GUI General Ledger Journal Entry

Vision GUI Path

Related Vision GUI Path

General Ledger

—>Journal Entry

—>Journal Entry Posting

Vision Configuration —> Security Maintenance —>

User Maintenance —> [Selected User] > Roles

As of release 10.0, Vision provides two GUI screens that let you enter and post general ledger journal entries. (See Vision GUI Path above.) In previous releases, you could make journal entries only through the Vision Back Office.

Between these two new screens, you can do what you previously accomplished using the Vision Back Office menus (Auto 14.3.1 and OP 14.1).

The Journal Entry screen lets you create journal entry batches. Three option buttons let you choose between Regular, Auto-Reverse, or Recurring journal entries. The Journal Entry Posting screen lets you view, edit, and post the batches you create.

Note: Once you have posted a batch, you can no longer view it or edit it.

Note: In order to use the new screens, you must have the GENERAL LEDGER job function in one of your roles. The following standard roles have the GENERAL LEDGER job function built in.

• Accounting Manager

• Accounts Payable Clerk

• Accounts Payable Manager

• Accounts Receivable

Click this link for instructions on Assigning Roles to Users.

When you post a batch from the Journal Entry Posting screen, the system automatically generates a report and sends it to the spooler. If there are posting errors, the system generates the following CRM event:

• JEPostError — Journal Entry Post errors exist

Note: The Vision Back Office journal entry posting does not generate a CRM event. When you use the Vision Back Office to create and post journal entry batches, you must manually check for errors by examining the generated report. But when you use the Vision GUI General Ledger Journal Entry and Journal Entry Posting screens to create and post journal entries, Vision checks for errors automatically and sends a CRM event when an error occurs. You can then look at the generated report for more detail.

Please note that the Vision GUI General Ledger does not automatically clear the CRM event when the error is fixed. You need to do that manually.

These topics provide additional information:

Journal Entry — Create a New Batch

• Fiscal Period

• Account Validation

• Control Total

• Auto-Reverse

• Recurring

• Rearranging Line Items in a Batch

Journal Entry Posting — Post, View, Edit

• Posting Regular and Auto-Reverse Batches

• Posting Recurring Batches

• Viewing a Batch

• Journal Entry View Batch Dialog

• Editing an Existing Batch

• Editing an Existing Batch — Alternate

Journal Entry Posting — Fields Defined

• Search Filter

• Selecting Batches

• Right-Click Options

Equivalent Vision Back Office Functions

General Ledger —> Journal Entry

Use this screen to do any of the following:

• Create and save new batches

• Edit and save existing batches

• Delete existing batches

To create a new batch do this:

1 Click General Ledger.

2 Click Journal Entry.

3 Click New Batch (if necessary to clear a previous edit session).

4 Select Journal Entry Type.

• Regular

• Auto-Reverse

• Recurring

Note: If you are using Great Plains accounting software, then this screen only allows entry of Regular journal entry types. Auto-Reverse and Recurring are disabled if Great Plains is enabled.

5 Select the Company.

6 Select the Fiscal Period. See Fiscal Period at right.

7 Enter the Reference Number, if any.

8 Select the Transaction Date.

Note: If the Journal Entry Type is Recurring, Transaction Date changes to Entry Date.

9 Enter a Description.

When you complete the Description and you move out of this field in the header, the system copies your entry to the Extra Description field in the line item editing fields.

10 Select the Source.

The source for a Regular journal entry defaults to JE and can be changed; Auto-Reverse defaults to RV and is read-only; Recuring defaults to RJ and is read-only.

For examples of the changes to the header fields for the other two entry types see Auto-Reverse and Recurring.

Fiscal Period

The Fiscal Period field defaults to the first fiscal period that has not been closed for the selected Company. The fiscal periods displayed in the drop-down list are all the open fiscal periods for the selected Company. The list always begins with the first fiscal period that has not been closed and ends with the final period of the current fiscal year. For example, in the screenshot above, the Fiscal Period is defaulted to 201210, or October 2012, and the drop-down list displays all fiscal periods from October 2012 through the end of the current fiscal year for the selected Company, or December 2013.

Note: If the Journal Entry Type is Recurring, the Fiscal Period field changes to Last Period Updated and becomes read-only. On a new Recurring batch, the field is blank. After the batch has been posted once, the next time you bring up this batch, the field will display the last period in which the journal entry was updated.

11 Select the G/L Company.

This field defaults to the value selected in the Company field in the header, but it can be changed.
See G/L Company.

12 Select the G/L Account.

13 Select the G/L Suffix.

Note: If the G/L Account and G/L Suffix combination does not combine to make a valid G/L number, the system displays a validation error ( ) on the edit line and disables the Accept Line button. See Account Validation below right.

14 Enter the Extra Description. (Optional.)

This field defaults to the Description you entered in the header but you can change it. For example, you could add or change information to help explain how a line item is being used or what it represents.

15 Enter a Debit Amt or a Credit Amt.

Note: Do not try to enter both. If you try to enter both debit and credit on a single line, the system disables the Accept Line button.

16 Click Accept Line.

Note: When a single line has been accepted, the Journal Entry Type, Company, and Source all become read-only and cannot be changed. However, if you use the Remove Line button and remove that line from the list view so that no line has been accepted, those fields become editable again.

17 Perform step 11 through step 16 for as many line items as needed and until the Control Total is zero.

Note: Delete Batch is only available when an existing batch is on the screen. You can delete a batch regardless of its Control Total or whether a line item is in edit mode.

Back to Journal Entry

The image below depicts an existing batch being edited.

Account Validation

The combined G/L Account and G/L Suffix numbers are validated against the CA file for Vision GL. If you are using Great Plains, the numbers are validated against the Great Plains database.

Control Total

Control Total, located to the right of the Source field, is a running total of the debits and credits in the batch. The system does not enable the Save Batch button unless this running total is zero. At any time when the Control Total is non-zero, the Save Batch button is disabled.

G/L Company

This field can be different from the Company field in the header. This allows you to make intercompany general ledger entries. However, before you can mix companies within general ledger entries, you must have a G/L Account rule set up for intercompany journal entries.

GUI Journal Entry adheres to the same requirements as the Vision Back Office Journal Entry. If a selected G/L account has a G/L rule for posting to another company, then GUI Journal Entry uses that rule.

18 Click Save Batch when you are done.

Note: Control Total must be zero in order to save the batch.

Back to Journal Entry

This image depicts a new batch ready to be saved.

Auto-Reverse

Note: Source is read-only
and is set to RV - Auto Reverse Entries.

Back to Journal Entry

Recurring

Note: Fiscal Period is now Last Period Updated
and
Transaction Date is now Entry Date.

Last Period Updated and Source are both read-only.

Source is set to RJ - Recurring Journal Entries.

Back to Journal Entry

Fiscal Period Example

In this example, with the particular company selected, the available fiscal periods are as follows

• 200912

• 201001–201012

The Vision system can have two fiscal years open.

Rearranging Line Items in a Batch

The arrows on the right side of the list view let you change the order of the line items in the batch. Reordering the lines has no effect on the Control Total.

You can rearrange the lines at any time when editing an existing batch or creating a new batch.

1 Click on the line you want to move.
This will highlight the line and put it in line edit mode.

2 Click on the arrows to move the line up or down.

Back to Journal Entry

This image depicts an existing batch being edited.

3 Click Accept Line when the line is where you want it.

Note: The change in color of the highlight is not important.

Back to Journal Entry

4 Click Save Batch.

The batch is saved with the new line item order.

Back to Journal Entry

General Ledger —> Journal Entry Posting

Use this screen to search for and post batches.

Search Filter

To find a batch or a group of batches use the Search Filter fields to narrow your search.

Batch Number

Leave this blank if you are looking for a group. Otherwise, type in the exact batch number. You must also select the correct Journal Entry Type.

Note: If you enter a specific batch number but you do not select the correct Journal Entry Type, you will receive a No Data Selected message in the list view.

Company

The drop-down list lets you select a specific company or <All Companies>.

Date Range

Lets you select from the following when the No.Items Filter is set to Max.

• Previous Week

• Previous Month

• Previous 6 Months

• Previous Year

• All Dates

• Custom Dates — Lets you select specific start and stop dates.

No. Items Filter

Lets you select from the following number of batches to return. If you select Max, then the system enables the Date Range filter.

• Max

• 1

• 10

• 25

• 50

• 100

• 300

• 500

Journal Entry Type

Select the type of batch your looking for. Because of the way batch numbers are assigned you must select the correct type for the target.

Right-Click Options

View Batch

Only enabled when a single item is selected. Opens a read-only dialog box that displays the line items within the batch.

Note: Double-Click opens the same dialog.

Edit Batch

Only enabled when a single item is selected. Opens the batch on the Journal Entry screen.

Check Selected Items

Uncheck Selected Items

Only enabled when multiple items are selected. Places or removes a check mark in the box in the Post Batch column.

Print Journal Entry Listing

For the highlighted batches, this prints the same data as the View Batch option displays. These are the same as the Vision Back Office listing options. Please see Equivalent Vision Back Office Functions.

Note: You cannot print the journal entry listing when EOD is running.

Selecting Batches

Use any combination of the following to select (highlight) batches.

• Click on the first batch, then shift-click on a second batch to select a continuous group of batches.

• Shift + up/down arrow keys to select a continuous group of batches.

• Control-click to select non-contiguous batches.

To post either regular or auto-reverse batches, do the following:

1 Click General Ledger.

2 Click Journal Entry Posting.

3 Specify search criteria.
Be sure to set the desired Journal Entry Type to either Regular or Auto-Reverse.

4 Click Search.
The Vision system loads the list view with all batches that match your search criteria.

5 Select one or more batches.
(For instructions, see Selecting Batches.)

6 Right-click one of the selected batches.
The system displays a popup menu.

7 Choose Check Selected Items.
The system puts a check mark in the boxes in the Post Batch column for all highlighted batches.

8 Click Post Entries.

The Vision system immediately posts all batches that have a check mark in the Post Batch column.

Note: If the Journal Entry Type is Recurring, the system behaves differently. It does not allow more than one recurring batch to have a check mark. Only one Recurring batch can be posted at a time. See Posting Recurring Batches.

Note: If you click the Cancel button, the system removes the check marks on all listed batches.

To post recurring batches, do the following:

1 Click General Ledger.

2 Click Journal Entry Posting.

3 Specify search criteria.
Be sure to set Journal Entry Type to Recurring.

4 Click Search.
The Vision system loads the list view with all batches that match your search criteria.

5 Select only one batch for posting.

Note: When a single batch is checked, all other batches are disabled. The system allows only one recurring batch at a time to be posted.

6 Enter a Period to Post.
If you don’t enter a Period to Post on a recurring batch that has never been posted before, the Post Entries button is still enabled. However, when you click Post Entries, Vision displays a validation error:

7 If necessary, click OK to Skip a Period to set it.
This check box becomes enabled if the entered Period to Post skips the next fiscal period. In the screenshot, the selected batch was last updated for fiscal period 201012. So, the next period would be 201101 but the entered period is 201102 which skips a period, causing the system to enable OK to Skip a Period. In this scenario, you would set OK to Skip a Period before proceeding to the next step.

8 Click Post Entries.

Back to Journal Entry Posting — Post, View, Edit

Note: Recurring batches must be manually reposted in every period.

To view a batch, do the following:

1 Click General Ledger.

2 Click Journal Entry Posting.

3 Specify search criteria.

4 Click Search.
The Vision system loads the list view with all batches that match your search criteria.

5 Use one of these two techniques:

a Right-click on the batch you want to view.

b Choose View Batch from the popup menu.

Note: If there are multiple batches selected (highlighted), then you must first left-click to make sure only one batch is selected.

1 Double left-click on the batch you want to view.

The Vision system displays the batch in a read-only popup dialog box as shown below right.

Note: You can view only batches that have not been posted.

Journal Entry View Batch Dialog

Back to Journal Entry Posting — Post, View, Edit

To edit an existing batch, do the following:

1 Click General Ledger.

2 Click Journal Entry Posting.

3 Specify search criteria.

4 Click Search.
The Vision system loads the list view with all batches that match your search criteria.

5 Right-click on the batch you want to edit.

Note: If there are multiple batches selected (highlighted), then you must first left-click to make sure only one batch is selected.

6 Choose Edit Batch from the popup menu.

The Vision system switches to the Journal Entry screen and opens the requested batch as shown below right.

Note: You can edit only batches that have not been posted.

Back to Journal Entry Posting — Post, View, Edit

Existing Batch Ready for Editing

Back to Journal Entry Posting — Post, View, Edit

If you know the number of the batch you want to edit you can use this alternative method to bring up the batch in edit mode.

1 Click General Ledger.

2 Click Journal Entry.

3 Specify the Journal Entry Type.

4 Type the batch number, including any leading zeros.

5 Click the Find button.

The Vision system populates the Journal Entry screen with the batch ready to edit as shown below right.

Note: If you do not specify the correct Journal Entry Type, the system displays a Batch Search Error with message
Batch ####### Not On File. If this happens, click the correct Journal Entry Type and try again.

Note: You can edit only batches that have not been posted.

Back to Journal Entry Posting — Post, View, Edit

Accounts Payable Vision Back Office Functions

AUTO

14.3.1.1

14.3.1.2

14.3.1.3

14.3.1.5

14.3.1.6

14.3.1.7

14.3.1.8

14.3.1.9

14.3.1.10

Journal Entries

Auto-Reverse Journal Entries

Recurring Journal Entries

Journal Entry Posting

Auto-Reverse Journal Entry Posting

Recurring Journal Entry Posting

Journal Entry Listing

Auto-Reverse Journal Entry Listing

Recurring Journal Entry Listing

14.1.1

14.1.2

14.1.3

14.1.5

14.1.6

14.1.7

14.1.11

14.1.12

14.1.13

Journal Entries

Auto-Reverse Journal Entries

Recurring Journal Entries

Journal Entry Posting

Auto-Reverse Journal Entry Posting

Recurring Journal Entry Posting

Journal Entries List

Auto-Reverse Journal Entries List

Recurring Journal Entries List