Miscellaneous G/L Journals

Because Texada SRM is fully integrated, many General Ledger entries are generated automatically by the posting programs in the Accounts Receivable and Accounts Payable and other modules. However, there will be some entries that will have to be made manually.
e.g. start up balances

Balancing the Journal Entry:
When journal transactions are entered, the journal must always balance before it can be accepted.
The total that are displayed in the top right portion of the screen show the current transaction total, the running balance of the Debit and Credit entries, and the total for this journal.
The Debits must equal the Credits so that the Journal Total is zero to balance the journal entry before exiting the transaction screen.

Tax Charges:
The Calculate Tax On: flag for 'Journals/Checks' or 'Both' in the Company Taxing Parameters controls whether processing has been activated to automatically prompt for taxes the GL journal.
If activated, such taxes will be included on the Tax Business Activity Statement report available in Tax Activity Report.

Data Import into Journal:
Data from an external file in "tab-delimited" format can be imported to populate the Journal transactions.
e.g. A rental firm that uses a bank service to generate the company payroll can use this process to import the payroll posting distribution in the General Ledger.

The prompts to enter the Miscellaneous Journal are:

JOURNAL ENTRY NUMBER

In add mode accept the automatic Journal Entry Number.
In Change mode, existing unposted journal transactions with the dates and batch codes, can be viewed in the drop-down list on this field.

TRANSACTION DATE

Accept today's date or enter the correct date to be used to post these entries.

This date is checked to ensure it is within the current Date Range for GLET, as defined in Date Range Control.

BATCH

Enter the Batch code or select one from the drop-down list. Batch codes are setup in G/L Batch Codes.

JOB LOCATION AND EVENT WINDOW

The Location and Event Information window only appears if one of the following features is used:

• Event management processing as activated in the Company Rate Parameters and not been de-activated for the operator's division in the Additional Pop-Up Windows in the Divisional Contract Parameters.

• Job cost tracking when Enable Job Costing is activated in the Company Posting Parameters to capture the customer and site information for the cost code, as outlined in Job Costing Overview.

Exit the window if this journal does not apply to an event or job cost tracking, or enter the customer, site and location information as outlined in Location and Event Information.

IMPORT FILENAME

Leave this field blank if an external data file is not to be imported.

The following steps can be used to populate the G/L journal transaction details with data from an external file:

• Click he TEMPLATE button to generate an empty spreadsheet layout and enter the GL accounts with the amounts by division.
  Mandatory fields are indicated on the template with (m) and the optional fields with (o)
  When the journal transactions are completed, save the file to a "tab-delimited" txt file on your local client computer.
• If the operator as role permission, the UPLOAD button can be used to move a txt file from the client machine to the server in preparation for importing, as outlined in Select a File to Upload.
  Even if the operator does not have role permission to upload a new file to the server location, existing files on the server can still be imported into the journal.
• If an Import data file was found, the Journal Import File Parameters window is triggered which can be used to define the Excel columns of the import file to the corresponding journal fields, and to view the transactions from the import file.
  The Tax Code details can only be imported if the Calculate Tax On flag in the Company Taxing Parameters is set to 'Journals/Checks' or ' Both'.

  Note: This processing will not populate Job Costing processing.

TRANSACTION TYPE

This field is only enabled with the 'Standard Tax' method when the "Calculate Tax On" capture feature in the Company Taxing Parameters is active in preparation for generating the Tax Activity Report.

Select one of the following Transaction types from the drop-down box:

• Select Collected if this Journal entry reflects a Collected transaction and should be reported as Sales on the Tax Activity Report.
• Select None if this Journal should not be reflected on the Tax Activity Report.
• Select Purchased if this Journal entry should be reported as a Purchase on the Tax Activity Report.

To minimize distortion of the Tax Activity Report results when the "Transaction Type" on a journal is 'Collected' or 'Purchased' a check is performed on the detail transactions of the journal and a warning is generated if the details types do not match the 'Type" defined in the journal header.

Note: If the option to "Calculate Tax On" on Journals is turned off in the Company Taxing Parameters a warning is displayed that G/L Journals are not reflected in the report is generated when the Tax Activity Report is run.

TAX INCLUSIVE

The Tax Inclusive default value can be set in the Company Taxing Parameters and can be changed on the journal as required.
This flag determines whether the tax amount is part of the transaction amount entered.

Note: Additional tax code cannot be added manually to the journal if the "Calculate Tax On" Journals/Checks is on.

Journal Transaction Details:
When the header information is accepted, the Journal Entry number is assigned, and the details can then be entered as follows:

SEQ#

The sequence number automatically tracks the entries on the screen.

COST CODE

This prompt is only displayed when Job costing is being tracked at the posted G/L level, as activated in the Company Posting Parameters.
Select a Cost Code from the drop-down list as setup in Job Cost Code.

ACCOUNT#

Enter the General Ledger Account to be debited or credited, or select it from the G/L Account Search window.

Control Account Postings:

If a journal transaction is posted to the A/R or A/P Control Accounts, a warning is triggered and a customer or vendor account number must also be assigned in the Accounts Receivable Detail Information or Accounts Payable Detail Information window.
This is important to ensure these G/L control accounts agree with the A/R Sub-Ledger and the A/P Sub-Ledger.
The only exception should be when the "Opening G/L Account Balances" are originally entered.

Note: Operators can be restricted from posting to a control account by role permission as defined in the Document Field Access window of the Security Role Permissions.

DESCRIPTION

The description of the Account number selected automatically appears.

DIV

Enter the division or select it from the drop-down list.

TRANS AMOUNT

Type in the amount of this entry or transaction.
Enter the amount as positive.

D/C

Select D for Debit or C for Credit.

SOURCE

The Journal Entry number automatically appears as the source, but can be over-typed as required.
The Source prints on the posting Journal, and is stored in the G/L when it is posted.

This field will repeat for the next sequence number, but can be over-typed.

REF

Describe the purpose of this Journal entry.
e.g. BANK DEPOSIT, EXPENSE ACCRUAL, ADJUSTING ENTRY, etc.

This field will repeat for the next sequence number, but can be over-typed.

DETAILS

Leave the details blank, or type in a comment about this specific account disbursement.

This field does not repeat, since it is designed to be unique to this account.

TAX CODE DETAIL

If the Calculate Tax On feature has been activated for G/L Journals or ALL in the Company Taxing Parameters, the tax code window is triggered after each detail is completed displaying the default Tax code associated with the GL Account as assigned in Tax Codes.

• If the Account # entered for this transaction is not associated with any Tax Code, leave this field blank and close the window if taxes do not apply, or select the tax code required for this transaction from the drop-down list.
  This defines the tax code to associate with the journal line in the Tax Activity Report and will be noted in the G/L transactions.

  Note: This does not calculate any tax amounts and does not trigger any tax posting to the G/L.

• A valid tax must be selected if the Account # entered for this transaction is defined as a posting G/L Account for any tax code in the Tax Codes table.

  This is a mandatory field that is used to manually link this Tax transaction with the Tax Codes that have been input for the other expense detail lines of the journal.
  When the journal detail is posting to a G/L Account that is defined as tax account in Tax Codes then the transaction itself is not written to the BAS report in Tax Activity Report as the system does not automatically calculate taxes in these functions.

Security:
To change the default Tax Code on the Journal transaction the operator must have Security Role to 'Change Tax Codes' set in the "Document Field Access" window of the Role Permissions.

Finished?

Click the ACCEPT button to accept.

The Journal Total at the top right should be blank or zero, otherwise the debit entries do not equal the credit entries, and an adjustment is required to balance the postings.

When the journals are entered and balanced, they can be posted to the General Ledger using Post Miscellaneous Journals.

Example Journal screen:

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
                MISCELLANEOUS JOURNALS

JOURNAL ENTRY NUMBER:     50           TRANS TOTAL:        .00
TRANSACTION DATE:         10/31/20XX   TOTAL DEBITS:   2500.00
BATCH:                    UNASSIGNED   TOTAL CREDITS:  2500.00
IMPORT FILENAME:                       JOURNAL TOTAL:      .00

SEQ# ACCT#  DESCRIPTION       DIV         TRANS AMOUNT     D/C    SOURCE
---- -----  -----------       ----        ------------     ---    ------
001  2060    ACCRUED A/P                    2500.00          C      JN50
     REF: ACCRUE EXPENSES     DETAILS: RENT & REPAIRS

002  6230    RENT EXPENSE     1             1500.00          D      JN50
     REF: ACCRUE EXPENSES     DETAILS: RENT

003  6350    VEHICLE REPAIR   1             1000.00          D      JN50
     REF: ACCRUE EXPENSES     DETAILS: REPAIRS


~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Journal In Use:
If the Journal In Use warning is displayed when the operator attempts to access an existing Journal Entry Number, that another operator is using.
The first operator or workstation must exit the record before another can access it.

OPENING G/L ACCOUNT BALANCES

When installing the Accounts Receivable and Accounts Payable modules in addition to the General Ledger, opening account balances should be entered after completing the start-up in A/R Start-Up and A/P Start-Up.

If A/R or A/P are already setup:
If the Start-Up instructions are completed for either Accounts Receivable or Accounts Payable, then the last step of the Start-Up instructions is to post a Miscellaneous Journal Entry to record the 'Opening Balance Total' in the General Ledger.
This is required to ensure that the sub-ledgers are in balance with the G/L Control accounts from the very beginning.

TO PROCEED

Select a date to convert your manual system to the software, and total each account from your manual General Ledger up to this date. Generally, the date of conversion is a month end and is the date used for Accounts Receivable and Accounts Payable start-up.
Create a journal entry as of this conversion date using Miscellaneous Journals and include the opening balance of each G/L account as a positive value, for each division, choosing the appropriate Debit or Credit for the account type.

In the Reference field type "OPENING ACCOUNT BALANCE" to further identify the purpose of the posting.

The sum of all the G/L account balances, should create a balanced Journal record.

When entering the A/R or the A/P Control Account, the Accounts Receivable Detail Information or Accounts Payable Detail Information window opens prompting for the customer or vendor record in the sub-ledger for the corresponding posting.
Exit this window without entering and information as it does not apply to the start-up balances.
The G/L Opening Balance entry is the ONLY journal posting that should ever be made to either of these control accounts that does NOT need a corresponding posting to the sub-ledger. This is because the sub-ledgers have been updated by the start-up details in A/R Start-Up and A/P Start-Up.
An audit trail record is written to track the posting to the Control account. It can be viewed in Delete Log, under Function GLET10C.

When all the opening balances have been entered, select Post Miscellaneous Journals and check the figures against the report.

ACTIONS:
Additional actions provided by buttons on the Miscellaneous G/L Journals screen include:

• Move an Import File from the Local Client to the Server:
  Click the UPLOAD button at the bottom of this screen to access the Select a File to Upload utility in order to copy a local txt file to the server C:\PRO4DATA directory.
  After the copy is completed and the Import Filename entered on the journal, the fields can be allocated by column in the Journal Import File Parameters window.

  This button is only enabled if the operator has Security Role Permissions in the Document Field Access window to "Upload Misc Journal File From Workstation".

• Create a Template to Capture the Journal Details:
  Click on the TEMPLATE button to generate an empty spreadsheet layout and then enter the GL accounts with the amounts by division.
  When the journal transactions are completed, save the file to a "tab-delimited" txt file and UPLOAD it to the SRM server.

  Note: Only the SCS operator has the ability to upload beginning balances for the AR and AP Control Accounts.

• Populate the Journal Details from a Concur Import File:
  Click the CONCUR IMPORT button at the bottom of this screen to access the Transaction Import File Search table in order to select a file from the server to populate the G/L Journal details.

  This button is only enabled if the Concur processing has been activated on the Software Integration and the operator has Security Role Permissions in the Document Field Access window to "Import Misc Journal File From Concur Files".