Enter the new batch details
Go to General Ledger, Transactions, Transactions, Journals. The Batch Details screen appears.
Select the correct period number in the Post To Period field.
Enter a Description for your Adjustment batch.
Click Accept F9.
The batch transaction screen opens.
Enter the batch details
The transaction screen consists of two sections: a Header section and Allocation section. In the Transaction Header task area:
Enter the Date.
Note: The transaction posts to the entered period number entered on the Batch Details screen regardless of the date entered here)Enter a Reference if required (any combination of letters and/or numbers)
Enter a description of the batch in the Details field.
Click Enter to move to the Transaction Header and allocations screen.
Enter the transactions
In the transaction allocation area:
Enter the Account Code or press Find (F2) to search for the account code and press Enter.
Note: You can only select posting accounts, not heading, total or capital accounts.In the appropriate Debit column or Credit column, enter the amount allocated to this account code. Always enter a positive amount.
Each journal transaction must balance to zero. For example, if you enter a debit amount in the Debit field, you must enter one or more credit amounts in the Credit field to balance it.
The Total Debits and Total Credits fields show the total values you entered for the transaction.
The transaction Details field by default displays the information from the Details field in the Transaction Header. You can overwrite what displays in the transaction details field if required. Transaction details comments will display on:
The General Ledger Accounts transaction enquiry screen.
The General Ledger Transactions by Account report.
The General Ledger all transaction list report (if The Print Allocation Details option is selected).
Choose Narration (F11) to enter further details for the Transaction line if required. The narration is displayed on:
The All Transactions List report.
The Transactions by Account report.
The Journal List reports.
Press Enter to accept each allocation line and move to the next line.
Press Accept (F9) to complete the journal transactions.
If there is no amount left in the balance, the transaction will be accepted, and the cursor will move back to the Header Number field and increment the number for the next line.
If there is an amount in the balance, a message will be displayed. Adjust the allocation amount to ensure the total debits and total credits balance to zero. (If you have password level = 1, you can override the error and accept the out of balance journal.)
Repeat the process for each required transaction line.
To complete the journal batch, press Finish (Esc), which returns to the Batch Details screen.
Press Close (Esc) to close the window.
Extra navigating options within the Batch Transaction Header and Allocation task screens
Select (F2) when on the date field, allows selection of the date from the calendar window
Cancel (F3) cancels any edits made and returns to the Transaction Header task area.
List (F4) lists existing transactions in the current batch.
Allocate (F4) within the List screen displays the allocations that make up each transaction line.
Insert (F5) displays when in the allocation task screen when the cursor is in the Account Code field, allowing transaction to be inserted between existing allocation lines.
Delete (F6) will delete the current transaction line and all allocation lines
End (F8) when on the Number field will take you to the last transaction in the batch
Accept (F9) completes and saves the transaction and moves to the next one
Narration (F11) allows narration to be entered for each allocation line but is not posted to an account. It can be viewed on the All Transactions List and Journal List reports.
Allocate/Header (F12) toggles between the Header and Allocation task areas