General Ledger Journals {FGLO-2}

This option allows the user to create GL journals. The option allows for the creation of journals in 3 ways.

Entering the journal by typing in the journal.
Copying an existing journal and editing the journal.
Importing a journal from a csv type file.

General Ledger journals can be grouped into:

Balance brought forward journals (system generated)
Budget journals
Normal journals

Budget journal and normal journal are the same, except that the financial field on the journal definition differs. Normal journal will reflect in the actual column on GL reports whereas budget journals will reflect in the budget column on the same report. Budget journals are used to adjust the budget on a GLA.

The following are prerequisites for processing a journal in this option.

Access to the option {USERS-2} and {USERS-3} with Update privileges. Select users cannot use this option at all.
Access Restrictions option {FCSM}

For Update privileges the User must be linked to FGLC subsystem GL Access Restrictions.

The Rules are:

If the user is linked to FGLC the users can process journals depending on journal type "A", "B" or "O".
The user can also be restricted to a Department and a Cost Centre.
User with update menu access but not linked to FGLC will not be able to process any records.

Panel Box 1: Journal Header

Field	Type & Length	Description
Journal Number	A12	Journal Number is allocated to the journal when a journal is saved. GL journals are not updatable once saved however the user can add a second reference to an existing journal using the GL journal query option. {FGLO-22}.
Copy Journal	A10	Allows the user to copy the journal detail of a journal processed previously into a journal. The user can update, change or add lines to the journal being created if copied form an existing journal. The list of values and search function on the field allows the user to search existing journal on journal number, transaction type, reference, reference date and GL note.
Transaction Date	DD-MON-YYYY	Transaction date will default from system date and is not updateable.
Transaction Type	N4	The GL transaction type as defined option {FCSO-7} to process the journal. If an invalid code is entered, the list of value will pop up where the user can use search for available valid transaction types. On entering the transaction type, the program will validate if the user may process the type of GL journal. The user must must be linked to the user restriction FGLC for the applicable journal type on menu option {FCSM-4}. If the user is only allowed to process Actual journals,the financial field of the transaction type must be (J)ournal. If the user is only allowed to process Budget, the financial field of the transaction type must be (B)udget If the user is allowed to process Both actual and budget journals, the financial field of the transaction type can be either 'J' or 'B'. If the user is not linked to the restriction FGLC for the applicable journal type, the program will give message 'User Restriction denies access to these Journal types'. Furthermore, the program will also validate the year and cycle of the transaction type by applying the rules GC, GH and GY as defined in menu option {FCSM-1b2}. Rule GH determine if the user is allowed to update the financial year and cycle on the transaction type when processing a GL Journal If GH is set to No, the rule prevents the updating of the financial year and cycle of Ledger journals.This rule must also be read in conjunction with rules GC and GY. Rule GC determines whether or not the user may process journals in previous cycles. Rule GY determines whether or nor the user may process journals in previous years. Care must be taken when defining the financial year and cycle on GL transaction types. For example, the current year and cycle of GL is 2016 06 and all the above mentioned rules are set to (N)o. Should a Transaction Type for sub-system GL be defined with the financial year and cycle less than 2016 06, this transaction type will not be a valid Transaction Type for any of the Ledger journal screens, although it is declared an active.. The program will provide an appropriate message.
Year	YYYY	The system will default to the financial year of the transaction type if specifically specified, or in all other cases to the year of the subsystem. Depending on the setting of rules GC, GH and GY, the user may change this value if required. These rules have been discussed above. It is also possible to change this field to "future" years. The system will validate that the GLA is valid for the specified year and if so, the transaction will be updated. Such transactions could cause troublesome during the reconciliation process.
Cycle	N2	The system will default to the financial cycle of the transaction type if specifically specified, or in all other cases to the cycle of this subsystem. Depending on the setting of rules GC, GH and GY, the user may change this value if required. These rules have been discussed above. Future months are allowed.
GL Note	A30	The note to default to the journal lines. If left null the user will be required to enter a value for each line when the journal lines are entered.
Reference	A12	The journal reference to default to the journal lines. If left null the user will be required to enter a value for each line when the journal lines are entered.
Reference Date	DD-MON-YYYY	The reference date to default to the journal lines. If left null the user will be required to enter a value for each line when the journal lines are entered.
Totals	N15.2	Totals displays the totals of the sum of debits and credits. If a journal is out of balance, an appropriate message will be given by the system. A journal must be in balance before for the user to save the journal.

Panel Box 2: Journal Entries

Field	Type & Length	Description
Cost Centre	A4	The GL-Allocation will default if the transaction type was specified with a GL-Allocation. The list of values with search function will list active Cost Centres available. The program will validate whether the user may process transactions for the Cost Centre. When the user is linked to restriction FGLC, apart from Journal Type access, the user can be restricted to process transactions for specific Departments and/or Cost Centres.
Account	A8	The Account of the GL-Allocation to be debited or credited with the journal line amount. . The list of values with search function will list active Accounts, where the GLA, cost centre and account for the financial year of the journal is active. The program validates whether the user may process transactions for the GLA. The user can be restricted to process transactions for specific Departments and/or Cost Centres and Accounts by way of Account categories (Sequence 51 to 99). If the system operational definition rule BJ is set to Y (Do Budget Control on GL Journals) budget control will be performed on the GLA using the budget rules as defined for the GLA on commit. Should the journals cause insufficient funds and the system operational definition rule BH (Allow Insufficient Funds) is set to (N) o the user will be prompted to change the GLA or transfer funds to the GLA to save the journal. If the rule BH is set to (Y)es, the user will be prompted to override funds on the journal. The user will only be allowed to override funds if the user has override privileges.
Debit/Credit	A1	Indicates if the GLA on the line must be debited or credited. D- Debit C-Credit The application keeps track of the total debit and credit values and the difference. A out of balance journal will not be created.
Amount	N17,2	The monetary value of the journal line in the Institution currency. The program will validate whether the user may process transactions for the value specified in terms of restriction FGLC. With restriction FGLC, users can be restricted to process transactions up to a specified value (Sequence 1 to 50).
GL Note		The note that will be reflected on the journal line on the ledger report. This field is mandatory.
Reference		Journal reference of the supporting documentation.
Reference Date		Transaction reference date, the reference date defaults to system date.

Example: General Ledger Journal

Import
Create CSV Template	The 'Create CSV Template' button allows the user to download a journal template for the option. The user can then completes the template by filling in the journal details and saving the file on the users local machine.
Browse / Update	Opens an explorer window on the users local machine which allows the user to select the csv file created from the template and loads the file. Multiple files can be imported into a single journal.
Upload CSV File	Displays the filename of the last file imported.

Example: Completed CSV Template

Example: Browse / Update

Example: Loaded csv file

History of Changes

Date	System Version	By Whom	Job	Description
11-Jan-2007	v01.0.0.0	Charlene van der Schyff	t133776	New manual format.
08-Aug-2007	v01.0.0.0	Charlene van der Schyff	t133776	Correct image inserted
08-Dec-2008	v01.0.0.0	Marchand Hildebrand	t152121	Manual Corrections
26-May-2009	v01.0.0.2	Charlene van der Schyff	t158348	Edit language obtained from proof read language Juliet Gillies.
28-Jan-2013	v03.0.0.0	Marchand Hildebrand	t187315	Add import functionality to the application
26-Jan-2016	v04.0.0.0	Marchand Hildebrand	t207381	Update manual with INT 4 conversion
29-Jun-2016	v04.0.0.0	Marchand Hildebrand	t214792	Update manual
20-Jul-2020	v04.1.0.0	Ndivhanga Mushando	t244649	Update Manual to INT 4.1