If clicked, allows the user to modify the entry in the "Temp Entry" field on the pre-filter.

• If the temporary journal entry has already been posted (and therefore no longer a temp entry) the system will prompt the user with "Posted temp entries cannot be modified".

Pick list used to choose the desired kind of report that will generate.

Note: unlimited user versions can be created of any accounting report for users with permission and also expanded the security that determines which reports each user will see in this field. 

Pick list options are:

• Entry Detail
• Entry Summary - Summary report grouped on the posting reference (gl_postref). The report grid also contains the "totamt" variable which represents the sum of debits (regardless of account type).
• Temp Entry Detail
• Temp Entry Summary - Summary report grouped by the temporary posting reference (jr_postref). The report grid also contains the "totamt" variable which represents the sum of debits (regardless of account type).

Pick list used to choose the status of temporary journal entries. Options are: All, Not Posted, and Posted.

• Only available when selecting a Report Type of Temp Entry Detail or Temp Entry Summary.

Search box to select a specific journal entry.

Search box to select a specific temporary journal entry. Security exists to control access to view temporary journal entries.

Both dates default as empty. When dates are entered, they are retained when the report type is changed.

First account to include in the selected report. If "Start Account" and "End Account" are left empty, all accounts display.

Last account to include in the selected report. If "Start Account" and "End Account" are left empty, all accounts display.

Pick list used to filter report on Approval status. Options are: All, Approved, or Not Approved.

If an Entered By user is selected, only entries that were entered by the selected user will be displayed in the generated report.

If a GL Postref is selected, only entries for the selected postref will be displayed in the generated report. A listing of postref codes is available via GL Posting Reference (postref) Codes.

A series of question marks and dashes matching the defined Account Structure. Replace question marks with numbers to filter for all GL accounts that match the resulting mask.

Determines the currency that will be displayed in the amount columns. Select from pick list based on items setup in Accounting > Maintenance > Currencies.

Displays the Journal Entry from for the selected entry.

Option to modify the temporary journal entry. Always disabled when viewing Entry Detail or Entry Summary reports. Posted entries can’t be modified.

• Beginning in version 17.02.018, record locking has been added to temporary journal entries and the "Accounting -- override record locks" security gives permission to override another users changes to a temp journal entry, when modifying an entry locked by another user.

Description

Opens the Edit Journal Entry form and allows the user to enter details for a new Journal Entry.

Opens the Edit Journal Entry form populated with the details of the selected line and allows the user to modify those details.

Deletes the highlighted Journal Entry.

Swaps the Debit and Credit amounts.

Opens the Closing Entry form used for the year end close process. On this form:

• The "Start Date" and "End Date" fields are automatically populated based on the previous Fiscal Year. If these dates are not correct, review the Fiscal Year setup.
• The "Position Filter" may be used to filter the accounts that will be included in the Closing Entry by an Account Position.
• When filtering by Account Position via the "Position Filter" field above, the "Equals" field defines the one position value that is being selected.
• Upon clicking "Save", the "Date" on the New Journal Entry form will populate as the first day of the new Fiscal Year and the "Description" of the Journal Entry line will populate as "Closing entry". This description should not be changed as the system uses it to identify the entry as the year's starting balance.

Allows users to import Journal Entries using a properly formatted Excel spreadsheet. 

• When importing Journal Entries with a foreign currency (meaning a currency different than the default) the system will ensure that the debits and credits are set to the foreign currency specified on the imported Excel spreadsheet. In this case, the values in the gl_credits and gl_debits field on the spreadsheet will be imported into the gl_fccredits and gl_fcdebits fields on the journal entry form in the system. The system will then convert the gl_fccredits and gl_fcdebits values to the default currency and populate the gl_credits and gl_debits fields respectively.

Posts the Journal Entry or temporary journal entry, displays a GL posting Reference Number, and allows the user to print the entry.

• If a user attempts to post an entry but the debits and credits are not in balance, the system will display a prompt and not post the transaction.
• The printed output uses the "Toolbox" Report Layout, which may be modified to fit company needs and lists the current date rather than the GL date of the Journal Entry.
• Access to this button is controlled via the security setting "Accounting -- post journal entry". This setting allows one user to create and save a Journal Entry as a temporary/template entry (via the "Save To Temp" button) and a second user to review and post the entry as a permanent Journal Entry.
• If the "Temp Entry" field is populated, users will need to have the "Accounting -- post un-approved temp entries" and/or "Accounting -- post approved temp entries" settings set depending on company requirements/preferences.

Saves the Journal Entry as a template entry, which is NOT posted to the GL. Security exists to control access to this option. 

Allows the user to delete a previously saved template Journal Entry.

• The security setting "Accounting -- delete temp journal entry" controls access to this function.

Displays the posting date for the Journal Entry, defaulting to the current date.

Displays the purpose of the Journal Entry, up to 60 characters, and populates the "Description" field of the Edit Journal Entry form used to add or modify entries. The user can set the way in which this description is applied to the lines in Accounting Options. 

Search field used to define the Currency in which the entry will be posted.

• Deacom requires one default Currency.

Search field used to select a previous entry to copy as a base for the new Journal Entry. This search will only yield previous manual entries, denoted by the "J-" naming convention.

Search field used to select a previously created temporary/template entry to copy as a base for the new Journal Entry. 

Will be populated with a value when the "Save Temp" button is clicked. If modifying a temp entry and this field is populated, the system will update the existing temp entry/temp postref.

The first and last name of the user that approved the journal entry, via the "Approve" button on journal entry reports.

The date the journal entry was approved. When a user approves/un-approves a journal entry, both the "Approve By" and "Approved" fields these fields are updated.

Pick list used to determine the kind of Journal Entry. Options are:

• Closing Entry - Used to post all Balance Sheet accounts (Assets, Cash, Inventory, Liabilities, and Capital) fiscal year-end totals on the first day of the new Fiscal Year.
  • Populates the "Date" field with the first day of the new Fiscal Year and the "Description" field with "Closing entry". This description should not be changed as the system uses it to identify the entry as the year's starting balance.
  • The security setting "Accounting -- create closing entries" controls access to this Journal Type.
• Normal - Used to record a one-time entry, such as payroll that varies month to month.
• Recurring - Used in conjunction with the "Occurs On Date" and "Occurrences" fields to record the same entry a pre-determined number of times, such as depreciation expenses that are the same every month.
• Reversing - Used in conjunction with the "Reversing Date" field to record an entry that will be reversed on the specified date, such as accrued commissions or accrued liabilities.
  • This type is NOT the same as the "Reverse Entry" button.
  • Creates two separate entries - one on the current date and another on the "Reversing Date" specified.
  • Could skew year to date Financial Statements since the reversing transaction is booked when "Post Entry" is clicked.

Only available when "Journal Type" is set to "Recurring" or "Reversing".

• Displays as "Occurs On" when "Journal Type" is set to "Recurring". Pick list used in conjunction with the "Occurrences" field to determine if the entry or entries will occur at the end of the fiscal period, end of the month, or on the same day.
• Displays as "Reversing Date" when "Journal Type" is set to "Reversing". Used to select the calendar date on which the posted entry will be reversed.

Only available when "Journal Type" is set to "Recurring". Used in conjunction with the "Occurs On" field to determine the number of times this entry will occur.

Displays the total Debit amount in the default Currency for the Journal Entry. Useful for entries containing a large number of lines.

Search field used to select the appropriate Account.

Displays the Debit amount.

Displays the Credit amount.

Allows user to change the currency rate used when posting journal entries. The Rate field is disabled when the Currency field is set to the system's default currency.

Displays the purpose of the Journal Entry, up to 60 characters, based on the "Description" field on the New Journal Entry form.