Journal Entry. The Ribbon Bar holds menu options, many of which can also be toggled using function keys. When applicable, both options will be given.

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1 Journal Entry Overview This tech note will explain the process to create and edit a journal entry using the Journal Entry menu function in Data Plus. Rapid Journal Entry can also be used for these functions and has its own tech note which can be found in the knowledge base at The Ribbon Bar holds menu options, many of which can also be toggled using function keys. When applicable, both options will be given. I: Creating a Batch Journal Entry is found in either the application menu or ribbon bar under General Ledger>Transactions>Journal Entry>Journal Entry. The screen will open up with multiple grids: Active Grid Inactive Grid Page 1 of 9

2 The active grid is the grid that will be impacted by ribbon buttons. It is easy to see which grid is active as the active grid will have a bolded header and the selected line will be blue. It is possible to have no grids active. To add a new batch, click Add with the Batch Selections grid active/bold. Adding can also be completed using the <F5> key or by right-clicking into the grid and selecting add. This action will assign a batch ID and open up the Batch Information section. Enter a property ID (if needed), as well as the post month/year and any other necessary information. The number of lines and the total debits and credits may or may not be required for the database. This setting can be changed by contacting Data Plus Support. To move forward to entering the line items in your batch, click on Save or press <F2>. Page 2 of 9

3 II: Adding Line Items When a new batch header is saved, the cursor will automatically move forward to the line item entry. Additionally, each time a line item is saved, the cursor will be moved forward to the next line. To skip entering the line item until a later time, click on Cancel Update in the ribbon bar, press <F10>, or use the <ESC> key. This will not save any information that may have been entered on the unsaved line, and will lock the screen for editing. To open up the screen for editing again, double-click on the line to be edited, or click on it to highlight it and click on Update in the ribbon or press <F8>. For the Data Plus Pros: Entering a journal entry can still be done using the same function keys as the old version of Data Plus. While the screen may look very different, the basic functions are the same, and a journal entry can be entered using nearly the exact same keystrokes veteran users are familiar with. Page 3 of 9

4 Fields The first line item will be entirely blank. The required fields are: Account Amount or units Date Journal code All other fields are optional, but it is recommended to enter as much information as possible. The offset account field can be used to enter a single-line entry with both a debit and a credit. The account field will take the figure you enter into the amount field, and the offset will do the opposite. Debits and the credits can also be entered as individual lines. Be sure to use a sign to designate a credit. The date defines when this transaction will affect any daily reports. It does not have to be within the same post month as the transaction. Check the reverse box if you would like this line to reverse during month close. There is also a box in the batch header to make the entire batch reverse. Adjustment and S/U/N are only used if you use a Statement of Changes in Financial Position. Otherwise, they can be skipped. A journal code is a short identifying code used for the transaction. Any desired code can be used, but journal codes cannot start with AP, AR, or PA, as these are used by other applications. The reference can be left blank, or can be completed using the user s initials, the journal code, or some other code. The comments field can contain as much text as needed, or can be left blank. It is generally a good practice, however, to input as much information as possible to facilitate later research. Page 4 of 9

5 Completing the Batch When line detail is complete, click on save or press <F2>. The cursor will be moved to the next line. If data entry is complete for now, click on Cancel Update, press <F10> or press the <Esc> key. The Batch Validation at the bottom right of the screen will keep a running tally of any errors or warnings for your batch. Batch totals are at the bottom left of the screen and will show the totals of the debits, credits, units, and transactions. This must balance to what is displayed/entered on the batch header screen. Page 5 of 9

6 III: Editing a Batch To edit an existing batch, find the line to edit. Double-click, select it and then click on Update, press <F8>, or right-click on the line and choose Update. Once the corrections have been made, press <F2> or click on the Save button. To add a new line to a batch, make sure the Batch Line Selections grid is active. Press <F5>, click on Add, or right-click and select Add to add the new line. To edit the batch header, make sure the Batch Selections grid is active. Double-click on the batch in the grid, press <F8>, click on Update, or right-click and select Update to make the changes. Remember to save! When the batch is complete, run the edit list or go straight to posting using the ribbon buttons. Page 6 of 9

7 IV: Running the Edit List Running an edit list is not required, but is a useful tool to review a version of the final batch as it will print on the posting journal. Click on Edit List and select either formatted or analysis (formatted is generally suggested for an edit list). The report will appear on the screen and can then be printed or saved. There is also an Edit List menu option in the application menu which can be used for running multiple edit lists at once. See section VI for more details. Page 7 of 9

8 V: Posting the Batch When the batch is in balance and complete, it can be posted. The batch will post first upon clicking the post button, and then a dialogue box will ask to print a posting journal. Printing the posting journal is identical to running an edit list: Select either formatted or analysis (formatted is generally suggested for a posting journal). The selected report will appear on the screen and can then be printed or saved. Page 8 of 9

9 Multiple batches can be posted at once using the application menu function Post Batches. See section VI for more details. VI: Additional Methods Multiple edit lists can be run or batches can be posted using the Journal Entry Edit List or Post options. Hold down the Ctrl key while clicking on each batch for either the edit list or posting: Data Plus also offers a Rapid Journal Entry option. Rapid journal entry allows for daily revenue entry as well as standard journal entries. Journal entries can also be imported from a CSV file. The tech notes for these options can be found on our website or by ing support. If there are any further inquiries, please contact the Data Plus Support department. More Tech Notes and other reference material can be found on our website. Support Forum Data Plus Support Ext 3 support@dphs.com Page 9 of 9