Journal Entry
Navigate to Journal Entry to enter, modify manual journal entries, or view entries created from other Avail modules. The entries will remain in the subsidiary journals until the Journal Update is completed.
Note: Journal entries made to Bank Account’s General Ledger #’s will not impact Banking Maintenance, Bank Reconciliation and would create a General Ledger out of balance error. (See Checkbook Adjustments for details when making journal entries that will impact the bank accounts).
| Field Name | Field Type | Description |
| Fiscal Year | Number | Enter or select fiscal year from the drop down options. |
| Current Period | Number | Automatically populates based on the fiscal year selected. |
| Start Date | Date/Time | Automatically populates based on the fiscal year selected. |
| End Date | Date/Time | Automatically populates based on the fiscal year selected. |
|
Journal |
Alpha/Numeric |
Enter or select applicable subsidiary journal from the drop down options. |
Posting to Period 13 is available. The date used for the entries must be within the fiscal year being posted to. See the Journal Update section of this manual for further instructions.
Enter
Click Enter to enter a new journal entry to the selected subsidiary journal.
|
Field Name |
Max Field Size |
Field Type |
Description |
| Division | 4 | Alpha/Numeric | Enter or select division from the drop down options. |
| Account # | 10 | Alpha/Numeric | Enter or select account number from the drop down options. |
| Posting Date | Date/Time | Enter posting date or select date using calendar. | |
|
Amount |
Currency |
Enter dollar amount applicable to transaction being posted; both the debit and credit entries must be entered. Credits entered as a negative amount. Debits entered as a positive amount. | |
|
Reference # |
20 |
Alpha/Numeric |
Enter a reference # description (check #, deposit date, invoice number, etc.) for this entry. |
|
Project |
20 |
Alpha/Numeric |
Enter or select a project associated with the entry from drop down options, if applicable. |
|
Description |
50 |
Alpha/Numeric |
Enter a description for this entry. The description will print on financial reports. |
| Tran # | Number | Automatically populates with a sequential transaction number. | |
|
Batch # |
Number |
The batch number will be assigned when manual entries are batched. (See Batch # below) |
Batch #
Click Batch # once all debits and credits are entered for the selected subsidiary journal.
Posting Cutoff Date: Enter the last date for batch assignment. For example, if there are entries posted for October and November and only the October entries are to be batched and updated, enter 10/31/xxxx.
Batch numbers will be assigned to all entries with a date less than or equal to 10/31/xxxx. Any entries with dates greater than the date entered will not be assigned batch numbers.
Start
Enter Posting Cutoff Date. Note: Once batch numbers are assigned, no changes are allowed.
Click Start. The following confirmation message displays.
Click Yes to assign Batch #’s or No to return to Journal Entry Form. If Yes is selected the following confirmation message displays.
Click OK to assign batch #’s or Cancel to return to Journal Entry Form.
If OK is selected and the batch # are assigned the following confirmation message displays.
Click OK.
If the entries are out of balance the following message displays after entering the cutoff date & clicking
Start.
Click OK to close the message. Process back to Enter and make corrections, then proceed to assign batch numbers again. (Following instruction on previous pages.)
View
Click View to view the batched entries. The following forms displays.
Note: Once batch number is assigned, no changes are permitted on the batched entries. If corrections are necessary, the entry will need to be reversed and re-entered.
Click Print to print a report for audit purposes; the following form displays.
Enter the starting and ending date for the report and Click Print by Batch or Print by Account #.
The following confirmation message displays.
Click OK to generate the selected report or Cancel to return to the Journal Entry Form.
Use the File/Print option to print the report. The entries for the selected subsidiary journal will print grouped either by Batch number or Account number based on the Print option selected.
One Sided Journal Entries
If previously batched entries are out of balance a one-sided journal entry can be made to correct the out of balance. To correct the Out of Balance, click Enter; the Out of Balance message displays, Click OK. The following form displays.
|
Field Name |
Max Field Size |
Field Type |
Description |
| Division | 4 | Alpha/Numeric | Enter or select division from the drop down options. |
| Account # | 10 | Alpha/Numeric | Enter or select account number from the drop down options. |
|
Posting Date |
Date/Time |
Enter the posting date or select the date using the calendar. The posting date must be in the same Period as the original entry. | |
|
Amount |
Currency |
Enter dollar amount applicable to the transaction being posted. Credits are entered as a negative figure. Debits as a positive figure. | |
|
Reference # |
20 |
Alpha/Numeric |
Enter an applicable reference description (check #, deposit date, invoice number, etc.) for this entry. |
|
Project |
20 |
Alpha/Numeric |
Select a project associated with this entry from the drop down list if applicable. |
|
Description |
50 |
Alpha/Numeric |
Enter a description for this entry. The description will print on financial reports. |
| Tran # | Number | Automatically populates with a sequential transaction number. | |
|
Batch # |
Number |
The batch number MUST be the same number as the batch that is out of balance. |
Once correction have been completed. Repeat the process for Batch # button. Click Batch #
Enter Posting Cutoff Date:
Click Start
Totals
Click Totals to display debits and credits for all subsidiary journals not yet updated to the General Ledger.
Re-occurring Journal Entry
Navigate to Re-occurring Journal Entry to post monthly accrual, reversal entries, and reoccurring journal entries. This form is useful for monthly payroll accruals, depreciation and amortization entries.
The following form displays.
|
Field Name |
Max Field Size |
Field Type |
Description |
| Fiscal Year | Number | Enter or select fiscal year from the drop down options. | |
| Current Period | Number | Automatically populates based on the fiscal year selected. | |
| Start Date | Date/Time | Automatically populates based on the fiscal year selected. | |
| End Date | Date/Time | Automatically populates based on the fiscal year selected. | |
| Posting Date | Date/Time | Enter general ledger posting date or select date from the calendar. | |
| Debits | Currency | Automatically populates based on reference or references selected. | |
| Credits | Currency | Automatically populates based on reference or references selected. | |
|
Journal |
Alpha/Numeric |
Select subsidiary journal where entries from selected reference or references will be posted. | |
|
Reference |
20 |
Alpha/Numeric |
Select existing reference from the drop down options to view the entries that were previously entered for the reference or create a new reference by entering the new reference number. (See below for further details for a new reference.) |
|
All References |
Yes/No |
Check box to update all references with the posting date entered to the subsidiary journal selected. |
To make changes to an existing reference, select the reference from the drop down list. Edit entries as applicable.
To enter a new reference the following form displays.
|
Field Name |
Max Field Size |
Field Type |
Description |
| Reference # | 20 | Alpha/Numeric | Automatically populates based on the reference selected. |
| Rec # | Number | Enter a record number. Each record must have a unique number. | |
| Division | 3 | Alpha/Numeric | Enter or select division from the drop down list. |
| Account # | 10 | Alpha/Numeric | Enter or select account number from the drop down list. |
|
Amount |
Currency |
Enter dollar amount applicable to the transaction being posted. Both the debit and credit entries must be entered. Credits are entered as a negative amount. Debits entered as a positive amount. | |
|
Description |
20 |
Alpha/Numeric |
Check box to update all references with the posting date entered to the subsidiary journal selected. |
|
Jrn |
3 |
Alpha/Numeric |
Automatically populates based on the subsidiary journal selected at the top of the form. |
|
Dist Code |
20 |
Alpha/Numeric |
Enter or select distribution code from drop down list. This is optional |
Totals
Click Totals. The debit and credit fields will calculate and populate. The following form will display.
Click Print to generate the following reoccurring entry report.
Update
Click Update to update the selected references to the applicable subsidiary journals. The following confirmation message displays.
Click OK to update Re-occurring entries to the General Ledger or Cancel to return to the Reoccurring Entry Form. If OK is selected, an update confirmation message displays.
Reverse
Click Reverse to reverse reoccurring entries for the selected references. Debit entries will reverse to credits and credit entries will reverse to debits. This function simplifies reversing accrual entries posted in a previous month. It’s important to verify the Posting Date selected. The following prompt displays.
Click OK to reverse the Re-occurring entries or Cancel to return to the Reoccurring Entry Form. If Yes is selected the following message displays once all selected entries have been reversed.
Click OK.
Update
Click Update to update the reversing entries to the applicable subsidiary journals. The following message displays.
Click OK to update the reversing entries or Cancel to return to Reoccurring Entry Form. If OK is selected, an update confirmation message displays.
Click OK.
Re-distribution Entry
Prior to doing redistribution the General Ledger update for the Journals impacted by the process will need to be performed.
Navigate to Distribution Entry to redistribute balance(s) from one or more accounts (source accounts) into alternate accounts (destination accounts) based on a percentage computed according to the sum of other specified accounts (percentage base accounts).
Note: Redistribution Reference Setup must be completed prior to generating entries & all journals impacted by the re-distribution must be updated to the General Ledger. See the General Ledger setup section of this manual for details.
Percentage Based on Actual Expenses
Example #1 The monthly health insurance expense of $208,600.00 (source account) is incurred. The expense is charged to overhead for Finance, Human Resources and Marketing departments (destination accounts) based on the percentage of actual wage expense (percentage base) each department incurs.
Note: This program updates only current period figures; it is meant to be used on a monthly basis.
| Field Name | Max Field Size | Field Type | Description |
| Fiscal Year | Number | Enter or select the fiscal year from the drop down options. | |
|
Reference # |
20 |
Alpha/Numeric |
Enter or select reference previously setup in Re-distribution Setup. |
| Posting Date | Date/Time | Enter general ledger posting date or select it from calendar. | |
| Start Date | Date/Time | Automatically populates based on fiscal year selected. | |
| End Date | Date/Time | Automatically populates based on fiscal year selected. | |
| Current Period | Number | Automatically populates based on fiscal year selected. | |
| Description | 50 | Alpha/Numeric | Automatically populates based on reference selected. |
| Journal | 3 | Alpha/Numeric | Automatically populates based on reference selected. |
| Calc % | Yes/No | Automatically populates based on reference selected. | |
| Fixed % | Yes/No | Automatically populates based on reference selected. | |
| Must Equal 100% | Yes/No | Automatically populates based on reference selected. | |
|
Fiscal Year |
Number |
Automatically populates based on fiscal year selected at the top of the form. | |
| Div [Source] | 3 | Alpha/Numeric | Enter or select source division from drop down options. |
|
Account # [Source] |
10 |
Alpha/Numeric |
Enter or select source GL account number from drop down options. |
| Div [Destination] | 3 | Alpha/Numeric | Enter or select destination division from drop down options. |
| Account # [Destination] |
10 |
Alpha/Numeric |
Enter or select destination GL account # from drop down options. |
| Div [Percentage Base] |
3 |
Alpha/Numeric |
Enter or select base division for the percentage basis calculation from the drop down options. |
| Account # [Percentage Base] |
10 |
Alpha/Numeric |
Enter or select GL account for the percentage basis calculation from the drop down options. |
Validate Entries
Click Validate Entries to validate entries for selected reference. The following message displays.
Click Yes to validate posting entries or No to return to the Account Balance Redistribution form.
If ‘Must Equal 100%’ was selected in redistribution setup and entries do not total 100%. The following message displays.
Click OK; make appropriate correction and Validate Entries again. If no errors are detected the following message displays.
Click OK, proceed to Generate Journal Entries.
Generate Journal Entries
Click Generate Journal Entries to create the re-distribution entries that will be updated to the General Ledger.
Click Yes to generate journal entries or No to return to the Account Balance Redistribution form. If re-distribution journal entries have not been validated the following message displays.
Click OK. Validate the entries and re-execute Generate Journal Entries.
Once Journal Entries are updated without issues the following message displays.
Click OK. The updated entries are now in the applicable subsidiary journals.
Once the system has updated the Journal Entries the General Ledger Update process will need to be performed for the redistribution process to be completed. Proceed to the Print option for updating journal entries.
Click Print view or print the Redistribution Reference Report & update Journal Entries. The following message displays.
Click Yes to print reports and update Journal Entries or No to return to Account Balance Redistribution.
Example of redistribution calculation based on a calculated percentage:
| Redistribution Setup | |||||||
| Source | Destination | Percentage Base | |||||
| Division | Account | Division | Account | Division | Account | ||
| 40 | 5020600000 | 41 | 5020600000 | 41 | 5010200500 | ||
| 40 | 5020600000 | 32 | 5020600000 | 32 | 5010200500 | ||
| 40 | 5020600000 | 31 | 5020600000 | 31 | 5010200500 | ||
| Postings for Period X | |||||
| Source | Percentage Base | ||||
| Division | Account | Division | Account | ||
| 40 | 5020600000 | $5,000.00 | 41 | 5010200500 | $35,750.00 |
| 32 | 5010200500 | $47,850.00 | |||
| 31 | 5010200500 | $125,000.00 | |||
| $208,600.00 | |||||
| Redistribution Calculation | |||||||||
| Source | Destination | Percentage Base | |||||||
| Division | Account | Division | Account | Division | Account | ||||
| 40 | 5020600000 | $5,000.00 | 41 | 5020600000 | $856.90 | 41 | 5010200500 | $35,750.00 | 17.14% |
| 32 | 5020600000 | $1,146.93 | 32 | 5010200500 | $47,850.00 | 22.94% | |||
| 31 | 5020600000 | $2,996.16 | 31 | 5010200500 | $125,000.00 | 59.92% | |||
| $5,000.00 | $208,600.00 | 100.00% | |||||||
Example: The redistribution process will total all amounts in the specified Percentage Base accounts ($208,600.00) and calculate the percentage of each of the accounts ($35,750.00 / $208,600.00 = 17.14%;
$47,850.00 / $208,600.00 = 22.94%; $125,000.00 / $208,600.00 = 59.92%).
It then multiplies the calculated percentage by the amount in the Source account ($5,000.00 x 17.14% =
$856.90; $5,000.00 x 22.94% = $1,146.93; $5,000.00 x 59.92% = $2,996.16).
Journal entries are created as follows:
- Division 41 – Account 5020600000 - $856.90 debit
Division 40 – Account 5020600000 -$856.90 credit - Division 32 – Account 5020600000 -$1,146.93 debit
Division 40 – Account 5020600000 -$1,146.93 credit - Division 31 – Account 5020360000 - $2,996.16 debit
Division 40 – Account 5020600000 - $2,996.16 credit
Fixed Percentage
If the distribution is based on a fixed percentage, the redistribution setup would be entered as shown below: Redistribution Setup for this option would be checkmarks in Fixed Percent and 100%.
To change percentage for a specific reference, Click percentage amount field and modify percentage amount save the record.
|
Field Name |
Max Field Size |
Field Type |
Description |
| Fiscal Year | Number | Enter or select fiscal year from drop down options | |
| Reference # | 20 | Alpha/Numeric | Enter or select reference from drop down options. |
| Posting Date | Date/Time | Enter general ledger posting date or select it from calendar. | |
| Start Date | Date/Time | Automatically populates based on fiscal year selected. | |
| End Date | Date/Time | Automatically populates based on fiscal year selected. | |
| Current Period | Number | Automatically populates based on fiscal year selected. | |
| Description | 50 | Alpha/Numeric | Automatically populates based on reference selected. |
| Journal | 3 | Alpha/Numeric | Automatically populates based on reference selected. |
| Calc % | Yes/No | Automatically populates based on reference selected. | |
| Fixed % | Yes/No | Automatically populates based on reference selected. | |
| Must Equal 100% | Yes/No | Automatically populates based on reference selected. | |
|
Rec # |
Number |
Enter a record number. Each record must have a unique number. | |
|
Fiscal Year |
Number |
Automatically populates based on fiscal year selected at the top of the form. | |
| Div [Source] | 3 | Alpha/Numeric | Enter or select source division from drop down options. |
| Account # [Source] | 10 | Alpha/Numeric | Enter or select source GL Account # from drop down options. |
| Div [Destination] | 3 | Alpha/Numeric | Enter or select destination division from the drop down options |
| Account # [Destination] | 10 | Alpha/Numeric | Enter or select destination GL Account # from the drop down options. |
| Percent | Number | Enter percentage for each destination GL Account #. |
Example of redistribution calculation based on fixed percentages:
| Redistribution Setup | |||||
| Source | Destination | ||||
| Division | Account | Division | Account | Percentage | |
| 35 | 5050205000 | 15 | 5050205000 | 25.00% | |
| 35 | 5050205000 | 30 | 5050205000 | 15.00% | |
| 35 | 5050205000 | 50 | 5050205000 | 60.00% | |
| 100.00% | |||||
| Postings for Period 9 | ||
| Source | ||
| Division | Account | |
| 35 | 5050205000 | $17,000.00 |
| Redistribution Calculation | |||||
| Source | Destination | ||||
| Division | Account | Division | Account | ||
| 35 | 5050205000 | $17,000.00 | 15 | 5050205000 | $4,250.00 |
| 30 | 5050205000 | $2,550.00 | |||
| 50 | 5050205000 | $10,200.00 | |||
| $17,000.00 | |||||
In the example shown above, the redistribution process will multiply the Source Amount ($17,000.00) by the percentages listed: ($17,000.00 x 25% = $4,250.00; $17,000.00 x 15% = $2,550.00; $17,000.00 x 60% =
$10,200.00).
Journal entries are created as follows:
- Division 15 – Account 5050205000 - $4,250.00 debit
Division 35 – Account 5050205000 - $4,250.00 credit - Division 30 – Account 5050205000 - $2,550.00 debit
Division 35 – Account 5050205000 - $2,550.00 credit - Division 25 – Account 5050205000 - $10,200.00 debit
Division 35 – Account 5050205000 - $10,200.00 credit
Update All Percentages
Click Update All Percentages. The following form displays.
Update
Enter the new percentage. Click Update. In the sample above ALL items for reference Utilities will be updated to 33.333%.
Auto Post Closing
Auto Post Closing generates closing entries to Retained Earnings and Income Summary for the current period.
It is recommended that Auto Post Close be run only once. However, if Auto Post Closing has been run, updated, and additional entries are necessary, running Auto Post Close again will only generate closing entries for the additional postings. It will not duplicate the previous generated closing entries.
Navigate to Auto Post Closing to generate month end closing entries based on the posting date selected.
Enter Fiscal Year. Program will begin immediately compiling the month end closing data.
If Auto Post Closing has been run and not updated, the following message displays.
If errors (Out of Balance Issues) are detected the program will display the following message.
Click Ok make any applicable correction or X out to return to the Auto Post Close Form.
Once the system has accumulated data for closing entries the following form displays, if no errors are detected program will now allow Closing Entries to be generated. Proceed to Generate Closing Entries.
| Field Name | Field Type | Description |
| Fiscal Year | Number | Enter or select fiscal year from drop down options. |
| Current Period | Number | Automatically populates based on fiscal year selected. |
| Start Date | Date/Time | Automatically populates based on fiscal year selected. |
| End Date | Date/Time | Automatically populates based on fiscal year selected. |
| Posting Date | Date/Time | Enter general ledger posting date or select from calendar. |
Generate Closing Entries
Click Generate Closing Entries; the following message displays.
Click Yes to create the month end closing General Ledger entries or No to return to Auto Post Close Form. The following confirmation message displays.
Click OK.
NOTE: After the Auto Post Closing entries are generated Journal Update must be run.
General Ledger Excel Journal Entry Import Tool
Navigate Journal Entry Excel Import. To import data from Excel in the General Ledger module.
Prior to using the import, the following: Miscellaneous Codes must be setup. From the General Leger Setup menu (GL01), select menu item #5 – Miscellaneous List Set up
PathToExcelImportData
SpreadsheetType
| Field Name | Field Type | Description |
| Type | Alpha | Enter PathToExcelImportData. |
| Code | Alpha/Numeric | Enter Avail username of the person running the import. |
|
Value |
Alpha/Numeric |
Add location and file name of the spreadsheet containing the journal entries being imported. |
| Type | Alpha | Enter SpreadsheetType |
| Code | Alpha/Numeric | Enter Excel |
| Value | Alpha/Numeric | Enter acSpreadsheetTypeExcel |
The spreadsheet must contain a header row with all nine fields exactly as shown below:
| Division | Account | PostingDate | Reference | Project | Description | DebitAmount | CreditAmount | DistributionCode |
The Division and Account numbers must be listed correctly in the spreadsheet. The import will fail if the Division and Account numbers cannot be validated.
- The posting date (format is mm/dd/yyyy) must be within the selected fiscal year. The import will fail if the date cannot be validated.
- The maximum number of characters for the Reference field is 20. If more characters are added they will be truncated when imported into Avail. (This field can be left blank)
- The Project number must be a valid Avail Project number. The import will fail if the Project number cannot be validated. (This field can be left blank)
- The maximum number of characters for the Description field is 225. If more characters are added they will be truncated when imported into Avail. (This field can be left blank)
- The debit and credit amounts are currency format with 2 decimal positions. The import will fail if the debits and credits do not balance.
- The DistributionCode must be a valid Avail Distribution code. The import will fail if the Distribution Code cannot be validated. (This field can be left blank)
- The completed spreadsheet must be saved prior to running the import. The spreadsheet must be saved in 97-2003 Workbook format regardless of the version of Excel running on the workstation.
Click Journal Entry Import From Excel to import journal entries from an Excel spreadsheet, the following form displays.
| Field Name | Description |
| Fiscal Year | Enter or select fiscal year from the drop down options. |
| Current Period | Auto-populates based on fiscal year selected. |
| Start Date | Auto-populates based on fiscal year selected. |
| End Date | Auto-populates based on fiscal year selected. |
| Journal | Enter or select subsidiary journal from drop down options. |
| Description | Auto-populates based on subsidiary journal selected. |
| Spreadsheet Type | Select spreadsheet type from drop down options. |
| User ID | Select the user Id for the employee running the import. |
| Excel Data Path and File Name | Auto-populates based on the User Id selected. |
Start
Click Start, the following confirmation message displays.
Click Yes to begin import or No to return to General Ledger Excel Journal Entry Import Tool form.
Journal Update
Navigate to Journal Update to update subsidiary journal.
The following form displays:
| Field Name | Field Type | Description |
| Fiscal Year | Number | Enter or select fiscal year from drop down options. |
| Current Period | Number | Automatically populates based on fiscal year selected. |
| Start Date | Date/Time | Automatically populates based on fiscal year selected. |
| End Date | Date/Time | Automatically populates based on fiscal year selected. |
|
Posting Date |
Date/Time |
Enter GL posting date or select from the calendar. It is very important that the correct posting date is entered. Entries in the subsidiary journals with the date entered or earlier will be updated to the period shown in the Period To Be Updated field. |
|
Period To Be Updated |
Alpha/Numeric |
The system defaults to the current period however any period in the current fiscal year can be selected. Review the Posting to a Period Other than the Current Period section of this manual for instructions. |
Select Jrn
Click Select Jrn; the following form displays.
All Journals
Click All Journals to select all journal options to select specific subsidiary journals by clicking box to the right of the subsidiary journal name. The following form displays with all boxes checked based on the selection.
Get Balances
Click Get Balances the following form displays listing balances or No Journal Entries Found for all checked subsidiary journals. Once balances have populated and before the system will allow for updates the Print option must be selected.
Click Print to print a journal proof listing (this option must be selected in order to update the entries). If Print has not be executed the system will display an error detected message. Error Message for individual Journal line will state. Journal Not Printed.
One no errors are detected the program will generate 2 reports. The first report being: Journal Proof Batch Listing. View/Print/Save the documentation. Once completed. Click Close Print Preview to generate the next report, Journal Proof Listing Report.
Close the report after printing; the following message displays.
Click Yes to view and print the journal proof by Journal, Division and Account Number or No to be returned to the Journal Update screen.
These reports should always be reviewed/printed/saved before update is initiated. The entries cannot be updated until the proofs have been printed.
Once the reports have been printed and reviewed close the document; the following prompt displays.
Click Yes to confirm reports have been reviewed/saved/printed or No to return to Journal Update form. If Yes is selected the Printed? field will now be checked as shown below.
Update
Click Update to update the selected subsidiary journals to the General Ledger. The following message displays.
Click Yes to execute the update or No to return to the Journal Update form. If Yes is selected, the system will post the entries to the GL. The following message displays.
Click OK.
Journal Update [Alternate Periods]
Entries can be posted to a period other than the current period.
| Field Name | Field Type | Description |
| Fiscal Year | Number | Enter or select fiscal year from drop down options. |
| Current Period | Number | Automatically populates based on fiscal year selected. |
| Start Date | Date/Time | Automatically populates based on fiscal year selected. |
| End Date | Date/Time | Automatically populates based on fiscal year selected. |
|
Posting Date |
Date/Time |
Enter the GL posting date or select from the calendar. It is very important that the correct posting date is entered. Entries in the subsidiary journals with the date entered or earlier will be updated to the period shown in the Period To Be Updated field. |
| Period To Be Updated |
Alpha/Numeric |
The system defaults to the current period however any period in the current fiscal year can be selected. |
If entries are being posted to a future period, prior to updating the future period entries verify that all entries in the current period have been updated. This will prevent postings of current items to a ‘non- current’ period.
Example provided shows current period is period 3 (September 2017) and the user wants to update period 4 (October 2017) postings for the ALL journals.
Once Period 3 entries have been updated, change the posting date to 10/31/xxxx and change the Period to Be Updated to 4. All entries present will populate by Journal code.
If posting to period 13 verify that all period 12 entries have been updated for all journals. Select Period 13 from the dropdown list in the ‘Period to be Updated’ field. (Can be used for yearend journal entries to not impact the current year totals).
Checkbook Adjustment Form
Navigate to Checkbook Adjustments to create Journal entries affecting the checking accounts.
Checking Account entries made through Journal Entry will cause Checking Accounts General Ledger Accounts to be out of balance. Creating an error when reconciling checking accounts.
The form allows for entries that affect bank accounts. Entries made on this form will write to the checkbook and will create batched journal entries.
| Field Name | Description |
| Fiscal Year | Enter or select fiscal year from the drop down option. |
| Period | Auto populates the current period. |
| Start Date | Auto populates starting date for selected fiscal year. |
| End Date | Auto populates ending date for selected fiscal year. |
|
Checking Account |
Enter or select checking account. If transaction is a transfer, the account selected will be the account that funds are being taken from (credited). |
| GL Division & Account | Auto populates based on the Checking Account selected above. |
| Journal | Enter or select subsidiary journal that transaction will be written to. |
| Posting Date | Enter or select from the calendar, the General Ledger date for the transaction record. |
Deposit/Credits
Click Deposits/Credits make adjustments that will be records as funds received to the selected checking account. The following form displays. Once transaction has been entered Click Refresh to save the line item.
| Field Name | Description |
|
Ref # |
Enter user defined Reference #. The Reference entered will be recorded in the Checkbook and General Ledger. |
|
Rec |
Check box if entering items from bank statement that have cleared (service fee, interest, etc.). |
| Amount | Enter amount being deposited to the selected Checking Account. |
| Comment | Enter a comment/description, if desired. |
|
Div/Account |
Enter or select General Ledger Division and Account that will be credited for the transaction. Multiple accounts can be credited on this form. |
Withdrawals/Debits
Click Withdrawals/Debit make adjustments that will be records as funds withdrawn from the selected checking account. The following form displays. Once transaction has been entered Click Refresh to save the line item.
| Field Name | Description |
|
Ref # |
Enter user defined Reference #. The Reference entered will be recorded in the Checkbook and General Ledger. |
|
Rec |
Check box if entering items from bank statement that have cleared (service fee, interest, etc.) |
| Amount | Enter amount being withdrawn from selected Checking Account. |
| Comment | Enter a comment/description, if desired |
|
Div/Account |
Enter or select General Ledger Division and Account that will be debited for the transaction. Multiple accounts can be debited on this form. |
Transfer
Click Transfer when funds need to be transferred between Checking Accounts. The following form displays. Once transaction has been entered Click Refresh to save the line item.
| Field Name | Description |
|
Ref # |
Enter user defined Reference #. The Reference entered will be recorded in the Checkbook and General Ledger. |
|
Rec |
The Reconciled checkbox will automatically be checked. The box can be unchecked. Leaving it checked on this form will flag it as cleared when processing bank statement reconciliation. |
| Amount | Enter amount being transferred from the selected Checking Account. |
| Comment | Enter a comment/description, if desired. |
| Xfer To Checking Account # | Enter or select the Checking Account the money will be transferred to. |
Print Audit
Click Print Audit to generate reports for reviewing/saving/printing. The following report displays.
Update
Click Update to update all entries to Checking Account9s) and General Ledger Accounts.
Click Yes to update Checking Account entries and General Ledger subsidiary Journal or No to return to Checkbook Adjustment form. Once completed the following message displays.
Click OK.
Un-post Journal Entries
NOTE: Please contact Avail prior to using this feature.
If entries were posted to an incorrect period they can be ‘un-posted.’ Using this process returns the entries to the subsidiary journal(s) where they can be re-updated to the correct period. In the example below October 18th entries posted to Period 3 (September).
| Field Name | Field Type | Description |
| Fiscal Year | Number | Enter or select fiscal year from the drop down options. |
| Current Period | Number | Auto populates based on fiscal year selected. |
|
Period |
Number |
Defaults to current period but can be changed if the un-post is being processed for a period other than current. |
| From Date | Date/Time | Determine earliest date is for the entries being un-posted. |
| Thru Date | Date/Time | Determine latest date is for the entries being un-posted. |
Start
Click Start; the following confirmation message displays.
Click Yes to un-post entries for the selected date range or No to return to Un-post Journal Entries. Click OK on completion message.