Overview
Auto Journals can be used to enter standing and recurring General Ledger journals.
Examples of standing journals could be a monthly loan repayment that is taken directly out of the bank account each month or a monthly journal to record depreciation.
Rather than enter the same journal each month, a standing journal can be entered once and then processed each month. This will save a considerable amount of time.
The cycle – daily, weekly, fortnightly, 3 weekly, 4 weekly and monthly can be selected. By entering the date that the journal was last run, the system will calculate the number of times the journal needs to be run to date. Eg weekly cycle standing journal that has not been recorded for 3 weeks when processed will automatically process the journal 3 times.
Page 74 of 111 Open Auto Journal
Selecting Auto Journals will open the Beacon Auto Journal Maintenance screen as shown below.
This screen will display any Auto-Journals that have already been setup in Beacon BOS.
The function buttons across the bottom of the Auto Journal Maintenance screen allow you to perform the following actions.
Enquire – Display an Auto Journal entry Add – Create a new Auto Journal
Change – Make a change to an existing Auto Journal Delete – Remove an Auto Journal that is not required Process – Process an Auto journal
Any Auto Journals already created will display when this screen opens
Using the function buttons you can Enquire, Add, Change, Delete or
Process Auto Journals
Page 75 of 111 Add Auto Journal
To add an Auto Journal, click on the Add button in the Auto Journal Maintenance window to display the Auto Journal Entry screen as shown below.
The following information needs to be entered:
Enter a description for the journal
Select either standing or recurring journal type Select the required cycle
For monthly cycle enter the day of the month required, For all other cycles leave the day as 1 – the date is used to determine when to process the journal.
Enter the date that the journal was last posted or run
Tick the Run button to flag the journal as available for selection for processing.
Enter the details for the Auto Journal
Enter the account codes and debit and credit amounts.
The balance of the journal must equal zero.
When all lines of the journal have been recorded, the OK button will file the details.
The journal number, date last run, status, cycle, type and description will be displayed on the Auto Journal Maintenance list. Click the OK button to save the Auto Journal.
Page 76 of 111 Change Auto Journal
Select the auto journal to be changed.
Example: The Journal below requires the Dollar figure to be increased as the amount of the Journal is insufficient to cover the Monthly wages for your employees.
The only way to change the values of the journal is to delete the entry and then re-add it.
Click on the Cash at Bank record and then click on the Delete button.
Need to increase the Journal Amount to $15,000.00
Page 77 of 111
Once the Cash at Bank record has been deleted this can then be re-entered.
Key in the Account required – 680 Cash at Bank in this example.
Then enter in the new amount for the Journal – in this example $15,000.00 Press the Accept button.
Repeat this process for the second account – 646 Payroll Cheque Account.
When all changes have been completed, and the Balance of the Journal is $0.00, the Ok button will save the details.
The Cash at Bank record is highlighted to remove this click on the delete button
Page 78 of 111 Below is the example of the changes made to the Auto Journal.
The Journal value has been increased to $15,000.00
Page 79 of 111 Delete an Auto Journal
In the Auto Journal Maintenance window - Select the auto journal to be deleted.
Click on the Delete button at the bottom of the screen.
A warning will be displayed – Delete this auto journal? This process CANNOT be reversed!!!!
Select Yes to delete the auto journal or No to cancel.
Journal number 3 is no longer required and needs to be deleted
from Beacon BOS.
Page 80 of 111 Process Auto Journals
The Auto Journal screen will display a list of all auto journals that have been recorded.
For each auto journal the journal number, the date that the journal was last run, the status of the auto journal, the cycle (frequency) that the auto journal is posted, the type of journal (either standing or recurring) and the description is displayed.
Auto journals must have the status set to run in order to process.
To process an auto journal, highlight the journal required, check the status and select the Process button.
A message box will display – As shown below
Select Yes to proceed, or No to cancel.
Another message – Process both recurring and standing journals? Y – Do both N – Does recurring journals only.
Select Yes to process both standing and recurring journals or No to process recurring journals only.
Each standing journal will be displayed and can be changed prior to processing.
Page 81 of 111