Export G/L Batch File Field List

This is a description or name of up to 60 characters for the batch. The description is printed on batch listings and you can display it with the batch number in Finder lists of batches. 

General Ledger assigns a batch number when you create a new batch. During posting, the batch number is assigned to each transaction in the batch, and becomes an important part of the audit trail for the transaction.

To recall an existing batch for modifying or deleting, enter the batch number or click the Finder to select it.

If you delete a batch, you cannot reuse its number and the batch is listed as Deleted on the Batch Status report.

If you want this transaction to be reversed in a future fiscal period, check the Auto Reverse option. Then:

1. Select one of the following options from the adjacent drop-down list:
• Next Period to post the reversal automatically to the next year and period.
• Specific Period to be able to select the year and period to which to post the reversal.
2. If you selected Specific Period, select a specific year and period to which to post the reversal from the Year/Period field.

General Ledger will automatically create a reversing entry by reversing the signs of all the details for this journal entry, and it will post the reversing entry to the specified fiscal period.

Both the original and reversing entries are posted when you post the batch.

The date on the reversing transaction is the first day of the specified reversal period. The description is "REVERSING ENTRY."

• You can create and post reversing entries that span the previous and current fiscal years.
• If you want to create a reversing entry that spans the current and the next fiscal year, you must first create the new year using the Create New Year window. If you do not create a new year first, posting will create an error batch with the original and reversing entries, which you can post later. If the new year exists, posting will post the original entry, and add the reversing entry to an error batch for later posting (because you cannot post into a future year).

This is a description or name of up to 60 characters for the journal entry. The description is printed on batch listings, and you can display it with the entry number in Finder lists of entries.

When you select the Finder in the Entry field, the entry number is assigned in sequence by the program.

To recall an entry to modify or delete, enter its number or click the Finder to select an entry.

If you delete an entry, you cannot reuse its number. If you do not reassign the number, it is listed as deleted on the posting journal (when the batch is posted), to provide an audit trail of the missing number. 

Ready to Post displays here when you set the batch Ready to Post on the Batch List window.

• You cannot edit batches that are set Ready to Post.
• You cannot post batches until they are set Ready to Post.

The Post Batches window posts batches only if you have set their status to Ready to Post or you have provisionally posted them.

If you post a single batch from the Batch List window, you can change the status to Ready to Post.

This is the date for the journal entry. The complete journal entry can have a single date associated with it, or you can enter a different date on each detail line.

This date does not determine the period to which the details will be posted. It is for information only. (The period is set by the Period field.)

The date assigned to details consolidated during posting is the last date of the fiscal period to which they were posted.

This field is the source code for the entire journal entry. Source codes tell you which ledger a transaction comes from and what kind of transaction it is. You define your own General Ledger source codes to identify transactions.

For example, GL-CD can identify a cash disbursement added to General Ledger. GL-JE can identify a general journal entry.

You must enter a valid source code, or click the Finder to select a code.. You can enter different source codes on individual detail lines. (Define source codes on the Source Codes window.)  

This option controls the number of fields visited when you are adding transaction details. (If you are modifying existing details, the cursor stops at all fields for each detail, regardless of the entry mode you select.)

In Normal Entry mode, the cursor goes to each field of the detail in order when you press the Tab key.

In Quick Entry mode, the cursor visits each field for the first detail in an entry and, for subsequent details in the entry, the Reference, Description, Comment, and Detail Date fields display the information entered with the first detail, but you can change it.

This is the year for the journal entry. General Ledger lets you post to any existing year, as long as you use the Allow Posting To Previous Years option on the Posting tab of the G/L Options window, and as long as you are posting to a year for which you maintain fiscal sets and transaction detail.  

This is the fiscal period to which the journal entry is posted. General Ledger displays the period associated with the current session date you entered when you started Sage HRMS Payroll, but you can change this to another period. 

If the fiscal period is closed, you cannot post the entry until you reopen the period.

This is the name of the account. You can move this column beside the account number if you want to check account names during entry.

This is the account code to which the detail will be posted. Enter the code or click the Finder to select a code.

You must enter an account code that exists in the ledger. If you specify an inactive account, you will see a warning message, and you will not be able to make the entry. You must change the status of the account to Active in the G/L Accounts window before you can enter and post the transaction.

You cannot select an account that has the Post To Account field set as Prohibited.

You may add a comment to identify or explain the detail.

Comments are printed on the Batch Listing and the Posting Journal, but they do not display on any other reports.

Enter the amount of the credit, typing digits and, if required, the decimal point. To go back to the Debit field, use Shift + Tab or the mouse.

In a Journal Entry transaction, you could choose to post a transaction to a different fiscal period than what was entered as the transaction date. (For example, you could enter June dates in the transaction detail lines but post it in July.)

In a Recurring Entry, the scheduled run date determines the fiscal period. (For example, a recurring entry starts at 06/01/15 and does not expire. The detail line dates are for May 31, 2015. When the recurring entry is run for 06/01/15, the fiscal period will be June 15, and when it is run for 07/01/15, the fiscal period will be July 15, and so on.)

Enter the amount of the debit, typing digits and, if required, the decimal point. To reach the Credit field to enter a credit, press Tab without making an entry in the Debit field. 

You can enter a description of up to 60 characters with each detail line. The description is listed with the detail on batch listings, posting journals, and source journals (if the detail has not been consolidated).

The Optional Fields check box on the Journal Detail window and the Optional Fields column on the detail entry table (on the Journal Entry window) indicate whether any optional fields are assigned to a selected journal entry detail.

If you assigned optional transaction fields to the account used in a journal entry detail, the program selects the check box.

You can view or change the optional fields assigned to a selected detail on the Optional Fields detail window.

To open the Optional Fields detail window, either:

• Click the Zoom button beside the Optional Fields check box on the Journal Detail window.
• Select the detail line on the detail entry table, then press Shift + F9.

You can then edit or delete the optional fields in the Optional Fields detail window that displays. If you delete all the optional fields for a detail, the program clears the Optional Fields check box (or field) for the detail. You can add any transaction optional fields that are assigned to the account. 

The Optional Fields field should be set to Yes for the transaction detail to be saved or inserted. To set this to Yes, double-click on the Value field. You can specify a value or leave it blank, depending on how you set up the optional field in Common Services. Also note that if you have optional fields set up as Required for an account in the transaction detail (you set this up in the Accounts/Trans. Optional Fields), the system won't let you proceed if this optional field is missing in the transaction detail. Make sure the optional field exists and that it is set to Yes if you want the transaction detail saved.

If you use quantities with the specified account, you can enter one number with the detail (for example, to indicate the number of items sold), if this feature is available to you.

Before you can enter quantities for an account, you must select the Maintain Quantities option in two separate places:

• On the Account tab of the G/L Options window to turn on quantities for the whole ledger.
• On the Detail tab of the G/L Accounts window to turn on quantities for the account.

This is a detail reference of up to 60 characters. The reference can be anything you wish, such as a check number or invoice number, that you want to keep with the detail.

The reference is listed with the detail on batch listings, posting journals, and the G/L Transactions listing.

If you do not consolidate the transaction, detail references are also listed on source journals. (If you print source journals by reference, you can give all details in an entry the same reference, so all details from the entry will be grouped together.)

You can enter a different source code for each detail line. If you use different source codes for individual detail lines, the separate details in an entry can display in different source journals.

By default, the detail line source code is the same one that you selected for the entry.

You must enter a valid source code. Click the Finder, then select a code.

You can enter a different source ledger and type for each detail line. If you use different source types for individual detail lines, the separate details in an entry can display in different source journals.

By default, the detail line source ledger and type is the same one that you selected for the entry.

You must enter a valid source type. Click the Finder, then select a code.