General Ledger Journal Viewer (Journal Entries)


Create/maintain the list of General Ledger Journal transactions.


This viewer is required to record transactions directly to the General Ledger Journal.

Operation Lockdown Validations
The GL Journal now refuses the use of any GL Account that is intended to be used with only direct or indirect jobs.  Ideally, you could say that 'All' should also be excluded but that is considered acceptable to preserve all original behavior for installations that choose not to implement any of the Operation Lockdown functionality.

Important Fields:

Note: this Help Topic lists the standard configuration of all fields that may be included in this record. If you are using a customized system, the fields displayed on your screen may not exactly match the order or status (required, optional, default, display-only, hidden, etc.) of the fields described in this Topic.

This viewer is divided into two sections. The upper section contains the basic transaction header information. The lower section displays the transaction item detail.

Upper Section:

Main Tab

Transaction Id:
If you are creating a new transaction, this Id will be generated for you when you save the record. If you wish to correct or reverse an entry, enter its Id.  

Effective Date:
Enter the effective date directly, double-click on this field (or press Alt+F7) to access the Calendar viewer, or press Spacebar to enter today's date. When you save this record, the system will verify that the Effective Date falls within the date range defined by the Accounting Period.

Accounting Period Id:
Enter an Id or double-click on this field (or press Alt+F7) to select from a list of accounting period batches. To create a new Accounting Period, use the right mouse button to double-click on this field to access the standard Accounting Period viewer. This field is required.

Accounting Period Name:
This information-only field defaults from the Accounting Period record.

Period Start Date: Period End Date
These display-only fields default from the Accounting Period record.

Transaction Description:
This optional field enables the user to briefly describe the transaction. This field will be completed by the system for automatically generated entries (e.g., PM Accruals).

Closing Entry
This box is checked (by double-clicking on it or pressing the Spacebar when the caret is positioned on it) if this is a closing entry. For example, income and expense accounts could be closed to retained earnings. Normally, closing entries are created by running the Create End of Year GL Entry (labeled as Create Fiscal Year Closing Entry on the GL Folder viewer), although you may choose to make them directly to the General Ledger.

When reports are run for the current period and a closing entry exists for the last day of the current period, this closing entry will be disregarded. Reports run where the date of the closing entry does not equal the last date of the current period will include this closing entry. For example, suppose you make a closing entry dated Dec. 31, 1999. If you then run a report for a current period defined as Dec.1, 1999 - Dec. 31, 1999, the closing entry will not be included in the report. However, suppose you next run a report for the current period Dec. 25, 1999 - January 6, 2000. In this case, the closing entry dated Dec. 31, 1999 will be included in the report because it is not the last day of the current period.

Reversing Entries: Period Id
If this field is completed, the system will make detailed transaction entries as usual, plus reversing entries to the first day of the reversing entries period. This would typically be done in conjunction with adjusting entries that are made at the end of a month so that a balance is affected but with no net change to the accounts. Reversals must be made to a later period than the period for the GL entry.

Previous Id:
The Transaction Id of the previous journal entry that generated the current entry as a correcting or reversing transaction. This display-only field is maintained by the system.

Next Id:
If this transaction was used to generate a correcting or reversing entry, the Id of the next (correcting or reversing) entry will be displayed. If this display-only field is filled in, the current transaction cannot be corrected or reversed.

Entered By: Date Entered: Time Entered:
These fields are maintained by the system based on your user Id and the system date and time.

Recurring Journal Id:
If this GL Journal Entry was created by the Release Recurring GL Entry function, this display-only field will be completed.

Security Id:
If multiple location security is implemented on your centralized database system, this informational field displays the Security Id of the local user that created this record. If multiple location security is not implemented on your system, or if this record was created by a global user, this field will be blank.


This tab displays the GL History postings associated with this entry. The following columns appear on this tab:

Account - Account Name – Entity - Period – Company - Security
I/C (Yes if this post was generated by Intercompany Processing, No if not)
Journal - Trx Id – Date - Trx Count

Lower Section:


Total Debits: Total Credits: Net:
These fields are maintained by the system as you enter the transaction detail. The Total Debits must equal the Total Credits (for a Net of $0) in order to save the record.

GL Account:
The GL account to be debited or credited.

GL Entity:
The Id of the GL Entity to be affected by this transaction.

Account Name:
This display only field is filled in from the GL Account record.

GL Entity Name:
This display only field is filled in from the GL Entity record.

Debit Amount: Credit Amount:
Enter a debit in the Debit Amount field or a credit in the Credit Amount field.

This optional field briefly describes this line.

image\magnifybutton.gif Click this button to display the detail view of the selected line. The following fields are only available in this view.

Job Id:
PO Id:

Relevant Job and/or PO Id values will be displayed when available.