How to Add, Edit or Delete a Client Journal Entry

Transcription

1 How to Add, Edit or Delete a Client Journal Entry A client journal entry is used to: Move a Credit / Debit Balance from 1 or more invoice(s) to another client. Apply a Credit Invoice to a Debit Invoice. Apply a Credit / Debit to any other account in the General Ledger. To access the Client Journal Entry screen: Option 1: Access the Ledger / Client Ledger Click on the line item that has the balance to move or apply Click the Client Journal Entry hyperlink A Menu will appear. Click on Add Journal Entry The Client Journal Entry screen opens. Option 2: 1. Right click on the line item that has the balance to move or apply 2. A menu will appear. Select Client Journal Entry 3. A menu will appear. Select Add Journal Entry 4. The Client Journal Entry screen opens. Client Journal Entries The type of line item selected determines the type of Client Journal entry available. These will show as radio buttons at the top of the screen. Client This option is available whenever there is an outstanding balance; whether it is from a receipt or an invoice.

2 If selected, this option they will present a search hyperlink to search for the appropriate client. When viewing the other client, the user will be able to see where the transfer came from. (I.E. from which client to which client) To delete or edit a client journal entry, the user must go to the client the entry originated from. GL Account This option is available whenever there is an outstanding balance; whether it is from a receipt or an invoice. If selected, this option will present a dropdown menu allowing a search for the appropriate general ledger account to offset the balance. Invoice / Bal / Charges i. This option becomes available when the user selects a credit invoice with one or more offsetting debit invoices. The user also has the other 2 options to choose from. ii. Once this item is selected it will display a list of outstanding invoices to select and apply the credit amount to.

3 To Add a Client Journal Entry 1. In the Client Journal Entry screen, enter: a) Post Date - defaults to the current system date but may be changed. b) Amount - determined by the credit / debit balance selected from the Client Ledger but may be changed. c) Description - floods with invoice number and amounts but may be changed. The description will also show where the amount went to (Client, GL) d) If the Journal Entry is a Invoice / Bal / Charges type then the user would see Invoices which would include the following fields: a. Reference a. Date b. Due Date c. Amount d. Balance e. Applied Amount i. The user will be able to apply the credit invoice amount to any outstanding invoices until the credit amount is fully applied. ii. Applied amount cannot be greater then remaining balance. f. Remaining Balance 2. Click on the appropriate Client Journal Entry action

4 Post (Alt+O) - Posts the Journal Entry with the following Accounting results: o Journal Entry to Another Client: Debit the Current Client Ledger Credit the Selected Client Ledger o Journal Entry to a General Ledger Account: Debit the selected GL Account (could be Increase or Decrease depending on the Account selected) Credit (Decrease) Accounts Receivable Journal Entry to an Invoice: o Apply the Credit Invoice to the Selected Debit Invoice o Apply the credit Invoice to the Selected Debit Invoice. Close (Alt+C) Print (Alt+P) o A print preview screen will appear. Click on Print. o The Print Dialog Box appears. Select the correct printer to send the report to along with any other printer settings required. Help (Alt+H) Editing and Deleting a Client Journal Entry This option is only active if an existing Client Journal Entry is selected.

5 To Open a Journal Entry Option 1 Double click on the client journal entry within the ledger Option 2 Single click on the client journal entry within the ledger Click on the Client Journal Entry hyperlink A pop up menu appears. Click Edit Client Journal Entry Option 3 Right click on the client journal entry within the ledger A pop up menu appears. Click Edit Client Journal Entry To Edit a Journal Entry 1. Open the journal entry 2. Make changes to the Client Journal Entry. 3. Click Post.

6 To Delete a Journal Entry 1. Open the journal entry 2. Click on Delete.