Journal Entry

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A Journal Entry is the recording of financial data in the form of a debit and credit transaction.  Use the Journal Entry [jete] program to record J/E transactions such as depositing cash in checking accounts, replenishing Petty Cash, correcting account coding and amounts as well as recording bank charges and interest payments, etc.

 

 

Open:

 

To access the Journal Entry [jete] screen, click on Tab #3 or press 'ALT' and the number '3' Key simultaneously to open the screen.

 

Journal Entry [jete] can also be accessed in the 'J/E' module from the menu tree (see following screen shot).

 

You can also access this screen by typing the screen or acronym name in the blue prompt bar located above the 'Setup' menu.  Then, press Enter.

 

 

 

The screen then appears.

 

       

 

 

Reference Information:

Reference Number - System-assigned number that is also referred to as transaction number.  To generate the next sequential Reference Number, press the F4 Key or select the 'Add' icon located on the toolbar.  You can also right click outside a field (in which the 'Add' option appears) to add the next record.

 

Effective Date - Date of the transaction that is recorded on the Bible Report [bdbr] and appears as an Actual Cost on the Estimated Final Cost Report [efcrpt]; should default with today's date after generating the Reference Number.  You can always change it by typing over the defaulted date or by right clicking in that field for the calendar selection to appear.  Please note you can not input a date that is in a previously closed period.

 

 

 

         

Note

NOTE:

 

Please email a request to support@castandcrew.com if you need a transaction's Effective Date changed and include the Reference Number(s).  Please be advised depending on your specific studio's guidelines, the Support Department may need to obtain approval from your Studio Finance Executive before proceeding.

 

 

 

Description - Explanation of this Journal transaction as a whole which can hold up to 30 alpha/numeric characters.  This Reference Description defaults in the distribution lines.  If this field is left blank, PSL3 defaults the distribution description with the description of the first account number selected.

 

Status - Overall status of the transaction.  This field is marked with a 'U' for an Unposted entry until you post it in the Post J/E Transactions [jepost] screen.  As long as the transaction is marked with an unposted status, you are able to modify it.  Once posted, it is marked with a 'P' for Posted. PSL3 updates the status automatically.

 

 

Note

NOTE:

 

Please email a request to support@castandcrew.com if you need a transaction unposted and include the Reference Number(s). Please be advised depending on your specific studio's guidelines, the Support Department may need to obtain approval from your Studio Finance Executive before proceeding.

 

 

 

Batch Information:

 

Codes that are attached to the transaction.  These fields are pulled from the User Entry [suuser] screen located in the 'Setup' module (if setup beforehand).  To change the defaulted codes, press the F2 Key or right click in any of these fields (Batch, Production, Company and Currency) and make your selection.

 

 

Journal Information:

 

J/E Number - User-defined code or number also known as the User Source Code to track your company's different classifications of Journal Entries.  This field can hold up to six alpha/numeric characters.

 

Total Debits - Total amount of the debit entries calculated in the distribution lines.  Please note you are not able to access this field.

 

Total Credits - Total amount of the credit entries calculated in the distribution lines.  Please note you are not able to access this field.

 

Please note when entering a new Journal Entry, PSL3 tallies the debit and credit entries you make in the distribution lines.  Entering a positive amount in the distribution line Amount field increases total debits.  Entering a negative amount (input a minus sign before the number) in the distribution line Amount field increases the total credits.  Please be advised debits and credits must equal before you can save the transaction.

 

 

Distribution Lines:

 

PSL3 automatically creates the debit and/or credit offset distribution line(s) once you input the account number on the second distribution line.

 

Account Number - Chart of Accounts number that will be debited or credited on this distribution line.  Press the F2 Key or right click to choose the account number.  If the account number doesn't exist in PSL3, you can add it by pressing the F5 Key or selecting the 'Zoom' icon located on the toolbar.  This zooms into the Chart of Accounts Entry [glca] screen in which you can add the account number immediately.  Once saved, press the F1 Key, then 'F' option or select the 'Fetch' icon to fetch the account back to the Journal Entry [jete] screen.

 

 

Note

NOTE:

 

The Series, Location, Set and Free Field Codes are brought over from the User Entry [suuser] screen located in the 'Setup' module if setup.  Otherwise, press the F2 Key or right click in these fields to make your selection.

 

 

 

Description - Explanation for this distribution line which can hold up to 30 alpha/numeric characters.

 

Amount - Dollar or other currency amount for this distribution line. Input the journal debit or credit amount.  If you are entering a negative amount, input the minus sign before the number. Please note if you press the F2 Key or right click in the Amount field, a calculator displays for your convenience.

 

 

 

 

Journal Entry Was-Is Distribution Changes:

 

Once a Journal has been posted, you are able to make distribution changes directly from the Journal Entry [jete] screen (in addition to the Posted Transaction/Item Editor [glfix] depending on your User ID access level).  This includes Account, Series, Location, Sets, Insurance, Free Field(s) and Description changes.  This excludes Amount changes.  To make changes, simply input the Reference Number of the Journal in the Journal Entry [jete] screen, followed by the Enter or F7 Key or select the 'Find' icon located on the toolbar; the transaction appears in which you can proceed with the necessary modifications from there.  Please note your are not able to add or delete lines to a posted Journal transaction while in the Journal Entry [jete] screen.

 

After you make the necessary modification(s), make sure to save.  PSL3 creates a new, unposted Journal Entry Reference Number reflecting the new distribution change(s) which is referred to as a Journal Entry WAS-IS as the new transaction displays the WAS (what the original transaction data was before being changed in the Journal Entry [jete] screen) and IS (what the transaction data is now after the change(s)), detailing the original distribution line values as well as what they reflect now.  PSL3 automatically updates the Reference Description of this new, unposted Journal transaction to 'WAS-IS FROM REF #' (# = original Journal Entry Reference Number).  Please note you still have to post the new Journal Entry WAS-IS transaction in the Post J/E Transactions [jepost] screen.

 

 

Helpful Hints:

 

Make sure to input all white colored fields as white fields are required before saving in PSL3.
To save this entry, select either 'Save' icon located on the toolbar.        

 

You can also press the F1 Key, then 'U' option to Update which saves and remains on screen or press the F1 Key, then 'A' option to Accept which saves and clears the screen (most common).

 

 

 

To add another distribution line, press Enter or Tab where the last line was entered.

 

To insert a distribution line in between already existing lines, place your cursor where you want to add and press the F4 Key or select the 'Add' icon .  A new line is added beneath.

 

To delete a distribution line, place your cursor in the line you want to delete and press the F10 Key or select the 'Delete' icon .  A red strike-through line appears which is deleted upon saving.
To search for an existing entry, press the F7 Key or select the 'Find' icon when the screen is clear.  All records appear in which you can scroll through using the 'Arrow' icons (First, Prior, Next and Last) or by pressing the 'Page Up' or 'Page Down' Keys until you find the entry needed.