Journal Line Detail

You can enter journal lines into the table on this form.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Company

The default value is the company you are logged into, but you can change it if the journal is for a different company.

GL Account

Select the general ledger account using either the Account, Short code, or Description.

Transaction Analysis

This is enabled if the GL Transaction Analysis module is in use, in which case you can assign additional detail here.

Subcode

Enter a subcode for the general ledger account. Use the subcode to create dissection among transactions, so that you can summarise report information at a subcode level.

For example, when you enter a vehicle's registration as the transaction line subcode, you can sub-total values based on subcode. In addition, you can create a customised report, or run a query to output transactions summarised by subcode.

Analysis Code

This field is enabled if the selected general ledger account is assigned to a bank on the Cash Management Bank Account Maintenance form. The analysis code is used when the bank account updates with the journal transaction.

Reconciled

This option is enabled if the selected general ledger account is assigned to a bank on the Cash Management Bank Account Maintenance form. Select this option to indicate that you do not want the journal transaction to update the bank account balance.

If you select this option, you can't select the transaction on the Cash Management Bank Statement Entry form.

Quantity

If the selected general ledger account is a quantity account, enter the quantity of the transaction.

Account to Transaction Rate

This is the rate for converting the currency of the account to the currency of the transaction, if the two currencies differ.

Amount

Enter the value of the journal. If the account is a quantity account, the amount uses the quantity entered and the rate assigned to the account on the GL Account Maintenance form.

Narration

Enter a narration for the journal line. You can print the narration on reports and view it when enquiring on transactions.

Note: If a reversal journal line displays, it has Reversal appended to it. If the Accounts Payable Module Control option Append supplier name to invoice or credit note GL narration is selected, the supplier's name also appends to the narration for journals generated online when AP invoice and credit notes are created.

Once all journal lines have been entered, press F2 or click the Save icon. Greentree Desktop checks that the Zero proof (total value of debits and credits) value is 0. If it does not equal zero, you are prompted with a warning and any unbalanced value is posted to the general ledger Suspense account specified on the Module Control form.

Note: You can't delete a journal if the journal is posted to a Cash Management bank account, and the transaction is reconciled on a bank statement. If the journal has not been reconciled to a bank statement, but the Reconciled option is selected for the journal line, you must deselect the Reconciled option before deleting the journal.