1. Journal Entries
1.1. Journal Entries Introduction
Journal Entries are used to adjust Account Balances and to enter Transactions that do not flow from the standard accounts receivable, accounts payable or inventory activity portions of the program.  

 

The ‘Journal Entries’ menu selection brings up a subsidiary menu displaying the 4 journal entry types and activities supported by the ManEx system: General Journal Entries , Standard Journal Entries , Recurring Entry Setup and Automatic Distribution Setup .  

  

Journal Entries are entries made to Adjust Account Balances on a one time or recurring basis. Journal Entry is a straight forward process in which the affected Accounts are selected and debited or credited according to the nature of the transaction desired.

 

1.2. General Journal Entries
1.2.1. Prerequisites for the General Journal Entry

Users MUST have full rights to the "All Journal Activities" in Accounting Security .   Users with “Accounting Security Supervisor” rights will automatically have access.
1.2.2. Introduction for the General Journal Entry

General Journal Entries are to be used to setup opening balances for General Ledger, Accounts Receivable Aging and Accounts Payable Aging.  Opening balances for New Bank Accounts MUST be setup in the Bank Setup module.
 
1.2.3. Fields & Definitions for the General Journal Entry



General Journal Entries field definitions

Date  This is the transaction date of the entry
Period

This is the period for the posting.
 Fy

This is the fiscal year for the posting. 
Type  This is the type of entry, manual, recurring or automatic 
Status 

This is the status of the entry New, Posted, Unapproved or Approved.
JE No 

This is the number assigned to the entry.
Reverse 

This field indicates whether the Journal entry is to be reversed in a future period.
Rev Period/Fy

If the entry is to reverse, these fields display the period and fiscal year of the reversal. 
Approved By 

These fields display the initials of the approver and the date approved. 
G/L Account

This is the account number. 
 Account Title

This is the title of the general ledger account.
 Debit/Credit

This is the amount of the debit or credit to the account number. 
Remaining Balance 

This is the “out of balance” condition if the amount is other than 0.00. 

Depress this button to Approve a Journal Entry
Depress this button to General  Recurring Journal Entries 

The Journal Number is generated by the system for reference purposes and is reflected in a number of reports including the "Posted Transaction Reports" and the "Detail General Ledger (cross-tabbed) Report". 
 
 
 
1.2.4. How To ..... for General Journal Entries
1.2.4.1. Find a Journal Entry

Enter Manex.exe
Accounting/General Ledger/Journal Entries/General Journal Entries  
  

The following screen will appear:

When first entering the General Journal Entry area the ‘Find’, ‘Add’, ‘Generate RE/FY Closing’ and ‘Exit’ icons will be available for selection.

Depress the Find record action button.  The following screen will appear a journal entry may be found by either Open JE or Posted JE. 

Highlight the JE that you want to edit or view and double click on it, or enter the JE number in the red box.

NOTE:  The user may edit both a ‘NOT APPROVED’ and/or 'APPROVED'  Journal Entry.  Once an entry has been ‘APPROVED’ however, another Journal Entry must be entered to clear or reverse it.  

  

Selecting the desired entry will populate the screen as follows:

 

1.2.4.2. Add a Journal Entry

Enter Manex.exe 
Accounting/General Ledger/Journal Entries/General Journal Entries 
  

The following Screen will appear:

Depress the Add record action button.

The first field (DATE) will default to the last day of the previous fiscal month, but can be changed to any date desired.  The date as entered will be the Transaction Date of record so care must be taken to enter a date that lies within the Period you wish to affect with this Entry.

Note:  That the user will receive a warning message if they attempt to enter a date that is other than the current Fiscal Year.  This is only a Warning Message and will allow the user to save the date entered.

The TYPE field is a pop up but will default properly to MANUAL when in Add mode. Other types such as STANDARD may be selected within display, if appropriate.  Please refer to Standard Journal Entries. 

STATUS will display ‘NEW’ when adding and will display the appropriate status when displaying a previously added but NOT APPROVED entry and well as an entry that has been POSTED.

REVERSE refers to whether this is should be a Reversing Entry.  A Reversing Entry is one that cancels itself out upon the Closing of the Period in which it is posted. The Reverse field will default as Unchecked and may be changed if the Transaction is of an appropriate type. 

REASON is a required field and some text must be entered to allow a successful save of a Journal Entry.  Use the TAB key to exit the Reason Field.

The actual data entry occurs in the middle section.  Once you tab out of the Reason Field the system will default to the first GL Account Number to be entered.
 
The user must enter a G/L Account directly by typing in the account number.  The system will default to the nearest G/L Account match as you type.  Then once you hit the Enter/Tab key the system will default in the Account Title Information.  Then enter the Debit or Credit Amount.
 
Depress the "Add Details" button to add another G/L Account.
 
 
Enter the Debits and Credits until the Remaining Balance at the bottom of the screen equals 0.00.  
 
 

The Abandon changes action button is available at all times during an add operation.  The Save record action button will also show as available but will not allow you to save the record until the entire General Journal Entry is in balance (debits = credits).  Once the Entry is in Balance, the system will allow you to save the Journal Entry.  A General Journal Number will then be assigned to the Transaction.
 
 
 Journal Entry must be approved before it may be posted.   After checking for accuracy, approve a Journal Entry by selecting the ‘Approve’ button and enter an authorized administrative password.
 The JE Status will then be changed to Approved.
 
 
 
 
 
 
 
1.2.4.3. Edit a Journal Entry

Find a Journal Entry you want to Edit.

NOTE:  The user may edit a ‘NOT APPROVED’ Journal Entry.  Once an entry has been ‘APPROVED’ however, another Journal Entry must be entered to clear or reverse it.  

The JE will populate the screen:

Depress the Edit action button.

All fields are editable. When changes have been completed, depress the Save record action button to save changes or depress the Abandon changes action button to abondaon changes.

In order to save the transaction, both DEBITS and CREDITS must equal.

The user may generate two types of entries with the ‘Generate RE/FY Closing’ (Generate Recurring entries/ Fiscal Year Closing) button selection. 

The first type, Recurring Entries, must be defined under the Recurring Entry Setup module prior to being available as a recurring type.

The second type of entry is a special kind of Fiscal Year End Closing Entry, which may be generated after all adjustments have been made for a period but before the actual Period Close Closing Entries zero out the income and expense items for the period and transfer the balance to the Balance Sheet's Retained Earnings.  It is important that an entry be created to Close the Income and Expense to the Balance Sheet at the end of each Fiscal Year Period Close. Without such an entry the Balance Sheet will be out of balance by the amount of profit (or loss) incurred, because such an entry was last posted to the Equity Accounts.  Such a transfer and closing should not affect reprint of Income Statements for Prior Periods but a Posting to a Prior Period will affect the Balance Sheet / Income Statement for the affected period.  A General Journal Entry must be generated to close those Prior Period income and expense items to Retained Earnings if the company chose to allow posting to prior periods. 

 Journal Entry must be approved before it may be posted. After checking for accuracy, approve a Journal Entry by selecting the ‘Approve’ button and enter an authorized administrative password.
 
 
1.2.4.4. Reverse a Journal Entry

Enter Manex.exe
Accounting/General Ledger/Journal Entries/General Journal Entries 
  

The following Screen will appear:

 
 
Depress the Add button and Create a JE Transaction in the current Period (8), but user would like this JE reversed in a future period.  So, they will need to check the "Reverse" box and have it set to reverse in period (10) of 2008.      A Reversing Entry is one that cancels itself out upon the Closing of the Period in which it is posted.   
 
 

Approve the Entry and it will forward to the GL Release and Posting Screen. 
 
 
The JE #20 was properly released and posted in Period (8) of 2008. 
 
Periods 8 and 9 are closed.
 
 
 Upon entering the JE Find screen you can see that the system automatically created the reversing JE waiting for approval.  
 
 
 
Select one of the line items that are a "Reverse" and "NOT APPROVED" and the information will popluate the screen:  The Reverse field will default as checked. 
Approve the Entry and it will forward to the GL Release and Posting Screen. 

 
 
Print out the Posted Journal Entry Report, as displayed: The reason displayed will display as REVERSE. 
 
 
 
 
 
1.2.4.5. Reverse a Posted Transaction

Enter Manex.exe
Accounting/General Ledger/Journal Entries/General Journal Entries 
  

The following Screen will appear:



Depress the Add record action button, enter your password and the "Reverse a Posted Transaction" button becomes available:  

 
 
Depress the "Reverse a Posted Transaction" button and the following warning will appear:
 
 
Depress OK.  Enter the number of the transaction you want to reverse into the field shown below and the info will poplulate the screen:  Note:  User can reverse any posted Transaction from any Prior Period or FY.  The Same Transaction can be reversed more than once also.
 
 

Depress the Save record action button or depress the Abandon changes button.  

Once the Entry is Approved, it will forward to the GL Posting Screen.   Post as usual.

Print out the Posted Journal Entry Report, as displayed:  The reason displayed will display as a Manual reversal and reference the Transaction number reversed.    

 
 
 
 
 

1.2.5. Reports ..... for the General Journal Entry
Enter the Accounting/General Ledger/Journal Entries/General Journal Entries
 
The following screen will appear:
 
 
Find an Existing General Journal Entry
 
Depress the Print button and the following screen will appear:
 
Select one of the radio buttons for the output you desire;  Screen, Printer, XL File, TXT File, or PDF.
 
Depress the OK button.
 
Note:  This report will only print UNPOSTED JE’s or OPEN.  Once POSTED or CLOSED user will be able to print the Individual Transaction report for that JE.
 
The following report will print:
 
 
 
 
 
1.3. Standard Journal Entry Setup
1.3.1. Prerequisites for the Standard Journal Entry

Users MUST have full rights to the "All Journal Activities" in Accounting Security .   Users with “Accounting Security Supervisor” rights will automatically have access.
1.3.2. Introduction for a Standard Journal Entry
Standard Journal Entries allow the user to set up a “canned” entry that may be used to avoid repetitive entry and save time.  A Standard Journal Entry is generated once a month on either a fixed amount or a percentage from one expense account to another and will be generated until they are deleted. A good example would be rent.  Say the rent was $10,000 per month and you want to distribute a fixed amount to various departments each month.  You would make a Standard Journal entry crediting the general rent account for $10,000 and debit Manufacturing $5000, Admin $2500, and Sales $2500, or you could make it a percentage distributions with 50% going to Mfg, 25% to Admin, and 25% to Sales. 
1.3.3. Fields & Definitions for the Standard Journal Entry



Standard Journal Entries field definitions
 
Reference This is the reference of the Standard Journal Entry.
Description The description of the Standard Journal Entry.
Select the radio button for the type desired;  Percent or Dollar. 
Reason This is the reason for the standard journal entry.
G/L Account 

This is the account number.
Account Title  This is the title of the general ledger account.
Debit/Credit  This is the amount of the debit or credit to the account number.
Depress this button to add another line item
Highlight the line item you want to delete, then depress this button to delete only that line entry
Remaining Balance This is the “out of balance” condition if the amount is other than 0.00.
 
 
 
 
 
 
 

 

 

1.3.4. How To ......
1.3.4.1. Find a Standard Journal Entry

Enter the Manex.exe Accounting/General Ledger/Journal Entries/Standard Journal Entries 

The following screen will appear:
 


 Depress the Find button, The following listing will appear:
 
 
 

Select the Standard Journal Entry you are seeking, by either highlighting and double clicking on the Standard Journal Entry, or entering the JE Reference number in the Red Box.

The following will appear on the screen:
 
 
 
 
 
 
 
 
 
1.3.4.2. Add a Standard Journal Entry Setup
Enter Manex.exe 
Accounting/General Ledger/Journal Entries/Standard Journal Entries 


The following screen will appear:




Depress the Add button.
 
Enter a REFERENCE.  This is a required field and represents a unique key to differentiate this entry from another that the user must enter.  Some mnemonic is helpful to ease location of the record when reviewing entries with the ‘Find’ selection.
 
Enter the DESCRIPTION.  This field allows the user more room to be descriptive about this Journal Entry then is available within the Reference field.
 
Choose the TYPE.  This is a required field and may be either a dollar amount or a percentage. Fixed Dollar Entries may be modified when generated in the General Journal Entry screen, or distributed by Percentage (to distribute overhead to departments for instance).

Enter a REASON.  This field must be entered and will be copied along with the specific detail of the Standard Journal Entry.

The actual data entry occurs in the middle section.  Once you tab out of the Reason Field the system will default to the first GL Account Number to be entered.  The user must enter a G/L Account directly by typing in the account number.  The system will default to the nearest G/L Account match as you type.  Then once you hit the Enter/Tab key the system will default in the Account Title Information.  Then enter the Debit or Credit Amount.  Depress the "Add Details" button to add another G/L Account.
 
  
Enter the Debits and Credits until the Remaining Balance at the bottom of the screen equals 0.00.  When entering a Percentage Distribution, the percentage must total 100 on each side of the transaction.

 
 
The Abandon changes action button is available at all times during an add operation.  The Save record button will also show as available but will not allow you to save the record until the entier Standard Journal Entry is in balance (debits = credits).  Once the Entry is in Balance, the system will allow you to save the Standard Entry.
 
 
 
1.3.4.3. Post a Standard Journal Entry

Enter Manex.exe

Accounting/General Ledger/Journal Entries/General Journal Entries

The following screen will appear:  
 
 

Depress the ADD button.  Depress the down arrow at the right side of the Type window.  The following selection will appear:
 
 

Select STANDARD, a list of Standard Entries will appear:
 
Select the Standard Journal Entry you wish to post.

If you select a "PERCENT" type, you will be prompted for the dollar amount to be allocated:

Type in the dollar amount of the allocation.
 
The entry will appear:
 

Depress the Save button, the Status changes from "NEW" to "NOT APPROVED" and the Approve button becomes active. 

Here you may edit the Standard General Jornal Entry by selecting the Edit button or delete the Standard General Journal Entry by selecting the Delete button.  

Note:  Once the Standard General Journal Entry has been ‘Approved’ you will no longer be able to edit or delete the record.





Depress the Approve button.  You’ll be prompted for an authorized password.  The Status will be changed to "APPROVED", and can now be posted to the General Ledger.
 
1.4. Recurring Entry Setup
1.4.1. Prerequisites for Recurring Entry Setup

Users MUST have full rights to the "All Journal Activities" in Accounting Security .   Users with “Accounting Security Supervisor” rights will automatically have access.
1.4.2. Introduction for Recurring Entry

Recurring Entries are similar to Standard Journal Entries but are interval based.  The user can set Recurring Journal Entries to generate every x number of days or periods and save time and effort by avoiding reentering the same posting over and over again.  A good example would be an accured interest on a bond.  If you have outstanding bonds of $1,000,000 at 6% that will be paid off in one year, so each month for 12 months you would have to accrue the interest liability.  In this case you would set up a Recurring Entry to debit the interest expense for $5000, and credit the liability account "Accured Interest Expense" for the same amount.

1.4.3. Fields & Definitions for Recurring Entry Setup
 
 
Reference

This field is a unique reference for this entry. The user's choice of a mnemonic will assist in identifying the reentry in the future during the edit and generation activities.
Description

This field allows more room to be more descriptive about this Recurring Journal Entry than is available within the reference field.
Beginning Date/ Ending Date This fields allow the user to select the periods in which this entry is to be generated.
Frequency This field allows the user to choose the periodicity of the recurrence.  Depress on the down arrow at the right hand side of the Frequency field.  Select the desired frequency. 
Reverse

The REVERSE field allows the user to create an Automatic Reversing Entry on period close for this Generated Journal Entry. The box needs to be checked to be considered a reverse entry.  
Last Generated Date

This is an informational field displaying the last date that the entry was generated (within the general journal entry screen).
Last Posted Period

This is an informational field displaying the last Period and FY (Fiscal Year) that the entry was Posted to the General Ledger.

Reason

This field allows the user to enter a default reason for the Generated Entry.  It is copied over to the General Journal Entry upon generation and may be edited there.
G/L Account

This is the account number.
Account Title This is the title of the general ledger account
Debit The amount debited to the account number
Credit The amount credited to the account number
Remaining Balance

This is the “out of balance” condition if the amount is other than 0.00.

.

1.4.4. How To ......
1.4.4.1. Find a Recurring Entry Setup

Enter Manex.exe

Accounting/General Ledger/Journal Entries/Recurring Entry Setup

The following screen will appear: 
 
 


 
Depress the Find button and the following screen will appear:
 
Select the record by highlighting or entering it in the Red box.
 
Once selected the record information will appear on screen:
 
 
 
 
 

 
 
 
 
 
 
 
 
1.4.4.2. Add a Recurring Entry Setup

Enter Manex.exe

Accounting/General Ledger/Journal Entries/recurring Entry Setup 

The following screen will appear:
 
 
Selecting the ADD  record button will allow the user to enter information about a New Recurring Entry.  Enter a unique Reference to this entry, Description, Beginning Date, and Ending Date.  Depress the down arrow on the right of the Frequency field and select the desired frequency (Note:  That there will be a blank listed in the pull down. This is the way VFP treats a combobox object. Otherwise the field will show some value even if the record is empty and no data has been selected.  If this Blank is selected, the system will properly treat the field as still being empty and will prompt the user for the proper selection at the time the record is saved).   
 
 
If a reversed entry check the Reverse entry box.  Enter a default reason for the generated entry.        

The actual data entry occurs in the middle section.  Once you tab out of the Reason Field the system will default to the first GL Account Number to be entered.  The user must enter a G/L Account directly by typing in the account number.  The system will default to the nearest G/L Account match as you type.  Then once you hit the Enter/Tab key the system will default in the Account Title Information.  Then enter the Debit or Credit Amount.  Depress the "Add Details" button to add another G/L Account.  The user may choose to delete a line in the template by selecting the appropriate line and depressing the ‘Delete Line’ button. 

 
 
Enter the Debits and Credits until the Remaining Balance at the bottom of the screen equals 0.00.
 

The Abandon changes action button is available at all times during an add operation.  The Save record button will also show as available but will not allow you to save the record until the entier Recurring Entry Setup is in balance (debits = credits).  Once the Entry is in Balance, the system will allow you to save the Recurring Entry.  

1.4.4.3. Post a Recurring Entry Setup

Enter Manex.exe

Accounting/General Ledger/Journal Entries/General Journal Entries

The following screen will appear:  
 
 
 
Depress the Generate Recurring Entries button.
 
The following screen will appear:
 
Enter the date you want to see recurring Entries through. 
 
Click on the Generate Check box to unselect or select desired entries.
 
Note:In order to create the Recurring JE in the system you must be within the Period outlined within the Recurring Setup.

Sample:Actual Date = 01/28/2003

Your Recurring entry has a Start Date of 01/31/2003.

Your Current Fiscal Year is still at Period 12 of 2002, the system will properly not generate those Recurring Entries until your Fiscal Year Period is brought to the proper FY 2003 (period1)
 
Depress the OK button.
 
The following message will appear.

Select Yes.
The following message will appear.

The Last generated entry will display on screen as follows:  Here you may edit the Recurring General Journal Entry by selecting the Edit button or delete the Recurring General Journal Entry by selecting the Delete button.  

Note:  Once the Recurring General Journal Entry has been ‘Approved’ you will no longer be able to edit or delete the record.
 
 

Or Depress the Find Record button, and select the appropriate Open Recurring Journal Entry from the list.
 
 
 
 

Depress the Approve button.  You’ll be prompted for an authorized password.  The Status will be changed to "APPROVED", and can now be posted to the General Ledger.



 
  
 
 
 
 
 
 
 
 
1.4.4.4. Edit a Recurring Entry Setup
Find an Existing Recurring Entry



Now you may edit the Recurring Entry by selecting the Edit button.  



Remember that DEBITS must equal CREDITS in order to save. 

 

1.5. Automatic Distribution Setup
1.5.1. Prerequisites for Automatic Distribution Setup

Users MUST have full rights to the "All Journal Activities" in Accounting Security .   Users with “Accounting Security Supervisor” rights will automatically have access.
1.5.2. Introduction for Automatic Distribution Setup
Automatic Distributions are used to distribute expenses from one expense account to others after all other transactions have been posted for the month.  A good example would be promotional expense.  When they write checks the amount of the check is distributed to one account, say "Promotional General", then at the end of the month the total activity in that account for the month is distrubuted to various departments, say Manufacturing 50%, Admin 30%, Sales 20%.  So after the automatic distributions have been posted, the "Promotional General" account has a zero balance for the month's activity and the various accounts have their proportional amount of the expense.

Automatic Distributions may be reviewed at period close.
1.5.3. Fields & Definitions for Automatic Distribution Setup


Reference This field is to add a unique reference to this entry. The choice of a mnemonic will assist in identifying the entry in the future during the edit and generation activities. 
Description This field allows the user more room to be more descriptive about this Automatic Distribution Journal Entry than is available within the reference field.
Last Generated Date

This field displays the last date that the Automatic Distribution was generated.
Last Posted Period

This field displays the last period and the date on which the Automatic Distribution was posted.
G/L Account

This is the account number.
Account Title

This is the title of the general ledger account.
Debit/Credit

This is the percentage of the amount to be distributed as a debit or credit to the account number
Remaining Balance

This is the “out of balance” condition if the amount is other than 0.00.


 

 

1.5.4. How To ...... for Automatic Distribution Setup
1.5.4.1. Find an Automatic Distribution Setup

Enter Manex.exe

Accounting/General Ledger/Journal Entries/Automatic Distribution Setup 

The following screen will appear:
 


Depress the Find button and the following screen will appear:
 
Select the record by highlighting or entering it in the Red box.
 
Once selected the record information will appear on screen:
 
 
 
 
1.5.4.2. Add an Automatic Distribution Setup

Enter Manex.exe

Accounting/General Ledger/Journal Entries/Automatic Distribution Setup 

The following screen will appear:
 
 
Selecting the ADD  record button will allow the user to enter information about a New Automatic Distribution Entry.  Enter a unique Reference to this entry, Description, and a default reason for the generated entry.        

The actual data entry occurs in the middle section.  Once you tab out of the Reason Field the system will default to the first GL Account Number to be entered.  The user must enter a G/L Account directly by typing in the account number.  The system will default to the nearest G/L Account match as you type.  Then once you hit the Enter/Tab key the system will default in the Account Title Information.  Then enter the Debit or Credit Amount.  Depress the "Add Details" button to add another G/L Account.  The user may choose to delete a line in the template by selecting the appropriate line and depressing the ‘Delete Line’ button. 

 
 
 
Enter the Debits and Credits until the Remaining Balance at the bottom of the screen equals 0.00.
 
 
 
The Abandon changes action button is available at all times during an add operation.  The Save record button will also show as available but will not allow you to save the record until the entier Automatic Distribution Setup is in balance (debits = credits).  Once the Entry is in Balance, the system will allow you to save the Automatic Distribution Entry.  
 
 
 
 
 
 
 
 
 
 
1.5.4.3. Edit an Automatic Distribution Setup
Find an Existing Automatic Distribution Entry



Now you may edit the Automatic Distribution Entry by selecting the Edit button.  



Remember that DEBITS must equal CREDITS in order to save.