Journal Transaction

Contents Show

The Journal Transaction screen is used to define a new journal transaction and view or modify information on an existing journal transaction for the specified general journal.

The screen can be displayed in Add mode, Edit mode, or Details mode. In Details mode, the information displayed on the screen is read-only and cannot be updated.

Add Journal Transaction screen

Edit Journal Transaction screen

Journal Transaction screen

Screen Access

Screen Access

To add a journal transaction:

  • Display the Journal screen > Click the Add Trans button.

To edit a journal transaction:

  • Display the Journal screen > Select a journal transaction in the  data grid >  Click the button.

To view the details of a journal transaction:

  • Display the Journal screen > Select a journal transaction in the Journal Transactions data grid > Click the Details button.

Interface Initialization

Upon initial display of the screen, the following occurs:

In Add mode:

  • The title bar text is set to "Add Journal Transaction".

  • The Journal ID value label displays the system-assigned ID number.

  • The Accounting Period value label displays the accounting period associated with the general journal.

  • The Journal Type value label displays the journal type associated with the general journal.

  • The Value Type value label displays the value type associated with the general journal.

  • The Journal Description value label displays the description associated with the general journal.

  • The Status value label displays "Suspended".

  • The Created By value label displays the ID of the logged-in user.

  • The Journal Sequence text box is disabled and blank.

  • The Transaction Date calendar control is enabled and blank.

  • The Agency drop-down list box is enabled with (none) as the default selection.

  • The Debit masked edit box is enabled with 0.00 as the default entry.

  • The Credit masked edit box is enabled with 0.00 as the default entry.

  • The Transaction Description text box is enabled and displays the description associated with the general journal.

  • The Post Period check box is disabled and empty.

  • All other data controls are enabled and blank.

  • The Save button is visible and enabled as the default.

  • The Close button is visible and enabled as the default.

In Edit mode:

  • The title bar text is set to "Edit Journal Transaction".

  • The Journal ID value label displays the system-assigned ID number.

  • The Accounting Period value label displays the accounting period associated with the general journal.

  • The Journal Type value label displays the journal type associated with the general journal.

  • The Value Type value label displays the value type associated with the general journal.

  • The Journal Description value label displays the description associated with the general journal.

  • The Status value label displays "Suspended".

  • The Created By value label displays the ID of the logged-in user.

  • The Post Period check box is disabled and empty.

  • All other data controls are visible, enabled, and display the previously-saved values.

  • The OK button is visible and enabled as the default.

  • The Cancel button is visible and enabled as the default.

In Details mode:

  • The title bar text is set to "Journal Transaction".

  • All data controls are disabled, read-only, and display the previously saved values.

  • The Close button is visible and enabled as the default.

Screen Elements

Unless otherwise stated below, all controls on the Journal Transaction screen are visible and enabled when:

Unless otherwise stated below, all controls on the Journal Transaction screen are visible and disabled when:

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

Journal group box

  Complete the information in the Journal group box.

This group box includes controls that allow you to view the journal information. The title text of the group box is set to "Journal". The following controls are included in the group box:

Journal ID text and value label

This control shows the unique general journal ID for the general journal associated with this journal transaction.

The information displayed is read-only. The value label displays in the inverse color of the screen.

Status text and value label

This control shows the current status of the general journal associated with this journal transaction.

The information displayed is read-only. The value label displays in the inverse color of the screen.

Accounting Period text and value label

This control shows the accounting period for the general journal associated with this journal transaction. The format will be MM/CCYY.

The information displayed is read-only. The value label displays in the inverse color of the screen.

Created By text and value label

This control displays the name of the user who created the general journal associated with this journal transaction.

The information displayed is read-only. The value label displays in the inverse color of the screen.

Journal Type text and value label

This control shows the journal type of the general journal associated with

The information displayed is read-only. The value label displays in the inverse color of the screen.

Value Type text and value label

This control show the value type (actual, budget or forecast) for the general journal associated with this journal transaction.

The information displayed is read-only. The value label displays in the inverse color of the screen.

Journal Description text and value label

This control shows the descriptive text for the general journal associated with this journal transaction.

The information displayed is read-only. The value label displays in the inverse color of the screen.

Journal Sequence text box

  View the unique journal sequence generated by the system in the Journal Sequence text box.

The control is enabled when:

This sequence is system generated for this journal transaction. It begins with 1 (one) and is incremented by 1 (one).

Information in this control is read-only and cannot be changed. The value label displays in the inverse color of the screen.

Transaction Date calendar control

  Select or enter the date on which the journal transaction occurred in the Transaction Date calendar control.

The control defaults to blank (cleared). The value remains in this field until you close the screen.

This date must be within the Accounting Period. If it is not, when the screen is processed the system displays the E0167 standard error message.

Fund drop-down list box

  Select the fund for the journal transaction in the Fund drop-down list box.

When the fund is changed, the Financial Account drop-down list box is refreshed with the valid financial accounts for the selected fund.

It will be filled with all the funds in the fund table sorted in ascending alphabetical order.

Financial Account drop-down list box

  Select the financial account for the journal transaction in the Financial Account drop-down list box.

It will be filled with all the accounts available when the fund is selected and sorted in ascending alphabetical order.

Natural Account drop-down list box

  Select the natural account for the journal transaction in the Natural Account drop-down list box.

It will be filled with all the natural accounts (account code - description) in the natural account table sorted in ascending alphabetical order by natural account code.

Agency drop-down list box

  Select the agency for the journal transaction in the Agency drop-down list box.

It will be filled with all the agencies sorted in ascending alphabetical order. It defaults to no selection.

Debit masked edit box

  Enter the debit amount of the journal transaction in the Debit masked edit box.

Either the Debit or Credit amount must be entered, but not both. If both the debit and credit controls are left blank on this journal transaction, the system displays the E0168 standard error message.

If an amount is typed in both the debit and credit controls on this journal transaction, the system displays the E0168 standard error message.

The format is currency (###,###,###.##). The control will only accept entry of numeric digits, commas and one decimal. If the account's Normal Balance is Debit, the amount will be stored as positive. If the account's Normal Balance is Credit, the amount will be stored as negative.

If the Normal Balance is Debit, the Debit trans. amount is positive and Credit trans. amount is negative. The balance of accounts is: A = L + OE

Credit masked edit box

  Enter the credit amount of the journal transaction in the Credit masked edit box.

Either the Debit or Credit amount must be entered, but not both. If both the debit and credit controls are left blank on this journal transaction, the system displays the E0168 standard error message.

If an amount is typed in both the debit and credit controls on this journal transaction, the system displays the E0168 standard error message.

The format is currency (###,###,###.##). The control will only accept entry of numeric digits, commas and one decimal. If the account's Normal Balance is Debit, the amount will be stored as negative. If the account's Normal Balance is Credit, the amount will be stored as positive.

If the Normal Balance is Credit, the Credit trans. amount is positive and Debit trans. amount is negative. The balance of accounts is: A = L + OE

Transaction Description text box

  Enter the description of the journal transaction in the Transaction Description text box.

This control defaults to the description in the general journal.

It defaults to blank. The text box allows the entry of alphabetic, numeric, and special characters. Special characters are limited to the following: pound (#), ampersand (&), hyphen (-), comma (,), period (.), forward slash (/), and apostrophe (').

Post Period check box

  Select the Post Period check box to indicate the journal transaction is a post period entry for federal reporting.

The control is enabled when:

This control defaults to unchecked.

Save button

  Click the Save button to save captured data on the screen.

It is the default button for the screen unless otherwise noted.

The control is visible and enabled when:

It has a mnemonic of "S".

OK button

  Click the OK button to process the screen.

It is the default button for the screen, unless otherwise noted.

The control is visible and enabled when:

It does not have a mnemonic. Its keyboard shortcut is the Enter key.

The Journal screen displays when the button is clicked.

Cancel button

Click the Cancel button to close the screen without processing or saving data.

The control is visible and enabled when:

It does not have a mnemonic. Its keyboard shortcut is the Esc (escape) key.

The Journal screen displays when the button is clicked.

Close button

Click the Close button to close the screen.

The control is visible and enabled when:

It does not have a mnemonic. Its keyboard shortcut is the Esc (escape) key.

The Journal screen displays when the button is clicked.

Processing

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

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

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 ID

·

·

·

·

Status

·

·

·

·

Accounting Period

·

·

·

·

Created By

·

·

·

·

Journal Type

·

·

·

·

Value Type

·

·

·

·

Journal Description

·

·

·

·

Journal Sequence

·

·

·

·

Transaction Date

X

·

·

·

Fund

X

·

·

·

Financial Account

X

·

·

·

Natural Account

X

·

·

·

Agency

X

·

·

·

Debit

X

·

·

·

Credit

X

·

·

·

Transaction Description

X

·

·

·

Post Period

·

·

·

·

|

Software Version: 2.40.00

Financial Management