Journal Batch Entry in RFMS NEXT

When a journal entry needs to be made to fix an account or make an adjustment, use the Batch Entry feature.

Add an Entry

 Tips:

• Debits and credits must balance before entries can be posted.

1. From the View Journal screen select the Add Batch button, .
2. From the Add Journal Batch Entry screen, (A) enter the transaction date, a reversal date if applicable, and the initials of the user entering the data under Operator ID. Then, (B), click the plus icon to begin adding entries.
   
3. The Journal Batch Entry Details dialog will open. Fill in the details and select Save & New to enter another transaction or Save to log the entry and close the dialog box.
   
4. After each entry is saved it will be added to the Journal Details screen. A running balance of credits and debits is totaled at the bottom of the screen.
   

Edit or Delete an Entry

Select an entry from the Journal Details list and then select Edit in the toolbar.

Reversal Date

Setting a reversal date for a batch posting creates an automatic batch posting for selected entries on the date indicated. When utilizing this feature keep in mind:

• The reversal date is inputted at the top of the Add Journal Batch Entry Screen. The reversal date should be set for a date after the transaction date.
• When adding or editing an entry there is a checkbox for Reverse. Uncheck this box for any entries you wish to exclude from the reversal date.
• If an entry is to be reversed, it will have a checkmark in the Reverse column of the Journal details.

Download or Print Entries

You can download a CSV file or print a preliminary entry report before posting the batch to the journal.

Posting Batch Entries to the Journal

 Tips:

• If a batch entry is created and the the screen is left before posting, the batch file will be deleted.
• A final posting report will print after posting is completed. This report is an audit trail for adjustments made tot he journal. All entries are deleted from batch entry screen after posting.

Only when the entries are balanced will the option to Save be available. Selecting Save will post the entries.

Explanation of Data Fields

Field	Entry Required	Explanation
Transaction Date	YES	Date for journal entry.   Tip: Can be in a closed journal period, but not a closed General Ledger period.
Reversal Date	NO	This date creates an automatic reversing batch posting on the date indicated. Must be after the transaction date.   Tip: Can be in a closed journal period, but not a closed General Ledger period.
Operator ID	YES	Enter the initials of the person making the adjustments.
Store	YES	Select the corresponding store associated with the entries.
Group Number	NO	If making several journal entries at once time use the the group number to help keep them organized.
Account Code	YES	Select code from the Chart of Accounts. This is the account the journal entry will be posted to.
Sub Account Code	NO	Select code from the sub accounts list. This is the sub account the journal entry will be posted to.
Description	NO	Any additional information should be included here.  Tip: An entry is recommended.
Comments	NO	Any additional information should be included here.  Tip: An entry is recommended.
Debit	NO	Enter an amount.   Tip: If both debit and credit are left blank you will not be able to save the entry.
Credit	NO	Enter an amount.   Tip: If both debit and credit are left blank you will not be able to save the entry.
Reverse Checkbox		Box will be check if a reversal date has been entered. If entering multiple transactions you can uncheck this box for the individual entries it does not apply to.