1. Standard Journal Entry Setup
1.1. 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.
1.2. 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. 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.
 
 
 
 
 
 
 

 

 

1.4. How To ......
1.4.1. Find a Standard Journal Entry

Enter the SQLMANEX.EXE (within the ManEx root directory)
This action will then prompt the user for a password

The following screen will be displayed, select Accounting/General Ledger/Journal Entries/Standard Journal Entries 

The following screen will be displayed:
 


 Depress the Find button, The following listing will be displayed:
 
 
 

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 be displayed on the screen:
 
 
 
 
 
 
 
 
 
1.4.2. Add a Standard Journal Entry Setup

Enter the SQLMANEX.EXE (within the ManEx root directory)
This action will then prompt the user for a password

The following screen will be displayed, select 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.
 
 
 
1.4.3. Post a Standard Journal Entry

Enter the SQLMANEX.EXE (within the ManEx root directory)
This action will then prompt the user for a password

The following screen will be displayed, select Accounting/General Ledger/Journal Entries/General Journal Entries

The following screen will be displayed:  
 
 

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.