount and the difference
between the two,
e) total positive and negative base currency amount and the difference between
the two.
f) total positive and negative report currency amounts and the difference
between the two.
Choose the Filter button to display totals for a different currency, posting
company, or zone.
Updated Files
CUCONTROL - This file is used to store transaction currency amounts.
GLCONTROL - This file stores the copied journal entry record.
GLSYSTEM - Used to validate companies.
GLTRANS - This file stores the copied journal entry transaction records.
GTMXVALUE - This file stores the copied journal entry transaction
attribute value records.
MXOBJCAT - This file is updated with an attribute usage count.
RJBRIDGE -
RJCONTROL -
RJSCHEDULE -
SYSTEMCODE -
Referenced Files
CUCONV - Used to validate exchange rates.
CURELAT - Used to validate currency relationships.
GLADDRESS - Used by common library; not referenced in this program.
GLCHART - Used by common library; not referenced in this program.
GLCHARTDTL -
GLINTCO -
GLNAMES - Used to validate accounting units.
GLSRCCODE -
GLZONE - Used to validate zones.
MXVALIDATE -
WFSETUP -
GL40.8 - Journal Entry
se GL40.8 (Journal Entry Line) to define journal entry transaction lines one
at a time. When you add a new journal entry, you must define header
information in GL40.2 (Define Journal).
Use the Main form tab to define required information for the journal entry,
including information that defaults on transaction lines.
Choose the Recurring button to open GL38.1 (Recurring Journal Interface). Use
this subform to process a split distribution for a journal entry, such as a
journal entry for a monthly rent payment, quarterly payroll tax, or semiannual
real estate tax.
Use the Attributes form tab to assign up to three transaction attribute values
in the journal entry. The transaction attributes you can select values from
are defined by source code in GL05.1 (Source Code).
Use the Amounts form tab define journal entry amount information such as
transaction currency, base amounts, account amounts, and the company you are
posting information to.
Updated Files
CUCONTROL - This file is used to store transaction currency amounts.
GLCONTROL - This file is updated with a journal entry processed status.
Error journal entry records are created.
GLSYSTEM - Used to update company information.
GLTRANS - Used to update transactions.
GTMXVALUE - This file is updated with auto reversing journal entry
transaction attribute values.
JBOOKHDR -
MXOBJCAT - This file is updated with an attribute usage count.
RJBRIDGE - Used to validate the origin of the recurring journal entry.
This file is updated with journalized amount totals.
RJCONTROL - Used to access recurring journals to be journalized. The last
period processed is updated.
RJSCHEDULE - This file is accessed for interfaced recurring journal entries
to determine the amount to be journalized. The schedule status
is updated by this program.
SYSTEMCODE - This file is updated with the last remote site transaction
object identification number.
Referenced Files
CUCONV - Used to access a currency exchange rate.
CURELAT - Used to validate currency relationships.
GLADDRESS - Used to validate general ledger address information.
GLCHART - Used to validate the existence of a chart of accounts.
GLCHARTDTL -
GLCODES -
GLINTCO - Used to validate zone and intercompany relationships.
GLNAMES - Used to validate the existence of accounting units.
GLSRCCODE - Used to validate source codes.
GLZONE - Used to validate zones.
JBKOPCODE -
JBKSYSCODE -
MXVALIDATE - Used to validate an attribute's value.
WFSETUP -
INVOKED Programs
GLCC
IFAC
ACAC
ACCL
IFCU
IFSG
IFAU
SLSE
SLSU
IFFC
IFGT
IFOB
IFRS
IFSC
SLSB
SLFD
SLSS
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