Financial Management [Journal]

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The Financial Management [Journal] screen is used to manage journal entries. The Financial Management [Journal] screen is initially presented with no data. The screen is populated with journal transactions resulting from a search conducted via the Filter Journal View toolbar button (pictured below) on the Financial Management toolbar.

Filter Journal View

Using the Journal menu, an authorized user will be able to add a new journal entry, edit an existing suspended journal entry, view a posted journal entry, delete a suspended journal entry, maintain the accounting schedule and view activity on a selected financial account.

A menu bar and a toolbar are displayed at the top of the screen. The menu bar provides access to functions that are available. Select a menu to display the available menu options, and then select a menu option to activate its functionality. The toolbar provides access to frequently used functions, usually with a single-click. Click a toolbar button to activate its functionality.

For more information about the menu bar and the toolbar, see the following topics:

Financial Management [Journal] screen

Screen Access

On the View menu, select Journal as necessary. (This screen is displayed upon the completion of the Login process.)

Interface Initialization

Upon initial display of the screen, the following occurs:

The title bar text is set to "Financial Management [Journal]".

The system will check the permissions for the currently logged-on user to determine if they have the appropriate permissions to view the journal or rebate information. When the user does not have the permissions to view both the journal and rebate information, the system displays the E0006 standard error message.

The word "CAPS" displays in the status bar at the bottom right of the screen. Depending on the user's current keyboard configuration, the word "CAPS" will display gray in color if Caps Lock is disabled on the user's keyboard, or it will display black in color if Caps Lock is enabled on the user's keyboard.

A clock displays the current system time in the status bar at the bottom right of the screen.

The menu bar is visible. The menus on the menu bar are displayed in the following order:

The File menu is visible and enabled.
The Journal menu is visible and enabled.
The View menu is visible and enabled.
The Activities menu is visible and enabled.

The Help is visible and enabled.

The toolbar is visible. The following toolbar buttons are displayed on the toolbar in the following order:

The Filter Journal View toolbar button is visible and enabled.
The Reports toolbar button is visible and enabled.
The System Tools toolbar button is visible and enabled.
The Exit toolbar button is visible and enabled.
The Add Journal toolbar button is visible and enabled.

The data grid is initially blank.

Screen Elements

Unless otherwise stated below, all controls on the Financial Management [Journal] screen are visible and enabled when:

The screen is active.

If one or more special conditions exist that affect a control on the Financial Management [Journal] screen, the condition(s) are documented for that specific control below.

Journal Entries data grid

View the information in the Journal Entries data grid.

This data grid displays journal entries based upon the criteria specified on the Filter Journal View screen.

This is a single select read-only data grid. The control can be updated when the screen is active in Add or Edit mode (where applicable). The columns are sizable. Both scroll bars are visible.

The information on the data grid is initially presented in ascending journal identifier and sequence order. The user is allowed to sort the resulting list by checking the Sort by Transaction Date check box on the Filter Journal View screen.

NOTE: On the View menu, click the Refresh View button to refresh the journal entries displayed in the data grid.

The data grid consists of the following control(s):

ID column

This column displays the identification number for each record displayed within the data grid.

The title of the column is set to "ID". The information displayed within the column is read-only.

Seq column

This column displays the sequence number for each record displayed within the data grid.

The title of the column is set to "Seq". The information displayed within the column is read-only.

Trans Date column

This column displays the date of the transaction for each record displayed within the data grid.

The title of the column is set to "Trans Date". The information displayed within the column is read-only.

The user is allowed to sort the data grid by transaction date in ascending or descending order by clicking on the column heading. The format will be MM/DD/CCYY.

Type column

This column displays the the alert type of "Household" or "Individual" for each record displayed within the data grid.

The title of the column is set to "Type". The information displayed within the column is read-only.

Fund column

This column displays the name of the fund for each record displayed within the data grid.

The title of the column is set to "Fund". The information displayed within the column is read-only.

Financial Account column

This column displays the financial account number for each record displayed within the data grid.

The title of the column is set to "Financial Account". The information displayed within the column is read-only.

Natural Account column

This column displays the natural account number for each record displayed within the data grid.

The title of the column is set to "Natural Account". The information displayed within the column is read-only.

Agency column

This column displays the name of the agency for each record displayed within the data grid.

The title of the column is set to "Agency". The information displayed within the column is read-only.

The column header and data are left aligned.

Description column

This column displays the description of each record displayed within the data grid.

The title of the column is set to "Description". The information displayed within the column is read-only. The column header and the data within the column are left aligned.

Credit column

This column displays the credit amount for each record displayed within the data grid.

The title of the column is set to "Credit". The information displayed within the column is read-only.

The format is currency (###,###,###.##).

Credit column

This column displays the credit amount for each record displayed within the data grid.

The title of the column is set to "Credit". The information displayed within the column is read-only.

The format is currency (###,###,###.##).

Post Period column

This column displays the post period for each record displayed within the data grid.

The title of the column is set to "Post Period". The information displayed within the column is read-only.

Post Date column

This column displays the post date for each record displayed within the data grid.

The title of the column is set to "Post Date". The information displayed within the column is read-only.

Processing

If data can be validated and saved on the screen, the following processes occur when the screen is processed:

A process to check for required controls as identified in the Data Map below is performed.
A process to check for valid entries as identified individually for each applicable control in Screen Elements above is performed.
A process to check for edits and cross edits as identified for each applicable control in Screen Elements above is performed.
If any checks or processes fail, a standard error message displays.

If no data can be validated and saved on the screen:

No cross edits are performed.
All values are considered legitimate.
No data is written to the database.

Data Map

The Data Map defines the values saved for all controls on the screen. If available, any additional notes or comments are displayed in the Notes column.

Control Label	Required	Table	Column	Notes
Journal Entries	·	·	·	·

Software Version: 2.40.00