SOP Recording Journal Entries

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					                     SOP: Recording Journal Entries *

                                                                     Customer:       Company Inc.

                                                                  Assigned to:       Dept./Position


Aim
The following explains how to record manual journal entries in the system. This refers to
simple or complex entries that are not created automatically from a financial document
(e.g., vendor invoice, customer receipt).

Procedure
Stage I: Recording a Simple Journal Entry
1. Enter the Entry Journal form.
2. Specify the Transact. Date.
3. Under Transaction (Entry Code column), leave the default "M". The Entry Number
   is assigned automatically with a prefix of "T", indicating that this is a pending entry.
4. Select the Debit Account and Credit Account.
5. In the References tab, fill in the following columns: Details, Reference, Reference 2.
6. Check the Due Date (e.g., payment date, invoice date) and the Reference Date.
7. Enter the Itemized Entry sub-level form and move to single-record display mode
   (press F4).
8. For each line, in the General tab, check the Due Date and Contra Account.
9. For each line, record an Entry Item Group, and in the Profit/Cost Ctrs tab, select
   profit or cost centers for Groups 1-5.
10. Return to the upper-level form.
11. Click the Checks tab and make sure that the Total Debit matches the Total Credit.
12. Click Post Journal Entry from the list of Direct Activations.

Results:
• The journal entry is posted to the ledger and it receives a final entry number.

*
 Standard Operating Procedures should be used as guidelines for customers (and their consultants) to
develop their own operating procedures. As you will note, the following procedures are very specific
and customers are strongly advised not to use them without prior testing to make sure that they fit their own
requirements and work practices.


Cat.No. A8000213                                     1                                   Ver.2 – Jun.29,’08
• The debit account is debited and the credit account is credited (in the ledger).

Stage II: Recording a Complex Entry
1. Enter the Entry Journal form.
2. Specify the Transact. Date.
3. Specify the Entry Code:
  • To record all details manually, specify "C".
  • To use an existing entry pattern, select the one you want from the Choose list
    (e.g., Exchange Rate Adjustments, Opening Balance).Enter the Itemized Entry
    sub-level form and move to single-record display mode (press F4).
4. For each entry item, record the Account No. (if it doesn't appear automatically) and
   the Debit or Credit amount.
5. For each line, in the General tab, check the Due Date and Contra Account.
6. For each line, record an Entry Item Group, and in the Profit/Cost Ctrs tab, select
   profit or cost centers for Groups 1-5.
7. Return to the upper-level form.
8. Click the Checks tab and make sure that the Total Debit matches the Total Credit.
9. In the References tab, check the Due Date (e.g., payment date, invoice date) and
   the Reference Date.
10.    Click Post Journal Entry from the list of Direct Activations.
11.    Make sure the entry was assigned a final number (without the prefix "T").

Results:
• The journal entry is posted to the ledger and it receives a final entry number.
• The debit account is debited and the credit account is credited (in the ledger).




Cat.No. A8000213                            2                            Ver.2 – Jun.29,’08