General Journal Entry

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This is for entering transactions that can't be made elsewhere in the accounting system. Most transactions are made in the Donations, Expense Entry, or Fund Transfers sections. This is the only program which requires entries using debits and credits. Debits are entered using positive numbers. Credits are entered using negative numbers. The total of the debits and credits must be zero to save and post the transaction. If the total isn't zero, the transaction will be saved but not posted. It can then be recalled and changed. When it is in balance, it can be saved and posted. Once a transaction is posted it can't be changed.

Number:

Enter a valid general journal entry number to be edited. To create a new transaction click on the NEW button in the toolbar, press the Ctrl-N key combination, or select the NEW item on the File menu.

Date:

Enter the date of the transaction.

Memo:

Enter a short memo to help identify the transaction.

Balance:

This field is updated by the computer as line items are entered. When the amount is zero, the transaction is in balance and can be posted to the general ledger.

Line Items:

Each general journal entry consists of two or more line items. The system limits the number of line items to 300.

Reg

Enter the bank register number to be updated. If the line item isn't a bank account, leave the field as zero.

Number

Enter the check/deposit number to be updated. To get the next deposit number, leave the field as zero.

G/L Account

Enter the general ledger account to be updated. If a bank register number is entered this field will be updated automatically and then skipped.

Fund

This is the fund account associated with the general ledger account entered in the G/L Account field.

Description

This field defaults to the general ledger account description. It can be changed to a more detailed description of the line item.

C/V Code

Enter a customer/vendor/employee code in this field. This is for search purposes only. The individual customer, vendor, or employee account won't be updated.

Amount

Enter the amount to be allocated to this line item. Enter debits as a positive number and credits as a negative number.