General Journal
Purpose
The General Journal program enables journals to be created, edited and posted.
Procedure
The program uses a single screen to enter general journal details.
Entered journals must balance before they can be posted. A journal which does not balance
will be HELD and cannot be posted. If a journal batch does not balance, the user may leave it
in a HELD state and rectify it later.
The system also checks for entity balance. The General Ledger shape information is read to
determine the entities within the General Ledger. The accounts entered in the journal which
form part of an entity are checked for balance before leaving data entry mode. Journal
batches that balance are considered READY and may be posted immediately after entry, or
may be individually reviewed and posted or all READY journals can be posted at one time. If
the config GLVERAPPBOX is set to YES the user will be prompted to enter in approver details
when posting a GL journal.
Journals may be posted to any open period within the current General Ledger year.
Two types of journals may be entered with this program, Normal journals and Reversing
journal. Reversing journals will automatically create a journal at the beginning of the next
period that reverses the posting. The next period must be opened for auto-posting of
reversing journals before the running the Period End/Year End function.
If the config GLJNLEFLOW is set to YES the eFlow approval process is active. This approval
process is used to obtain electronic approval of an individual GL General Journal Batch prior to
posting.
Add
To add a new general journal, select the Add option from the menu. After entering a journal
header, select OK to accept. Abort entry by selecting Cancel and return to the ring menu.
Entry of the transaction line items in the journal is entered into a scrolling array.
Upon accepting the entries, the system checks whether the journal line item entries balance.
If the journal balances, the system prompts the user to set the journal to READY status. If
the journal is set to ready, the system prompts the user to post the journal. If the journal is
set to hold, the cursor returns to the ring menu and the status is set to HELD. If the config
GLJNLEFLOW is set to YES a batch will be set to Ready, and the user is prompted to request
approval for the journal. If No is selected the journal stays in a READY status, if YES is
selected go into Waiting Approval status, and authorised approvers are notified. Approvers are
maintained using the Hierarchy Maintenance program. Authorised users can then select all
journals with the status of AWAITING APPROVAL to authorise for posting.
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For bulk entry of line items where each account code is similar, the Mask function allows mask
of the account code. Enter the mask for the account code and line description, then select OK
to accept or Cancel to abort mask entry.
Example: For account codes where the beginning of the code is B-1-111-, then enter B-1111-????, and select OK. Then when entering account codes, the user only enters the last
four digits of the code, the system then displays the account code based upon the mask and
the last four digits entered by the user.
Update
To update and existing general journal, select the edit account Update option from the menu.
In update mode, all unposted journals, in READY and HELD status, may be updated.
However, all posted journals cannot be modified.
Delete
To delete and existing general journal, select the Delete option from the menu. Deletion of
posted journals is not permitted. However, the Detail Trial Balance reports require the
existence of the journals for the periods in question, and missing or deleted journals are
identified by these reports.
Other
The Other menu option displays the Other menu offering the user the following options.

Current post
The Current post option allows the user to post the currently displayed journal if it is
not in HELD status.

All post
The All post option allows the user to post all READY journals currently selected.

Selected post
The Selected post option allows the user to post all READY journals that match the
enteted critera. Select the Selected Post option, enter the selection criteria to post and
select OK. The journals that have a Readys status that match the selection criteria are
posted.

Journal Print
The Journal Print option allows the user to print journals. Journal must have a status
of READY, POSTED, APPROVED or WAITING APPROVAL to be printed. This option
is only available when config GLJNLEFLOW is set to NO, and the config GLVCRFMT is
defined.

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Approval Request
The Approval Request option allows the user to request approval of the current
Journal record using workflow. This option can only be selected for Journals that have
a READY status. This option is only available when config GLJNLEFLOW is set to YES.

Authorise Journal
The Authorise Journal option allows the an authorised user to authorise the current
journal for posting. The Journal must have a status of AWAITING APPROVAL to be
available for authorisation. This option is only available when config GLJNLEFLOW is
set to YES.

Workflow Information
The Workflow Information option allows the user to view the workflow process of
the currently selected journal. This option is only available when config GLJNLEFLOW
is set to YES.

Upd Password
The Upd Password option allows the user to change the password that is required for
allowing posting of journals which are using control accounts.

Set input mask
The Set input mask option allows the user to set a General Ledger account code
and/or journal description mask for bulk entry of journal line items.

Reversal
The Reversal option allows for reversal journals to be created from already existing
journals. These reversal journals are not automatically posted but are set with status
READY.

Notes
The Notes option allows the user to display any notes stored against the current
journal.
The Note Pad function is available in the Journal Operations program. Select the
Notes function while in insert or update mode to enter information on the journal
currently being entered.

Load Journals
Selecting the Load Journals option will allow the user to enter an journal batch that
has been prepared in an Excel Spreadsheet or an XML file. The user will be presented
with a screen to enter the name of the file to load in (See Journal Load Screen below).
The structure of the file is outlined below. Once the user accepts the filename, the
program proceeds to load and check the data in the file. The program checks for each
line to ensure :
o
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The GL company exists
o
o
o
o
The GL company is the current company
The batch ID does not already exist (if the batch ID is not 0)
Account code is valid
Period for the year/period is Open
If any of these checks fail no batches will be loaded into the system and the user will
be given the option to print an errors report.
When loading the Journal batches, a separate batch is created for each line of the load
file. The source of this batch will be EXT=External. Loaded batches are placed in Held
state.
Once the load completes successfully, the system selects the loaded batches for the
user to view and then manually post each batch using the Post - Current option on the
other menu.
The load file is a tab delimited file consisting of the following columns:
FIELD
MAXIMUM
WIDTH
NOTES
Journal Number CHAR(8)
Journal number must be unique in the system. Set to 0, if journal number is
automatically generated by the system.
Journal Date
DATE
If journal date is not entered by the user, system will load the journal in using the
current system date
Status
CHAR(1)
Journal can be loaded into the system in R=Ready or H=Held state
Header
Description
CHAR(70)
Description of the journal. If this is not entered by the user, system will load the
journal description as Loaded Journal {journal date}.
Type
CHAR(3)
NRM=Normal REV=Reversing.
Account
CHAR(20)
Must be a valid Account code
Account
Description
CHAR(50)
If GL account description is not entered by the user, system will copy the description
of journal header (column 4).
Journal Amount DECIMAL(15,2)
Debit – positive amount. Credit – negative amount
Currency Code
CHAR(3)
Must be a valid Currency code
Currency Rate
DECIMAL
The currency rate for the journal.
Screens
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Screen: gl_jnlent
JOURNAL OPERATIONS - Screen: gl_jnlent
FIELD
TYPE
USAGE
Journal
INPUT
The Journal field is used to enter a unique journal identifier of up to 6 characters. If the config
GLAUTOJNL is set to YES this field will be system generated.
Date
INPUT
The Date field is used to enter the date for the journal. This field will default to the current
system date but may be overwritten. Entry of this field is mandatory.
Type
INPUT
This field is used to enter the journal type. Valid options are Normal, or Reversing. Entry of
this field is mandatory.
Year
INPUT
The Year field is used to enter the year into which the journal will post. This field will default to
the current GL year but may be overwritten. Entry of this field is mandatory.
Period
INPUT
The Period field is used to enter the period in to which the journal will post. This field will default
to the current financial period but may be overwritten. Entry of this field is mandatory.
Description INPUT
The Description field is used to enter a description for the journal of up to 70 characters. Entry
of this field is mandatory.
Source
DISPLAY
The Source field is used to display the source of the journal. This field is automatically set to
MAN=Manual by the system.
Currency
INPUT/DISPLAY The Currency field is a 3 character field used to enter the currency for the journal. If
UTMULTICURRENCY is set to N=No this field is a display field and will default to the code for
local currency. If UTMULTICURRENCY is set to Y=Yes, selection of currency is possible. The
Zoom facility is available to select valid currency codes.
Rate
INPUT/DISPLAY The Rate field is used to enter the exchange rate that will be used for foreign currency
transactions. If the config UTMULTICURRENCY is set to N=No this field is a display field and
will default to 1. If UTMULTICURRENCY is set to Y=Yes this field displays the current
exchange rate for the selected currency. This field may be overwritten.
Status
DISPLAY
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The Status field displays the current status of the journal. Status' include NEW, HELD or
POSTED. If the config GLJNLEFLOW is set to YES a journal may also have a status of
AWAITING APPROVAL and APPROVED.
Postdate
DISPLAY
The Postdate field displays date the journal was posted. this field is system generated.
Debits
DISPLAY
The Debits field displays the debits of the journal, being the sum of all debit transaction entries.
Credits
DISPLAY
The Credits field displays the credits of journal, being the sum of all credit transaction entries.
Balance
DISPLAY
The Balance field displays the balance of journal, being the sum of the debits and credits in the
journal.
Notes
INPUT
The Notes check box is used to indicate if there are any user defined notes attached to the
current record. If the field is ticked, this indicates Notes are present. To view the Notes select
the Notes menu option or Notes from the options menu.
Procedures INPUT
The Procedures check box is used to indicate if there are user defined procedures for entering
a General Journal record. To view the Procedures select the Help menu then Procedures.
Account
The Account field is used to enter the account code to allocate against. The Zoom facility is
available to select from all valid entries. The field is mandatory and must match with the
previously defined account shape.
INPUT
Description INPUT
The Description field is a 30 character descriptive text field. This field will default to the journal
description but on by entering an equal sign the system will display the account code
description, or the previous line's description inserted by entering a period. Alternatively, the
user may enter a unique description. If the config UTMULTICURRENCY is set to Y=Yes and
the account description is sourced with the equal sign, the currency for the journal will also
appear as apart of the description.
DR/CR
INPUT
The DR/CR indicates the debit side or the credit side to which the transaction line item
belongs. This field will default based on the nature of the account entered.
Debit
INPUT
The Debit amount of the journal line item is a decimal field. This field must be entered if and
only if the debit/credit code is DR.
Credit
INPUT
The Credit amount of the journal line is a decimal field. This field must be entered if and only if
the debit/credit code is CR.
Screens
Screen: gl_jnlentapp
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EFLOW APPROVERS - Screen: gl_jnlentapp
FIELD
Name
TYPE
USAGE
DISPLAY The eFlow approvers screen is used to select an authorised user who will be notified that a General Journal
has been entered and is awaiting approval. All authorised users will be displayed on the screen.
Screens
Screen: gl_jnlenteflow
WORKFLOW - Screen: gl_jnlenteflow
FIELD
TYPE
USAGE
Process
DISPLAY The Process field is used to display a description for the journal approval process.
Status
DISPLAY The Status field is used to display the current approval status for the journal record.
Last Update
DISPLAY The Last Update field is used to display the date and time the last update was performed on
the journal record.
Reference
DISPLAY The Reference field is used to display a descriptive reference for the journal approval process.
Request By
DISPLAY The Request By field is used to display the login for the user who requested approval for the
current journal record.
Request To
DISPLAY The Request To field is used to display the login for the user who received the approval
request.
Start Date &
Time
DISPLAY The Start Date & Time field is used to display the date and time the approval process began.
Finish Date &
Time
DISPLAY The Finish Date & Time field is used to display the date and time the approval process was
completed.
Status
DISPLAY The Status field is used to display the current eFlow status of the general journal.
Screens
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Screen: gl_jnlentload
JOURNAL LOAD - Screen: gl_jnlentload
FIELD
Load
Filename
TYPE
USAGE
INPUT The Load Filename field is used to enter the path and file name for the file to be loaded into the
system.
Load Format INPUT The Load Format field is used to select the format of the file that is to be loaded into the system.
Options are Standard CSV or Standard XML.
Error Messages
Refer to Appendix D - Standard Error Messages
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