TIP To interface a journal entry from a non-Lawson system,
1. Access Journal Entry (GL40.1).
2. Choose the New JE link to open DeÞne Journal (GL40.2) and deÞne journal entry header information. Consider the following Þelds.
Type Indicate what type of journal entry you want to create. The default is Normal, which lets you create a journal entry within one company. Select Intercompany to create a journal entry between different companies.
Journal If you selected Yes in the Auto Journal Numbering Þeld on Company (GL10.1), leave the Journal Number Þeld blank and a journal number will be assigned by the system.
Seq (Sequence) The sequence number for a new journal must be zero. The sequence number identiÞes the order of similar journal entries. Sequence numbers are used by the system when an error suspense journal entry is created for a journal entry with invalid or inactive accounting units or accounts.
3. Use the Main tab to deÞne header information for the journal entry, including information that defaults on transaction lines. Consider the following Þelds.
User Analysis Type up to four user analysis values to default to each transaction line or use DeÞne (F6) to open the User Analysis Entry subform and deÞne the values. This applies only if you use the Strategic Ledger application.
Source Code Select the source code to identify where transactions are created within a system. If you leave this Þeld blank, JE defaults.
Description Default
Select the description that you want to default on each transaction line. If you leave this Þeld blank, the journal header description defaults. As an alternative, you can select Prior Transaction line, which copies the description from the last transaction line to the new one.
Auto Reverse and Period
If you select Yes in this Þeld, the new transaction lines you add on GL40.1 will be set to auto reverse.
Identify the period that you want to reverse journal entries to. If you leave this Þeld blank, reversing entries are made in the next period.
Journal Book You can select a journal book for the transaction to group transactions. If you selected Yes in the Journal Book Required Þeld on Company (GL10.1), this Þeld is required. For more information, see"What Is a Journal Book?" on page 130.
TIP You can also copy a journal entry. For more information, see
"Copying a Journal Entry" on page 206.
4. Use the Dates, Currency tab to deÞne dates associated with the journal entry and to deÞne currency information for a nonbase currency journal entry. Consider the following Þelds.
Posting Dates Type the date that you want to post the journal entry on. If you leave this Þeld blank, the period ending date for the current period is used.
Transaction Dates Type the date to identify when you created the journal entry. If you leave this Þeld blank, the system date is used.
ADB Effective For Average Daily Balance companies only, type the effective date for calculating average daily transactions. If you leave this Þeld blank, the posting date defaults. Average Daily Balance is a feature that is generally used only by banking institutions.
Currency Code and Exchange Rate
If you are entering a nonbase currency journal entry, select the appropriate currency code in the Currency Code Þeld. Select the rate used to calculate currency exchange operations on non-base currency amounts in the Exchange Rate Þeld. If you leave this Þeld blank, the current exchange rate deÞned in the Currency application defaults.
5. If attribute information is required, use the Attributes form tab to deÞne
NOTE You can enter amounts and units on the same detail line. Amounts need to balance before a journal entry can be released, units do not.
6. DeÞne journal entry transaction lines.
The following options are available:
To Use
Add up to Þve transaction lines at a time for the journal entry
Journal Entry (GL40.1). On this form you can assign an accounting unit, an account, user analysis values, an amount, a units value, an activity, and a description.
Choose the More button to deÞne additional information for a transaction line or override the default information from the journal entry header.
TIP To add another tab of journal entries, use the Add form action.
The form clears and you can continue to enter additional detail lines for the entry. If you create multiple transaction lines, you can use Copy (F2) to copy a Þeld value from the previous transaction line. To copy and reverse the previous transaction amount use Shift+Copy (F2) in the Amount Þeld.
Add up to 12 transaction lines at a time for the journal entry
The Speed Entry button on Journal Entry (GL40.1) to open the Speed Entry subform. On this form, you can assign an accounting unit, an account, user analysis values, an amount, and a description, and set the reversal ßag. Choose the More button to deÞne additional information for a transaction line or override the default information from the journal entry header.
DeÞne a single transaction line The Single Line button on Journal Entry (GL40.1) to open Journal Entry (GL40.8). Use the Main, Attributes, and Amounts form tabs to deÞne journal entry transaction information.
7. To display totals for the journal entry, click the Totals link on Journal Entry (GL40.1) to open Totals (GL40.7). Use this form to determine whether you need to make transaction line adjustments to eliminate differences between transaction and base currency amounts, between transaction and report currency amounts, or between debit and credit amounts.
If Then
You want to display totals for a different currency, posting company, or zone.
Choose the Filter link.
8. If you selected the auto-balancing option for your company base currency transactions, choose OK and Add to automatically create auto-balancing adjusting entries in the auto-balancing system account.
9. If you did not select auto-balancing on the Currency tab on Company (GL10.1), you must return to Journal Entry (GL40.1) and manually adjust the existing detail lines.
Followup Tasks
• To deÞne comments for a journal entry, choose the Comments link on Journal Entry (GL40.1). For more information, see"DeÞning Journal Entry Comments" on page 207.