Journal Batch Entries – RFMS Help Desk

Accounting>File>General Ledger>Journal Batch Entries

Make sure to make all adjustments at this point before posting the entries to the journal.

From this screen any of the follow procedures may be done:

	Allows adding adjusting batch entries for errors, etc. Journal Batch Entries can be added continuously without having to reclick the add button. A message appears that ask to Add Another Entry.
	Allows editing batch entries
	Allows deleting batch entries
	Displays any notes entered or enter a note using this button. After a note has been added a small button will appear in the far-left column of the screen. These notes are included on the Print Journal report
	Removes ALL information from the Journal Batch file.
	Allows printing the information in the Journal Batch file. This should be printed before permanently posting the batch file to the journal and kept with monthly reports for reference purposes
	Allows posting all information from the Batch file to the Journal.

Transaction Date

Enter the Date of the Transaction.

Reversal Date

This date creates an automatic batch posting for selected batch entries on the date indicated.

If you want to have some (or all) of the batch posting reversed, this is what you would do:
Input a Reversal Date. (For example 10/01/11) You must enter this date for the Reverse option to be available on the adding a journal batch entry screen.
When a batch entry is input or edited, the last entry will read "Reverse on 10/02/11 (or whatever date is input as above)." If this feature is selected and saved, the Reverse Balance will contain something. (Note: For both Running Balance and Reverse Balance, if the total is not zero, they will show in RED)
It is unnecessary to flag each entry as being reversible. Therefore, it is possible to have a Running Balance of zero with a non-zero Reverse Balance. Please note that in order to post the batch, both the Running Balance and Reverse Balances must be zero.
If an entry is to be reversed, it will have an "X" in the Reverse column to the right.
The entries flagged as Reverse will be posted on the Reversal Date with the opposite value. (For example, if the original entry is a Debit of $10.00, the reverse will be a Credit of $10.00.

NOTE: If you erase the Reversal Date, any entries marked for Reversal will be AUTOMATICALLY unmarked. If in a subsequent operation a Reversal Date is re-entered entries for Reversal must be re-selected. However if you change the reversal date without exiting the field, previously selected reversals will be retained.

Operator ID

Enter the initials of the person making the adjustments.

Adding Journal Batch Entries

Accounting>File>General Ledger>Journal Batch Entries

Adding and Editing an Entry to Batch

Click the Insert Button .

When entering records, a balance of debits and credits must be maintained. Adjustments may be made through daily entry routines or by making batch entries. Adjusting entries can be posted to the journal any time prior to closing the Journal for that month. As was the case in making standard entries, these records will allow posting the following information:

Group Number

All accounts that belong together should be placed in the same Group Number.

Account Code

Enter an Account Code or press F8 to search.

Sub Account Code

To further distinguish entries, add a Sub Account Code in the space provided.

Description

Any additional information should be included here.

Comments

Any additional information should be included here.

Debit- Enter the appropriate debit amount.

Credit- Enter the appropriate credit amount.

Reverse

This option is only available when a Reversal Date has been entered.

Store Number

Enter the appropriate store number in the space provided. Verify the store numbers as posting entries does require that store information be entered. To ensure a second entry is posted the same as the previous entry, say yes to carry information forward on the second entry. Be sure to accurately enter all of the above information before posting!!

Posting Journal Batch Entries to the Journal

After adding/editing/deleting batch entries, they must be posted to the Journal. Be sure that all adjustments have been made to Batch entries before going further.

Click the Post Batch Entries Button

If a batch entry is created and the journal batch menu is exited without posting, the batch file will be deleted.

A final posting report will print after the posting is completed. This report serves as an audit trail for adjustments made to the journal. All entries are deleted from the file after posting.