The following steps will explain in detail how to add a new General Journal...
1.First open the General Journal form and then click the New button to clear the form so you may enter a new journal. The cursor will be flashing at the top of the form in the Date field.
2.Enter the date of the transaction. You can use the drop down arrow button to open the miniature calendar to graphically enter a date. When you have finished entering data for each field, press the TAB or ENTER key to move your cursor to the next field.
3.Then enter any references or notes about the journal transaction in the Reference field. There is an Autofill General Journal form - Reference field setting in the User Preferences form - System Tab that when enabled will autofill previous references entered as you type on the Reference field.
4.The Currency field is used to assign a currency to the general journal. Normally this will automatically fill in with your default Currency ID setup in the Company Preferences form but you can change it for a specific general journal entry if necessary. If the currency you want to use is not in the list you will have to add it to the Currency Exchange Rate form. You can still override the Currency ID after it fills in if you need to but it helps speed data entry. You will notice that if you use a different currency other than the default currency set in the Company Preferences form, the Total fields will display a different background color as to what is setup in Company Preferences form.
5.The Journal ID will be automatically filled in with a unique number based on the starting number that is assigned in the Starting Numbers form. This number is used as a reference for you and VisionCore to help find this transaction later if necessary. It cannot be changed on this form but you can change the numbering sequence in the Starting Numbers form.
6.The Reverse Date field is used to enter the date you want to reverse the general journal transaction. You can use the drop down arrow button to open the miniature calendar to graphically enter a date. See also Reverse Journal to guide you on how this works.
7.Next enter the Account ID you want to use by selecting from the combo box.
8.The Description field will automatically fill in with the accounts description but you can change it if you want.
9.The Name field can be used to reference a Customer or Vendor ID. If the selected Account ID is an "Accounts Receivable" header type then you must enter a Customer ID in the Name field. If the selected Account ID is an "Accounts Payable" header type then you must enter a Vendor ID in the Name field.
10.You can also enter a Job ID for tracking the journal entry to a Job.
11.Now you enter either a debit or a credit for the selected account. You can enter as many lines as you wish by going to a blank line and entering another Account ID and debit or credit. No matter what you do, you will need to balance this transaction when you are finished. ("Balanced" means having equal dollars in the debits and the credits) The Out of Balance field will display the amount you are out of balance and when you are finished entering all your debits and credits this field should display zero.
12.When you are finished entering all your transactions and the Out of Balance field is zero you can then Post the journal. You can also click on the New button to add another general journal or click the X box button at the upper right corner to close the form.