| • | These General Journal transactions are generally needed to finalize accounting periods. |
| • | They are usually entered periodically (monthly, quarterly or annually) for posting Depreciation, Prepaid Rent and/or Insurance, Inventory Value Adjustments (Shrink), Earned and Deferred Revenue, etc. |
| • | To expedite these repetitive type of adjustment entries, and to ensure that they are posted in the same manner each time, General Journal Templates may be created. |
| • | When these repetitive adjustment transactions need to be entered each month, in exactly the same way, and for exactly the same amounts, General Journal Templates provide a consistent and reliable way to get this task done. |
| • | If the actual transaction values for each General Journal Template change whenever the template is used - even though the General Ledger Accounts themselves do not - once the default General Journal Template transaction set is inserted into the General Journal, you may simply update the preset Debit and Credit values, as needed, to reflect the actual value adjustments required for the accounting period be adjusted. |
| □ | General Journal Templates provide the means to predefine any number of predefined Debit and Credit entries that may then be inserted into the General Journal, at a User's request, to ensure that these repetitive transactions are posted in the same manner, every time. |
| • | There are two types of these General Journal Templates: |
| 1. | Transactions that are posted for the same Amounts at the same time each month (quarter, year). |
| • | In either case, creating the General Journal Template is done in exactly the same manner, except that: |
| • | The Value of the Debit and Credit entries in #1 are the actual values that will be posted to the General Journal. |
| • | The Value of the Debit and Credit entries in #2 are just "place holders" that will be modified when the General Journal Template is actually used. |
| □ | Creating a General Journal Template: |
| • | From the Main Menu Select Maintenance Menu and Choose General Ledger Items. |
| • | Click on the General Journal Template option. |
General Journal Templates dialog
| • | This General Journal Templates Form may be Re-sized by Dragging the Top and/or Bottom up or down, and/or the Right side in or out. |
| • | Navigation Menu - The Navigation Menu is located at the top of the General Journal Templates Form. |
| • | This Navigation Menu provides the normal Record Movement, New, Edit, Delete, Cancel, Save, and Refresh options; as well as special Print and Search functions. |
| • | Record Editing section - The details of the currently selected record are displayed below the Navigation Menu at the center (Main Body) of the General Journal Templates Form. |
| • | Table View tab - A tabular (spreadsheet style) Table View of the currently defined General Journal Template records is accessible by Clicking the Table View tab at the bottom of the General Journal Templates Form. |
| • | To display a specific General Journal Template record in the Record Editing section, Click on that record within the Table View section, or use the Search Icon (see the "Using the Special Functions" section later in this chapter). |
| • | This Table View information may be Pinned in Place by Clicking the Pin Icon on the right. |
General Journal Templates Form - with Table View tab Pinned Open
| ▪ | You may Un-Pin this Table View by Clicking the Pin Icon again. |
| ▪ | Click on any listed record to display that information in the center (Main Body) of the Form. |
| • | There are two columns of data in this General Journal Templates Record Listing: |
| 1) | ID - The number assigned by the system when the General Journal Template is initially saved. |
| 2) | Description - A brief explanation for this General Journal Template definition.. |
| • | Each column's Header Name describes the data contained in that column. |
| ▪ | Clicking on a Header Name will set the order in which the General Journal Templates will be listed. |
| ▪ | Clicking on the same Header Name will set the order in the opposite direction (ascending vs. descending). |
| ▪ | The Header Name that is determining the Order of the list will have an Icon indicating the Order displayed next to that Header Name. |
| • | To define a General Journal Template: |
| • | Click the  Icon to start the General Journal Template entry in the Record Editing section. |
| • | ID - This number is assigned by the system when the General Journal Template is initially saved. |
| • | Description - Enter an explanation for this General Journal Template definition. |
| • | Click the  Icon to record this entry. |
| • | The system will assign an ID. |
| □ | Template Items - Enter the transactions for this General Journal Template. |
Template Items entries
| • | Define any number of transaction line items, as needed. (Either a Debit or a Credit value - but not both - must be entered for each GL# transaction line item). |
| • | Division - If this is used to for a specific Division, identify the Division Name using the Drop-Down Selection List provided. |
| • | Department - Optionally, if Multi-Departmental Accounting has been implemented, use the Drop-Down Selection List to Choose the appropriate Department number. |
| ▪ | By default, Department "0" - General Operations - will be used. |
| ▪ | If you have implemented Multi-Departmental Accounting, Department numbers should only be assigned to Sale and Expense related transactions. |
| • | Description - Enter a concise explanation for this GL# transaction line item. |
| ▪ | The Description will default to what was previously entered, if this is the second or subsequent Template Item added. |
| • | Debit - If appropriate, enter the amount of the Debit entry: |
| ▪ | This may be the actual value required. |
| ▪ | Or this may be a temporary value ($1.00 is fine as a place holder to indicate this will be a Debit entry) thereby indicating that a Debit entry of some value will be required when the template is actually used. |
| • | Credit -If appropriate, enter the amount of the Credit entry: |
| ▪ | This may be the actual value required. |
| ▪ | Or this may be a temporary value ($1.00 is fine as a place holder to indicate this will be a Credit entry) thereby indicating that a Credit entry of some value will be required when the template is actually used. |
| • | Auto Reconcile - If this will be a Transaction which would have to be included when performing a Bank Reconciliation, and this Transaction should be automatically reconciled, Check this box. |
| • | Save - Click the Save übutton to record this General Journal Template GL# transaction line item. |
| • | Repeat - Press the Tab F key to enter the next Account, Description, and Debit or Credit value for the GL# transaction line item. |
| ▪ | You may enter as many GL# transaction line item entries as needed. |
| ▪ | At least two GL# transaction line item entries must be created with a Debit entry for one and a Credit entry for the other. |
| ▪ | Click the Save übutton to record each General Journal Template GL# transaction line item entered. |
| □ | Using the Special Functions on the Navigation Menu at the top of the General Journal Templates Form: |
| • | Print - Click the Print Icon to View and/or Print a list of theGeneral Journal Templates. |
| • | Yes - Click the Yes button to View a copy of the report. |
| • | No - Click the No button to open the Windows® Print dialog where a copy of the report may be sent to a selected Printer, or Printed to a File. |
| • | Cancel - Click the Cancel button to close this Print question and return to the Form. |
| • | Search - Click the Search Icon to open the Search General Journal Templates dialog. |
Search dialog
| • | See the "Using the Generic Search dialog" section in the Advanced Search Dialog chapter for more information about this Search dialog. |
