Finance User Manual ENG -> 3. Payments -> 3.4 Specific Payments and Journal Entries -> LUFI-30409 Journal Entries
LUFI-30409 Journal Entries
LU Introduction
On certain occasions it may be necessary for an advanced user to create an entry directly in the journal. Individual section policy will decide on when it is acceptable to create a journal entry directly in Journal Entries.
UniField requires manually created entries to be balanced on the credit and debit sides. Therefore, at least two lines must be created in each Journal Entry, one on the debit and one on the credit side.
If the user needs to create several entries repeatedly e.g. to book intermission transactions when the instance is acting as the main supply center for various missions, the function {Import Entries} located under the {Journal Entries} is available to import entries into the INT journal. In addition, the function is also available for the OD and HR journals.
Finally, it is not possible to change a register’s liquidity balance via a manual journal entry. Therefore, it is not possible to use register related accounts (cash on hand, cash at bank, outstanding cheques) in any manual journal entries. All corrections to these accounts have to be made directly in the registers.
How to Book a Manual Journal Entry
Go to: Accounting/Journal Entries/Journal Entries:
- Click on the button.
⮡ The Journal Entries Create Screen appears
Journal Entries New Entry screen
- Fill in all mandatory blue fields to select the journal, the currency, the period and dates of the entries.
- In the reference field, enter additional identifying information if needed (optional).
- Click on the button.
- Fill in all mandatory blue fields in the same way you would create a direct entry in the register.
Journal Entries Manual Entry
- Save the entry using the {Save} button at the end of the journal entry line.
- Create the 2nd line by clicking on the {New} button and fill in the mandatory blue fields. The entry lines become valid as soon as the lines are balanced (debit equals credit).
- For expense and income accounts, assign the analytic information via the wizard.
- Approve the entry.
A balanced manually created Journal Entry
Both entry lines can be found in the {Search Journal Items}.
Two manual created entries in the Journal Items
How to duplicate a manual entry in a closed period:
- Click on {duplicate} in the manual entry you want to duplicate. See below example for duplicating manual entry in Aug 2019 period.
- As Aug 2019 period was already closed, the duplication will take the same document date but not the posting date. The posting date will be in the first opened period which is Sep 2019 in this case.
How to Book a Journal Entry Using the Function Import Entries:
Go to: Accounting/Journal Entries/Import Entries
- Browse the relevant file to import
Import Entries window. The posting date is the date indicated in the import wizard and the document date and the period are taken from your import file.
- Select {Import}
- Select the button to refresh
⮡ A message confirms the import was successful
Import file was successful
- Close the window
Go to: Accounting/Journal Entries/Journal Entries
- Check the Journal Entries display
Unposted journal entries on the INT journal:
- Select the entry and go to {Journal Items} located under {Links}.
Journal Items link selected
⮡ The {Search Journal Entries} show expense entries booked automatically on the debit side and the advance account booked on the credit side. The entry period is taken from the period indicated in the file. The document date is automatically populated from the document date of the import file. The posting date is the import date of the file.
Journal items display
- The last action to do is to post these entries. Check the entries boxes and select {Post Journal Entries} located under the Action menu
⮡ A {Post Journal Entries} window displays to confirm the posting
Post Journal Entries approval
- Select {Approve}
⮡ Entries are posted
List of posted entries
