Manage Unposted Journals

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Manage Unposted Journals allows you to create, edit, and save journal entries. Journals are sent to this area from other applications and can be created manually as well.

This Section Includes:

Filters

  1. The following options are available. Choose the appropriate Filters as needed.
    • Journal Types: Select which (or all) Journal Types to view.
    • Journal Number: Selecting any option other than Show All displays field(s) so you can input the number(s).
    • Date: Select the time frame from which you want to view journals. Additional date filters may appear depending on what option you choose.
    • Period: Options include Select all and every period represented in unposted journals.
    • User: Options include Select all and every user who has unposted journals.
    • Pending: Out of balance entries are marked as pending. There is also Pending? column on the grid to indicate which journals are pending. Pending journals cannot be posted.
  1. Click Search to display results or the Clear Filters link to reset all filters.

Journal Grid

The grid displays journals matching the selected filters with the following columns:

  • Type
  • Journal#
  • Date
  • Period
  • User
  • Description
  • Amount
  • Note: Hover over the Note icon to preview the note.
  • Attach: Hover over the Attach icon to see any notes on the attachment(s) and the filenames of attached files.
  • Pending?: Any journal with a Check Mark icon indicates that the journal is out of balance and cannot be posted.
  • Setup: Hover over the Information icon to display user and time information for when the journal was set up and last updated.
  1. Double-click on a journal or click the Edit icon to edit a journal in the grid.
  2. You can also click the Add New Journal link to add a new manual journal. To delete a journal in the grid, click the Delete icon. Import Journals from an Excel file by clicking the Import Journals link (More Information).

You cannot delete journals that originated in other financial applications.

  1. Select the journals you want to view.
  2. Click the Journal Edit Report button to display the Journals Edit Report (More Information).
  3. If you need to change the year on any journals, select them and click the Change Year button.
  4. Select the Year from the drop-down list.
  5. Click the OK button to save the change or the Cancel link to return to the Unposted Journals page without changing the year for selected journals.
  6. Select the journals you wish to post within the grid. You can also select the top box to select all journals in the grid.
  7. Click the Post Journals button to begin the posting process (More Information).

Import Journals

Unposted Journals - Import Journals allows you to import journal entries from a file. This data file must be in a certain format for the journal import to work correctly. You can either import directly from a Microsoft® Excel file or from a GLTRN2000.txt file. If journal or detail line descriptions are not specified in the import, the program uses 'Imported Journal' as the description.

NOTE: This option can also be accessed from Utilities > Import Journals.

This Section Includes:

Import from Excel File

  1. Save the entries into an Excel file (.xls or .xlsx) in the format below.
  2. Click the Choose File button and select the file.
  3. Click the Import button to begin the import process or click the Cancel link to return to the Unposted Journals page.

You can only import journals into the currently selected company. Change the Current Financial Settings (More Information) if you want to import journals into a different company. 

If you are using the CompanyNumber field and its value does not match the currently selected company, nothing is imported.

The following fields are available for importing into General Ledger:

  • CompanyNumber
  • Period: You must use the number of the period, not the period name (e.g., 1 instead of January).
  • Date
  • JournalCode
  • JournalNumber: The journal number should be unique for each group of detail lines that you would like to import. For example, if rows 1-10 are for one journal entry and rows 11-20 are for a second journal entry, you can specify journal number 1 for for rows 1-10 and journal number 2 for rows 11-20. When the journal is imported, each group of detail rows will be grouped together and assigned the next available journal number. This eliminates the possibility of importing duplicate journal numbers that have already been assigned in the General Ledger.
  • JournalDescription: (limited to 50 characters, including spaces and punctuation)
  • Note
  • RegionNumber
  • SuperFundNumber
  • FundNumber
  • LocationNumber
  • CostCenterNumber
  • DepartmentNumber
  • AccountNumber
  • AccountSub
  • DetailDate
  • DetailDescription: (limited to 60 characters, including spaces and punctuation)
  • Amount
  • Project

Each field you decide to use must be its own column as in the screen shot below:

The only Required Fields are AccountNumber and Amount along with all of the fields you are using as a part of your account structure (e.g., FundNumber, DepartmentNumber). In the Amount field enter all numbers as positive for debit and negative (-) for credit regardless of account type.

If you do not want to use an optional field do not create a column for it within your Excel file.

Import from GLTRN2000.txt File

  1. Save the entries into a quote and comma delimited text file - 9 fields per record. Name this file GLTRN2000.txt.
  2. Click the Browse button and select the file. Click the Import button to begin the import process or click the Cancel link to return to the Unposted Journals page.

Refer to the following table for the layout of the GLTRN2000.txt file:

Field Number

Field Name

Field Length

Field Format

1

Unused

5

Numeric - should be all zeros

2

Co #

4

Numeric with left padded zeros

 

Fund #

5

All zeros if you do not use funds

 

Accounting Period

2

Numeric with left padded zeros

 

Journal Type

2

Alpha-Numeric

 

Journal #

5

Numeric

3

Unused

3

Should always be "000"

4

Date

6

(mmddyy) with left padded zeros

5

Description 1

50

Alpha-Numeric

6

Description 2

30

Alpha-Numeric

7

Department #

3

All zeros if you do not use departments

 

Account #

9

Left padded with zeros to make it 9 digits

8

Amount

11

(155 = $1.55) positive value for Debit negative for Credit

9

Project

50

Alpha-Numeric

Here is an example screen shot of a GLTRN2000.txt file:

Journal Edit Report

The Journals Edit Report allows you to view a report of selected unposted journals. For each journal all detail is displayed along with Final Totals for selected journals.

  1. Click Report Preferences on the blue bar above the report preview to access options for the report.
  2. Select the Change Appearance? check box in order to change the font type and size. There is also a drop-down option to control the white space between the columns by a percentage. You can Print Journal Notes, Print Setup Information, and you have three Page Break Options:
    • none
    • By Type of Journal: A page break is inserted when the journal type changes.
    • By Journal Number: A page break is inserted when the journal number changes.

You can also choose to Sort Detail By either Account # or Sequence Entered.

If you have changed the selected options, click the Run Report button to display an updated report preview. You may also click the Clear Preferences link to reset all of your report preferences to their initial values. Once the preview displays you can navigate the pages, export to several formats (e.g., PDF, Excel, Word), and Print. Click Report Preferences on the blue bar above the report preview to return to Report Preferences. Click the Close Report button when finished to return to the Unposted Journals page.

Change Year

The Change Year option if the selected journals need to be posted to another year.

  1. Year: Choose a year from the drop-down list.
  2. Click OK to continue or Cancel to return to the grid.

Post Journals

The Posting List of Journals report allows you to view selected journals before posting. For each journal all detail is displayed along with Final Totals for selected journals.

This Section Includes:

Report Preferences

  1. Click Report Preferences on the blue bar above the report preview to access options for the report. You can Print Journal Notes, Print Setup Information, and you have three Page Break Options:
    • none
    • By Type of Journal: A page break is inserted when the journal type changes.
    • By Journal Number: A page break is inserted when the journal number changes.

You can also choose to Sort Detail By either Account # or Sequence Entered.

If you have changed the selected options, click the Run Report button to display an updated report preview. You may also click the Clear Preferences link to reset all of your report preferences to their initial values. Once the preview displays you can navigate the pages, export to several formats (e.g., PDF, Excel, Word), and Print. Click Report Preferences on the blue bar above the report preview to return to Report Preferences.

Finalize Post

  1. Click the Finalize Post button to finalize the posting of the journals or the Cancel link to return to the Unposted Journals page without posting.

Updated

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