G/L Journal Entry New Features for 2012: o On the fly addition of new accounts o Mouse and Hot Key support o One click sorting o Drop down lists for Properties and Accounts. o Row Move o Copy & Paste o Excel spreadsheet import/export with support for JE templates o Undo All o >1,000 rows per JE
Menus Menu functions may be accessed with your mouse or by holding down the Alt key while pressing the first character of the menu item name. Menu Submenu Notes File Import Imports previously exported Excel spreadsheets. Export Exports the current JE to Excel in a format that may be imported at a later date. Add Account Adds new G/L Accounts on the fly Save Saves the current JE if the entries are balanced. $0 rows are ignored. Exit Prompts saving of the current JE and closes the window. Edit Copy Same as Ctrl+C (copies text to the Windows Clipboard) Paste Same as Ctrl+V (pastes text from the clipboard, if valid). (Pasting into the Prop and Account columns is prohibited) Delete Row Deletes the current row. Erase Grid Deletes all rows. Undo All Restores a backup of your G/L Batch file created when the window was opened. All editing and new JEs created during this session will be lost (exports are retained.) Options Auto Dropdown Allow Multiple Entities Enable Sorting Always Use This Version Controls whether the Prop and Account lists automatically drop down when the cell is activated. If checked, a single JE may contain entries for multiple properties. If unchecked, the Prop column is only editable for the first row. If checked, clicking on the column heading will sort all active rows in sequence by the values in that column. Clicking repeatedly will switch the sort from ascending to descending order. If checked, the advanced version is loaded automatically. Uncheck to allow access to the older G/L Journal Entry program. View All Displays a detailed list of all previously saved JEs in your G/L Batch File. Help User Manual Displays this manual. Adobe Acrobat must be installed on your PC (www.adobe.com). *Alt+ key combinations are not available while a drop down list is visible.
New Journal Entries Select APM > General Ledger > Journal Entries to display a blank data entry grid: To change the date, press Alt+D or click the date control. A dropdown calendar will appear but you may also use your keyboard to change the transaction date. To change the Journal Type, press Alt+T or click on the Journal Type control. A dropdown list will appear. Note that if Auto Reversal is selected, an equal and opposite JE dated the first of the next month is automatically created when the JE is saved. Type the desired Property ID or select from the dropdown list. As you type, the list will move automatically. If you need to include 2+ properties within a JE, check Options > Allow Multiple Entities.
Type the desired G/L Account or select from the dropdown list. Enter a Reference number (e.g. a check number, voucher number, etc.) then type a brief description. Enter the dollar amount (using a leading minus sign for credit values. Press Tab or Down Arrow to move to the next row. Note that all values from the row above except the dollar amount are automatically copied into the new row. When the entry is correct and in balance (debits=credits), press Alt+S or click the Save button to save your work. A unique Batch ID will be assigned to the new JE and added to the Batch ID list. Editing Previously Entered JEs To edit a previously saved JE, press Alt+B or click the Batch ID control and select the desired batch. Edit as desired then use the Save button to save your work.
Special Features Auto Balance Pressing the equals key (=) in the Amount column will automatically enter the amount necessary to bring the batch into balance. Copy & Paste To copy the contents of a cell to the Windows Clipboard, highlight the desired cell and press Ctrl+C (or click Edit > Copy). To paste the clipboard s contents into a cell, highlight the desired cell and press Ctrl+V (or click Edit > Paste). Note that only valid text may be pasted into a cell (e.g. you can t paste letters into a numeric cell). Pasting is also prohibited into dropdown lists. Delete Batch To delete an entire Batch, select the desired Batch ID then click Edit > Delete Batch. Delete Row To delete a row, highlight any cell in the row to be deleted then press Alt+E or click Edit then select Delete Row. Erase Grid To erase all rows, click Edit > Erase Grid. Move Row To move an active row, left click on the row number of the row to be moved, hold the mouse button down, and move the row to the desired location. Sort Rows If Options > Enable Sorting is checked, clicking a column heading cell will sort the active rows in sequence by the values in that column. Repeated clicking will alternate the sort from ascending to descending and back.
Undo All Each time the Journal Entry function is selected, a backup copy of your G/L Batch File is automatically created. You can restore this backup at any time using Edit > Undo All. All new journal entries and edits will be removed and your batch file will be restored to its prior state. Note: Closing the Journal Entry window erases the automatic backup. You can only use Undo All to remove work performed since the last time the Journal Entry function was selected. View All To view all of your entered (but unposted) JEs, press Alt+V or click View > All. A detailed list of all unposted JEs will appear. Note: This feature requires a license for SSC s optional NPL Grid application.
Exporting to Excel You may export the currently visible JE to Excel using File > Export > Excel. Important! Excel spreadsheets must be saved with an extension of.xls (Excel 97 2003 format). Creating Templates You can facilitate the posting of loan amortizations, depreciation, and other recurring JEs by creating and exporting template spreadsheets. Starting with an empty grid, enter the desired rows with $0.00 amounts. When complete, export the JE and save it with a meaningful file name. To use an existing template, import the spreadsheet, enter the desired dollar amounts, and click the Save button. Note that any $0.00 rows will be ignored when the JE is written to your G/L Batch File. Hint: We recommend that you uncheck Options > Enable Sorting before starting a new template. Otherwise, the row sequence could be changed by an accidental click on one of the column heading cells. Note: The APM import/export spreadsheet format is described in detail in APM > Manuals > General Ledger > GL Transaction Import Export.
Importing Excel Spreadsheets Previously exported Excel spreadsheets may be imported using File > Import. Highlight the desired spreadsheet and click the Open button. The following rules apply: A single date is applied to the entire JE. The Journal Type from the first active row will be applied to the entire JE. A single Batch ID is applied to the entire JE. If a valid Vendor ID is provided, the Vendor s name will appear on reports. The Vendor Name column is ignored (names are retrieved from the APM Vendor file).
Import Error Messages & Prompts: Spreadsheets are thoroughly validated during the import process. Any of the following prompts may appear: Import spreadsheets must be.xls files! Timeout waiting for Excel file conversion! Cross entity JEs are prohibited! Import Validation Error! Problem Vendors! Multiple Journal Types found! Multiple properties found! Files must have an extension of.xls (Excel 97/2003 format). This format is supported by later Excel versions using the Save As function. The program was unable to convert the selected spreadsheet within 20 seconds of your request. The spreadsheet may be in use or corrupted. 2+ properties (entities) exist in the import file and your G/L settings prohibit cross entity JEs. This setting may be changed using APM > G/L > Miscellaneous > Last Close Date Edit > Control Cross Entity J Es. The spreadsheet contains invalid data in the designated cell. Correct the spreadsheet using Excel and try again. One or more of the optional Vendor values could not be found. Problem rows are highlighted. The imported JE should not be saved! The spreadsheet uses 2+ Journal Types. Type GJ (General Journal) will be used. Warns that the selected spreadsheet includes detail for 2+ properties (entities). Options > Allow Multiple Entities will be set automatically.
Add Accounts You may add new G/L accounts using File > Add Account. Select the desired Property from the list. The Accounts list will be populated with all unused accounts from APM s Master Chart of Accounts. Select from the list or enter any desired account (1 9999). Edit the description as needed. Change the Account Type (A/L/C/I/E) as needed. Press Alt+A or click the Add button to add the account. Press ESCape or click the X button to close the window. Notes: Entering a duplicate account or a blank description will disable the Add button. You must be authorized to use APM > G/L > Edit Accounts to access this feature.
Shortcut Keys Key* Control Notes Alt+B Batch ID list Prohibited while editing a dollar Amount Alt+D Date control Prohibited while editing a dollar Amount Alt+E Edit menu Alt+F File menu Alt+H Help menu Alt+O Options menu Alt+S Save button Save button must be enabled (not greyed out) Alt+V View menu ESCape File > Exit *Alt+ key combinations are not available while a drop down list is visible.
FAQ Can I add new G/L accounts on the fly? Yes. Click File > Add Accounts to add as many new G/L accounts as you need. Can I create JE templates for amortizations, depreciation, etc? Yes. Create a new JE with $0.00 amounts on each row then Export and save the spreadsheet with a descriptive name. When the template is needed later, Import the spreadsheet, enter the appropriate dollar amounts, and save the JE. Can I use formulas within import spreadsheets? Formulas may be used within spreadsheets but only the computed values (numbers) are imported. Can I save $0.00 rows? No. Rows with $0.00 amounts can be imported and exported but $0.00 rows are automatically removed when a JE is saved in your G/L Batch File. Why are some of my properties missing from the dropdown list? The Property list only includes properties that have an Entity Account in the G/L (e.g. an Entity/Property number followed by 0000 ). Use APM > General Ledger > Edit Accounts to create the missing eeee0000 account and then reopen the JE application. Be sure to enter the correct dates in the Annual and Monthly close fields. Are dates validated? Yes. JE dates must be after the Last Monthly Close stored in the Entity Account (eeee0000). This value may be edited using General Ledger > Utilities > Last Close Date Edit. Can I save a partially completed JE and finish it later? Yes. Simply Export the incomplete JE to Excel and save the spreadsheet. When you re ready to finish the JE, simply Import the spreadsheet, complete the JE, and save it as usual.
What is a Journal Type? Journal Types are normally used segregate transactions for reporting purposes. Two special purpose Journal Types are supported: 10 Auto Reverse: Supports month end accruals. An equal and opposite JE dated the 1 st day of the following month is generated automatically. 13 13 th Period: Used to support year end adjustments. 13 th period balances are stored separately and you have the option to exclude them from financial statements. What is a Batch ID? Batch IDs are assigned whenever a new JE is saved in a user s G/L Batch File. Batch IDs are unique on a system wide basis, increasing by one (1) with each new JE saved by any user. IF a batch is subsequently deleted, its Batch ID is not reused. How do I insert a new row in the middle of a JE? New rows are always added at the bottom of the grid. However, you may use the Move Row feature (described above) to move the new row to any desired position. Why is the File > Import option grayed out? You can only import spreadsheets into a blank grid. Select New J/E from the Batch ID list.
Troubleshooting Excel Import/Export problems Check the following: Microsoft Excel 97 or later must be installed on your PC. Be sure that your Excel spreadsheets are saved with an extension of.xls (Excel 97 2003 format). If necessary,.xlsx spreadsheets (Excel 2007 2010 format) may be opened with Excel then saved in the.xls format. A spreadsheet can t be imported while it s in use by Excel. If you encounter this problem, close Excel and try again. View > All is disabled (grayed out) The View > All function utilizes SSC s optional (extra cost) NPL Grid application. If this application isn t licensed and installed, the View > All menu item will be disabled. You can view the license and installation status of the NPL Grid in APM by clicking Tools > Install Options