Enter Journal Transactions

The primary function of this process is to Enter Journal Transactions. This function allows you to create, post, edit or suspend a Regular Journal Transaction, create and post a Recurring Journal Transaction Template, and append a JT with an inter-company accounting entry. These transactions will receive a module type of GLGJ (General Ledger/General Journal).

You can inquire on a posted Journal Transaction, as well as edit Journal Transactions created through the various DockMaster modules. If you set your module parameters to auto-post, you will not be able to edit and change any Journal Transactions. You will have to create a Journal Transaction to correct erroneous entries.

Note: If you are unsure as to why a specific accounting entry was made or where the system is getting the account information, please contact a DockMaster support representative for an explanation.

Some Common Reasons to Edit a Journal Transaction

The default General Ledger account numbers set up in your module parameters are incorrect.
The General Ledger account numbers set up in your Department File are incorrect.
The General Ledger account numbers set up in your Billing Code File are incorrect.
For users with the POS module, this process can be used to make adjustments to your cash account when you batch out a register that is over or short. Change the debit or credit to your cash account and add a cash over/short account for the offsetting amount.
A power failure interrupted a posting routine causing an out of balance JT.

General Rules

All Journal Transactions must balance to zero to save or post the transaction. You may, however, suspend an incomplete JT and recall it later for editing and update.
Journal Transaction numbers are assigned by the system.
You must have a G/L Account to save, post or suspend a JT.
If inter-company accounting is not activated, all accounts specified within the given Journal Transaction must contain the same company number.

From the menu select, General Ledger, Journal Transactions, Enter Regular Journal Transactions. Select one of the topics below to continue.

Enter a new Journal Transaction

Type ‘N’ to start a new Journal Transaction (JT). A transaction number will automatically be assigned after you press the Save, Post or Suspend button.
Enter a Description for this transaction. The description is user-defined and may be used to explain the purpose of this transaction. The Description will appear on all Journal Transaction reports and G/L Account Inquiries. You can also enter a comment for each G/L Account entered in the G/L Accounts grid; this comment overrides the Description on reports and inquiries.
Press Enter to accept the current Accounting Date or enter a specific date. This is the date this transaction will post to the General Ledger; it can be any date for which an accounting period is valid and open. Module, Entered Date, and Posted Date are all non-maintainable prompts automatically updated by the system
You may receive one of the following error messages at this prompt:
- Accounting Date is not in a valid Accounting Period - this message means that you've entered an accounting date that is not defined in the General Ledger Parameters.
- Accounting Date is in a closed Accounting Period - this message means that you've entered an accounting date that is in a closed accounting period. You can reopen an accounting period through the program Close/Open Accounting Periods.
Enter a valid G/L Account number. The account description will be displayed to the right once it’s entered. Press F6 to list the Chart of Accounts. To delete an account number from the screen, put your cursor on the account number and press F7 to delete the row.
Enter an Amount to debit or credit this account. You may enter amounts in the range -9,999,999.99 to 9,999,999.99. A credit should be entered as a negative number (i.e. -100.00). As each amount is entered, the Balance box is re-calculated and displayed as a running total.
Enter a comment for the GL account line entry or press enter to accept the previously entered description for the journal transaction.
Repeat the GL account number, amount, and comment for each line until the journal transaction is complete and in balance.
Press the Post button to post this Journal Transaction. A JT can only be posted if it balances to zero (Debits = Credits). The following message is displayed. Do you want to Post this Journal Transaction?
- Click Yes to post the Transaction or No to return to the journal transaction.

Note: Once you post the Transaction, you cannot remove the activity from your ledger; you can only reverse the entry (see Reversing a Journal Transaction).You will receive another message telling you the Journal Transaction number posted. Press OK to continue.

Create a Recurring Journal Transaction Template

Click in the Recurring Journal Transaction ID prompt to create a Journal Transaction "template"; The ID must begin with an alpha character and up to 5 alphanumeric characters may be used (no spaces).
- A Recurring JT template can be entered with or without dollar amounts and can be posted to the General Ledger by clicking the Post button.
- These templates may be modified, deleted, or accessed for posting to the Ledger at any time; simply enter the Recurring JT ID and click on the Save as Recurring Journal Transaction button to save your changes.
Enter a Description for this template. The description is user-defined and may be used to explain the purpose of this transaction. The Description will appear on all Journal Transaction reports and G/L Account Inquiries. You can also enter a comment for each G/L Account entered in the G/L Accounts grid; this comment overrides the Description on reports and inquiries.
Press Enter to accept the current Accounting Date the user can override the accounting date in the future when the recurring entry is posted. Module, Entered Date, and Posted Date are all non-maintainable prompts automatically updated by the system
You may receive one of the following error messages at this prompt:
- Accounting Date is not in a valid Accounting Period - this message means that you've entered an accounting date that is not defined in the General Ledger Parameters.
- Accounting Date is in a closed Accounting Period - this message means that you've entered an accounting date that is in a closed accounting period. You can reopen an accounting period through the program Close/Open Accounting Periods.
Enter a valid G/L Account number. The account description will be displayed to the right once it’s entered. Press F6 to list the Chart of Accounts. To delete an account number from the screen, put your cursor on the account number and press F7 to delete the row.
Enter an Amount to debit or credit this account or enter 0.00, you may enter amounts in the range -9,999,999.99 to 9,999,999.99. A credit should be entered as a negative number (i.e. -100.00). As each amount is entered, the Balance box is re-calculated and displayed as a running total. When recalled posting in the future the amounts can be changed as needed.
Enter a comment for the GL account line entry or press enter to accept the previously entered description for the journal transaction.
Repeat the GL account number, amount, and comment for each line until the journal transaction is complete and in balance.
When the template is complete click the Save As Recurring Journal Transaction button.
When prompted for a Recurring Journal ID enter it with a preceding alpha character.

Inter-company Accounting

Note: You must have the Inter-Company Accounting box checked in the General Ledger Parameters to process inter-company Journal Transactions. The transfer account numbers are derived from the Primary and Secondary Transfer prompts in Company Table. See your System Administrator to enable the inter-company accounting option.

Click the Create Inter-company Matrix Transaction button to append this Journal Transaction with an offsetting inter-company entry.
If inter-company accounting is not activated, all accounts specified within the given Journal Transaction must contain the same company number. The following message is displayed if you try to cross company boundaries:

Inter-company Accounts are not allowed.

Saving a Journal Transaction

Click the Save as Regular Journal Transaction button to save the transaction and receive a Journal Transaction number; the balance of the transaction must equal zero. Note: This does not post the transaction. The following message is displayed:

‘000000’ created. Press Ok to continue.

Suspending a Journal Transaction

Click the Suspend button to suspend the Journal Transaction and receive a Journal Transaction number. The suspended JT is not applied to the General Ledger. The following message is displayed:

‘000000’ suspended. Press Ok to continue.

Displaying a List of Suspended Journal Transactions

Press F8 at the Journal Transaction ID prompt or print a list of your suspended transactions through the Journal Transaction Registers option on the G/L Reports Menu. Select Suspended at the Journal Transaction Type prompt.

Posting a Suspended Journal Transaction

To post a suspended JT, enter the suspended JT number at the Journal Transaction ID prompt and click Post.

Posting a Journal Transaction

Press the Post button to post this Journal Transaction. A JT can only be posted if it balances to zero (Debits = Credits). The following message is displayed:

Do you want to Post this Journal Transaction?

Click Yes to post the Transaction or No to stop. Once you post the Transaction, you cannot remove the activity from your ledger; you can only reverse the entry (see Reversing a Journal Transaction).
You will receive another message telling you the Journal Transaction number posted.

‘000000’ Posted. Press OK to continue.

Displaying a List of Unposted Journal Transactions

Press F8 at the Journal Transaction ID prompt or print a list of your suspended transactions through the Journal Transaction Registers option on the G/L Reports Menu. Select Suspended at the Journal Transaction Type prompt.

Deleting a Journal Transaction or Recurring Template

Click the Delete button to delete a suspended, saved or recurring Journal Transaction. You can only delete Journal Transactions that are GLGJ module types.

Reversing a Posted Journal Transaction

A Journal Transaction that is already posted can be reversed by simply entering the original transaction number. The system will recognize that the number is on file and ask you if you want to create a reversing transaction. Answer Yes and a reversing JT will get created and displayed on the screen.
At this point, proceed as you would with a normal Journal Transaction; post it, suspend it, save it, etc.

Create a Recurring Journal Transaction Template

Click in the Recurring Journal Transaction ID prompt to create a Journal Transaction "template"; up to 6 alphanumeric characters may be used (no spaces). For example, if you are inputting a monthly depreciation accrual entry, you could call your Template DEPR.
Press F6 to list the existing Recurring Templates.
A Recurring JT template can be entered with or without dollar amounts and can be posted to the General Ledger by clicking the Post button. These templates may be modified, deleted, or accessed for posting to the Ledger at any time; simply enter the Recurring JT ID at this prompt and click on the Save as Recurring Journal Transaction button to save your changes.

Posting a Journal Transaction Using a Recurring Template

Enter a Template ID at the Recurring Journal Transaction ID prompt and press the Post button. Warning: There is nothing to prevent you from posting a recurring JT model more than once in the same period. Please run a Chart of Account Analysis if you are unsure.

Deleting a Recurring Journal Transaction Template

Enter a Template ID at the Recurring Journal Transaction ID prompt.
Click the Delete button to delete the Recurring Journal Transaction Template.

Displaying a List of Recurring Journal Transaction Templates

Press F6 at the Recurring Journal Transaction ID prompt or print a list of your recurring templates through the Journal Transaction Registers option on the G/L Reports Menu. Select Recurring at the Journal Transaction Type prompt.

Posting DockMaster Modules to the General Ledger

The Post Subsidiary Journal to G/L program located on the G/L Administrative menu allows you to batch post Journal Transactions to the General Ledger.
If you enable the Auto-Post flag in any of the module parameters, the system will also post the transactions originating from that module to the General Ledger automatically.