Here are the steps on how to create a General Journal:

  1. From the General Ledger Activities menu, click General Journal. If there's an existing general journal record, Search General Journal screen will open.
  2. If Search General Journal screen opens, click on New button to open blank General Journal screen.  Or From the General Ledger Activities menu, click New General Journal from main menu.
  3. Company ID  defaults to the Company ID set up in System Manager  > Company Configuration > System Manger > Company ID
  4. Post Date defaults to last day of the following period after the most recent closed period. To change the date, click on the combo box button to open the mini calendar and select date. Press the TAB key to move your cursor to the next field.
  5. The Currency field is automatically filled in with the default Currency set in the System Manager  > Company Configuration > System Manger > Details Tab> Default Fields option. To change it for a specific General Journal entry, click combo box button and select different currency from the combo box list.
  6. If you want to reverse the General Journal transaction you created, enter date in Reverse Date field. Click on the combo box button to open the mini calendar and select a date or manually enter date in the field.
  7. Enter any description about the journal transaction in the Description field.
  8. Click on Empty Account ID row. A new row will be displayed on the grid.
  9. Add Account ID by clicking the combo box button. Select account ID from the combo box list. Description field will be automatically filled in with the accounts description of the selected Account ID.
  10. For Multi-Currencies and its Account ID, the Currency Rate Type column and details will automatically be filled  based on General Ledger > GL Account Details > Account ID hyper link >  Currency Rate Type
  11. Doc Date by default will copy the posting date used in the General Journal record. But you can change the transaction date by clicking the combo box button to open the mini calendar and select a different date. Manual entering of date is also allowed. In case that a change is made, Doc Date selected on the previous row will be copied on the succeeding rows.
  12. For Multi-Currencies and its Account ID, the Currency Rate Type column and details will automatically be filled  based on the Currency Rate Type  and latest Currency Exchange rate 
  13. For the selected account, you can either enter a Debit or a Credit amount.
  14. If needed, enter Debit Unit or a Credit Unit. 
  15. Document, Reference and Comment fields are optional fields. You can either enter values in these fields or you can leave it blank. But in case you enter values on the previous row, succeeding rows will copy its values.
  16. You can enter as many lines as you wish by repeating steps 7 to 12. Just remember that transaction have to be balanced or having equal dollars in the debit and the credit amount when you are finished entering accounts. The Out of Balance field will display the amount if debit and credit is balanced or not.

  17. Click Save to automatically generate a unique number based on the Starting Number set for General Journal. This will be the Record No of your transaction.

    You can skip saving the record if the transaction is to be posted right away. This will be catered in the Posting process since it automatically saves the record before posting. (See How To Post General Journal)

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