GL Journal Entry window
Although most of the postings to General Ledger will originate in the other modules, there might be times when you need to make entries directly into General Ledger. Use this window to create journal entries or modify unposted entries.
Date 
Enter the date to use for the current transaction. This will control the period to which this transaction will post. The default for this will depend on the setting you choose on the System Settings tab of the CMS Organization Information window.
Transaction No. 
This label is automatically set by the software and represents the number of the transaction in the current batch.
Reference 
The software will automatically enter a default reference in this box; however, you can change it. If the reference ends with a number, it will increment for each transaction until you close this window or change the reference.
This number will appear on posting reports and some Lookups. This might be helpful if, for example, you need to reference a document or check number.
Create Reversing Entry 
When the journal entry is posted, the reversal is posted as well. The reversal is the exact opposite of the current entry and uses the date you enter in the Reversal Date box. Because of this, it will not affect accounts or appear on any reports prior to that date. Only reports that are run for after the date entered here will reflect the reversal.
Reversal Date 
If you selected the Create Reversing Entry check box, enter the date you want to use for the reversing entry in the Reversal Date box.
The date can be any date within your 5-year fiscal calendar. If you use this feature, the reversing entry will be created and posted at the same time that the current entry is created and posted, but the date for the reversing entry (and hence the period into which the reversing entry will be posted) will be the date you enter in the Reversal Date box. Because of this, it will not appear on any reports until the date of the Reversal.
Description 
The Description box is optional and can be used to further describe the entry.
Default Due to Fund (Fund product only) 
The fund number automatically populates based on the fund attached to the ledger account you selected in the first line of the grid. You can change the fund number if necessary. You can also change the Due To Fund on each detail line.
Journal Entry Grid
Use the grid to define the details of your journal entries.
Detail No.
The Detail No. field helps you track the individual detail lines as you proceed down the detail grid. This can be especially helpful if you have many entries.
Account Number
In the Account Number field, enter the account number that will be debited or credited on this detail line.
Apply As
Use the drop-down list to specify if this entry will debit or credit the selected account.
Amount
Enter the dollar amount by which you want to debit or credit the selected account.
Description
This description only appears on the Edit Report.
Due To Fund (Fund product only) 
This field is only enabled for Due To/Due From fund types. If you want to use a different due to fund than what is in the Default Due To Fund field in the header, use the Lookup to select a fund.
Encumber (Fund product only) 
Select this field to mark this entry as an encumbrance in reports and the audit trail. These entries will appear on the Edit Report with an E after them.
Account Class
The Account Class label will display the account class of the general ledger account selected for this line. This cannot be changed.
Totals
Use the Totals area to verify that the debits and credits are accurate. If you selected the Allow unbalanced transactions check box in Module Preferences, then the debits and credits on each individual transaction do not have to be equal, although the debits and credits for the entire batch must still be equal. If you did not select the Allow unbalanced transactions check box in Module Preferences, then the debits and credits on every transaction must balance.
Journal Entries (Accounting product only) 
These fields display the totals for journal entry transactions.
Journal Entries / Encumbrances (Fund product only) 
These labels indicate the totals for transactions that do not have the Encumber check box selected (Journal Entries) and transactions that do have the check box selected (Encumbrances).
Debits / Credits / Difference 
These labels reflect the totals for all the debits and credits for this transaction and the difference between them.
Published date: 03/18/2020