Record Journal Entry window

The Record Journal Entry window allows you to enter transactions that aren’t specific to the Banking, Sales, Purchases and Inventory Command Centers.

Field Descriptions

General Journal #

When you begin to create a transaction in this window, this field automatically displays the next AccountEdge GJ (General Journal) number available.

You can choose to delete Auto # and enter a new number for the transaction. If you enter a number here, consider leaving the GJ prefix assigned to the number, so it’s easy for you to distinguish the transaction as a General Journal transaction.

Date

Enter the date of the transaction.

Memo

Using up to 255 characters, enter a description of the transaction. This description will appear on various AccountEdge reports, as well as the General Journal.

Account column or Acct # and Name columns

■	The Account column appears only if Select and Display Account Name, not Account Number is marked in the Windows view of the Preferences window.

Enter the name of the accounts you want to assign to this transaction, or click the search icon to display a search list of accounts to choose from.

■	The Account # and Name columns appear only if Select and Display Account Name, not Account Number is not marked in the Windows view of the Preferences window.

Enter the number of the accounts you want to assign to this transaction in the Acct # column. Press Tab and the account name displays in the Name column.

Debit column

Enter debit amounts for the transaction in this column.

Note that the total of the Debit column entries must match the total of the Credit column entries.

Credit column

Enter credit amounts for the transaction in this column.

Note that the total of the Credit column entries must match the total of the Debit column entries.

Job column

Enter the job to which you want to assign the entry, or click the search icon to display a search list of jobs to choose from. If you need to assign an amount from one account to more than one job, use multiple lines to record the transaction.

Memo column

Using up to 255 characters, enter a description for each allocation line, if you wish. This description will appear on the General Journal, Cash Disbursements and Cash Receipts reports.

Total Debit

This field displays the total amounts Debit column entered above. If the amounts in this field and the Total Credit field are the same, you can click Record to record the transaction.

Total Credit

This field displays the total amounts Credit column entered above. If the amounts in this field and the Total Debit field are the same, you can click Record to record the transaction.

Out of Balance

This field displays the amount by which this journal entry is out of balance. If the amount appears below the Debit column, the debit amount is larger than the credit amount. If the amount appears below the Credit column, the credit amount is larger than the debit amount.

To record a journal entry, the total debit amount must equal the total credit amount, meaning 0.00 should appear in the Out of Balance field.

Save as Recurring

Click to open the Edit Recurring Schedule window and create a recurring General Journal transaction. You can change the information on a recurring transaction as needed.

If you’ve saved the journal entry as recurring and you want to record the transaction as an actual General Journal entry now, click Record. If you don’t want to record the transaction at this time, click Cancel.

Use Recurring

Click to open the Select a Recurring Transaction window and select a recurring General Journal transaction.

Currency

Click to display the currency that is used for the transaction. The Exchange Rate window opens.

This option appears only if you marked the I Deal in Multiple Currencies field in the System view of the Preferences window.

Category

Select from the list the category to which you wish to assign this transaction. (The categories in this list were created in the Edit Category window).

This field appears only if you selected the Turn Category Tracking On option in the System view of the Preferences window. If you selected the Required option when you chose that preference, you must select a category here before you can record this transaction.

Journal

Click to open the Transaction Journal window

Record

Click to record the transaction.

Note that the Out of Balance amount must be zero before you can record the transaction.

Cancel

Click to close the window.

Tips for this window

Related Topics

■	Record depreciation

■	Tracking currency gains and losses

■	Enter end-of-year adjustments