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  13. Enter a G/L transaction...

Enter a G/L transaction with a specific document number

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  1. Select the Enter financial transactions menu item.
  2. You access Financial system transaction entry. Complete the following fields:
    3. Accounting period
    The system proposes the current period.
    Voucher type
    Enter a voucher type for the G/L routine.
    Voucher date
    The system proposes the system date. You can change the date, but it must be within the given accounting period, if date control is used on voucher type level.

    Click OK.

  3. You remain on the same panel, which is now updated, showing only the routines that are valid for the selected voucher type. Select the G/L transactions routine and click OK.
  4. You access G/L transaction entry. If you are entering a petty cash, then you must use a specific number series. You do this by setting up a special document type for the petty cash.
    5. Document dte
    The system displays the voucher date. If you change the document type, then you can change the date or click OK to confirm the document date.
    Document no
    The system proposes the next free document number. If you change the document type, then you can change the number or click OK to confirm the document number.
    Document tpe
    The system proposes the system document type, that is preinstalled with the system for this routine. Change to the document type that you use. If you change it, then the two fields above can also be changed.
    Per
    The system proposes current period. You can change to another open accounting period.
    Account parts 1-8
    Enter the account combination you want to debit.
    Amount
    Enter the amount for the posting.
    Text
    You can enter a text key from Work with entry texts or you can enter free text in this field.
    Tip: If you want the entered text to be defaulted for the next transaction, you need to set an asterisk (*) as an attribute for the Text field of the user template that you are using.
    Quantity
    Enter a quantity. You can also use this field if you want to create a pricing transaction.
    Qt c
    When you work with quantities, enter a code for the quantity measure. Note: In the Account file you can set up a specific quantity code for an account. The system will then automatically default the quantity code.

    The following fields are only used if you are entering transactions in another currency than the system amount:

    Curr, C, P, L, Cur.pr
    See Enter transactions with different currencies for instructions.

    Tip: You can always hide the fields you are not using by creating a user-defined entry panel. This is done via the User defaults maintenance menu item, or by clicking User template on the initial Financial system transaction entry panel.

    System amount
    You can enter the system amount. You can leave this field blank and it is automatically calculated during update.

    Update the posting.

  5. You remain on the same panel, which is now updated, showing a complete G/L transaction with a document number. Continue to enter the accounting information you want to debit and the contra account and click OK to update. Tip: If you want more information on an account that you have entered, select the posting and then click Account info. You will access the Account information. Here, click Exit to return to the entry panel.

    If you entered a petty cash, then you can now enter a new petty cash by clicking Next document number. The system proposes the next free new document number. Document dte will then be open for input, if you want to change the date. When you are ready, click Exit.

    Note: If you want to enter unique text per accounting year, voucher type/number, then mark the posting on G/L transaction entry and select G/L text from the Function list. You will access Text maintenance.

  6. Go back to the previous entry panel. Click Exit to end the journal.
  7. You access Financial system transaction entry where you enter the printing parameters and close the batch. Note: You must have the applicable authority (as defined in the Authority control routine) to select between Continue entry, Interrupt, Interrupt/list, or Close batch. Tick Close batch and click OK.
  8. The final panel displays all the postings you have entered in the batch. Update the postings in the General Ledger. You will receive a message when update is complete.

    9. If you want to start the G/L update, see About starting/closing manual transaction entry for more information.

When the system updates the G/L, or the journal is in error, the following reports are printed:

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