There are two ways to access the G/L Journal Entry window. The first is through the Batch List icon, and the second is through the Journal Entry icon.
To access the G/L Journal Entry window, through the Batch List icon, click on
G/L Transactions on the left navigation pane, then double-click on the Batch List icon. The G/L Batch List window opens (Exhibit 3-1).
EXHIBIT 3-1 G/L Batch List window
With the G/L Batch List window open, read the following explanations of the fields:
Batch Number. Once you type in a specific batch number, you can either click the Refresh button to update the list so that the desired batch is highlighted, or click the Finder button to have the Finder - Batches window open with the desired batch highlighted. Then click Select.
Ledger. Allows you to filter the list of batches by subledger (for example, AP for accounts payable).
Show Posted and Deleted Batches. Checking this box shows posted and deleted batches in the batch list.
Batch. This column shows the numbers of all batches.
Description. This column shows the description of each batch.
Ledger. This column shows which application subledger created the batch. Edited. This column displays the date on which the batch was modified.
Ready to Post. This column shows whether the batch is ready to be posted. Double-clicking in this field changes the status.
Type. This column shows the type of batch. Possibilities include Generated, Imported, Subledger, Entered, or Recurring.
Status. This column shows the batch status. Possibilities include Ready to Post, Posted, Open, Deleted, and Provisionally posted.
Printed. This column indicates whether the batch has been printed. Batch Total. This column contains the total of all debits in a batch.
Quantity Total. This column displays the quantity total for accounts that have had the Maintain quantities options selected.
Created. This column contains the date on which the batch was created.
Posting Seq. If the batch has been posted, this column displays the posting sequence number assigned to the batch during posting.
No. of Entries. This column displays the number of entries that are in the batch.
No. of Errors. This column contains the number of errors in the batch. The errors are found by Accpac during posting. Accpac will post the correct entries and generate a batch
containing the entries with errors.
Open. Pressing this button will open the batch and the G/L Journal Entry window, which allows you to add or modify transactions. Double-clicking on an item in the batch list accomplishes this as well.
New. Clicking this button opens the G/L Journal Entry window, creating a new batch. Delete. Clicking this button deletes the selected batch.
Post. Clicking this button posts the selected batch. The selected batch must be marked “ready to post” to avoid a warning message.
Prov. Post. Clicking this button provisionally posts the selected batch. This allows you to see the effects of the batch on the general ledger accounts, without it being permanent.
Print. Clicking this button prints the selected batch.
Refresh. Clicking this button updates the information in the list.
In Exercise 3.1, you use the fields previously explained to create a batch, which you will delete later in this lesson.
Computer Tutorial 3 Lesson 3 5
EXERCISE 3.1
Creating a batch
1. The G/L Batch List window should still be open. If not, follow the instructions at the beginning of Topic 3.2 to open it.
2. Click New. The G/L Journal Entry window opens (Exhibit 3-2).
EXHIBIT 3-2
G/L Journal Entry window
3. Leave the G/L Journal Entry window open for the next section.
The G/L Journal Entry window contains many fields. Read the following explanations of the fields to familiarize yourself with this window.
Batch. Use the New button to create a new batch, or the Finder button or the scroll buttons to search for already opened batches.
Batch Description. Type a maximum 60-character description of the batch here.
Entry. Use the New button to create a new entry, or the Finder button or the scroll buttons to search for entries. The Drill-down button allows you to find the originating transaction (only appears if the transaction came from a subledger such as AP or AR).
Entry Description. Type a maximum 60-character description of the entry here.
Date. The current session date is entered here by default. You may get a warning message if the date is outside the date range defined in the Company Profile. However, you can still process the transaction. This date will set the date for the next field, Year/Period, but it can be changed. This date is also entered in the transaction detail lines within the journal entry.
Year/Period. This field contains the year and period to which the entry will be posted, regardless of dates entered in other fields.
Source Code. Enter a source code for the transaction. There are default codes, or you can create your own. For example, CR could be for cash receipts.
Entry Mode. Two modes are available. Normal, where each field is visited in every line of the transaction detail, or Quick, where certain fields (Reference and Description) have information copied from the first detail line entered. Quick saves time by relieving you of the need to re-enter the same information more than once.
Auto Reverse. Check this option if you want to create a reversing journal entry for a transaction in the batch.
Line. Accpac automatically generates the line number of the transaction Reference. You can enter a 60-character reference for the transaction. Description. You can enter a 60-character description for the transaction. Account. Enter or select an account number.
Account Description. Accpac will display the description of the account number entered. Debit. Enter the debit amount of the transaction in this column.
Credit. Enter the credit amount of the transaction in this column.
Quantity. If the selected account maintains quantities, you can enter quantity information in this column.
Date. Enter the date for the transaction. This will not determine to which fiscal period the transaction posts.
Source Ledger. The code for the application that created the detail line will be displayed here.
Source Type. Enter the appropriate source code for the transaction.
Comment. Enter a comment to give more information concerning the transaction. Add. Adds a journal entry to the batch. (This button changes to the Save button once a journal entry is added.)
Save. Saves changes made to a journal entry.
Delete. Deletes the current journal entry. You cannot use the deleted entry number again. Clear. Clears all the transaction detail lines that have been entered.
Detail. Allows you to zoom into the transaction and view all fields on one screen rather than having to scroll to view.
Computer Tutorial 3 Lesson 3 7
The following columns appear in Multicurrency ledgers only: Currency
Source Debit (instead of the Debit column) Source Credit (instead of the Credit column) Rate Type
Rate Date Rate
Functional Debit Functional Credit
After you have finished studying the G/L Journal Entry window, close that window, then close the G/L Batch List window to return to the company desktop.