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Hand Journal

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To enter a Hand Journal, the user must indicate whether it is for a Division or a Cost Centre Account, and whether the Account must populate from the Accounts or Account Codes tables.  Hand Journals on Cost Centre Accounts will result in a mail being sent to the Cost Centre Manager informing him of the journal written against his Account.  A mail will also be sent to a Node Manager of the Node, if a Hand Journal involving a Node is entered by a person who is not the Node Manager, informing him of the journal.

 

The user must capture the details of the Hand Journal in the grid.  Hand Journals may only be processed against released or in-process Nodes - these Nodes will be populated in the Node combo box.  For all Nodes selected, the Material Resource involved must also be selected in order to allow the system to take the hand journal into account on the resource for the budget on the node.  Only Resources that will allow Hand Journals will be populated for selection.  The Hand Journal will be shown as an Actual on the function Node Budgets Commitments and Actuals for the Node against the Resource selected in the Material Budget posting period.

 

The user can also enter a reversal financial period for a Hand Journal.  This will reverse the journal in the specified reversal period as if a counter journal was performed in that period.  The total debit and credit journal entries of the reversal journal must balance prior to the journal being applied successfully.

 

Hand Journal Rules can be setup and referenced in the Hand Journal. For example, if an Order Number, Organisation Name or Code need to be linked to a specific Hand Journal for reference and reporting purposes.

 

INQUIRY

The user must have a security profile linked to the function Hand Journal with an access allowed of Inquire.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1All Cost Centres

When this option is selected, the Account column in the grid will populate with all Cost Centre Accounts.

 

hmtoggle_plus1All Divisions

When this option is selected, the Account column in the grid will populate with all Division Accounts.

 

hmtoggle_plus1Apply

The user must have a security profile linked to the function Hand Journal with an access allowed of Change.

 

When Apply button is clicked, all the information in the grid is updated or inserted in the Hand Journal and Hand Journal Detail tables.

 

hmtoggle_plus1Clear Grid

When the Clear Grid button is clicked, all information in the Hand Journal grid is cleared.

 

This button is enabled only when new information is entered in the grid, before the Apply button is clicked.  Once the Apply button is clicked, the Clear Grid button is disabled.

 

hmtoggle_plus1Cost Centre

It is populated with the Cost Centre, Cost Centre Description and Cost Centre Manager from the Cost Centre table.

 

hmtoggle_plus1Display Accounts By

You can either enter an Account directly or through the Account Code (default).

 

Enter the Code for the Account instead of the account number.

 

hmtoggle_plus1Division

It is populated with the Division Code and Division Description from the Division table.  

 

hmtoggle_plus1Employee

This is a read-only field that displays the name of the Employee who entered  the Hand Journal.

 

hmtoggle_plus1In a Specific Cost Centre

This option allows the user to specify a specific Cost Centre. This setting governs the manner in which the Account column in the grid is populated.

 

When this option is selected, the Account column will only populate with Accounts for the specified Cost Centre.

 

hmtoggle_plus1In a Specific Division

This option allows the user to specify a specific Division.  This setting governs the manner in which the Account column in the grid is populated.

 

When this option is selected, the Account column will only populate with Accounts for the specified Division.

 

hmtoggle_plus1Journal Details

This grid displays the Node, Resource, Material Budget Posting Period, Account, Account Posting Period, Reversal Period, Debit, Credit and Reason (mandatory) for the Hand Journal posting.

 

NODE

It is populated with nodes and node descriptions from the Node table where the Node Status is either In Process I or Released R.

 

The Node, Resource, and Material Budget Posting Period will only be displayed once Hand Journals for Nodes Allowed has been set to Allow on System Configuration.

 

RELATED TOPIC: Material Resource Function

 

RESOURCE

It is populated with Resources from the Resource table where Allow Hand Journal is equal to Yes Y. The Resource can only be inserted once a Node is selected.

 

The Node, Resource, and Material Budget Financial Period will only be displayed once Hand Journals for Nodes Allowed has been set to Allow on System Configuration.

 

MATERIAL BUDGET POSTING PERIOD

This is the period where the material budget of the Node selected will be journalised.  It is populated with financial periods from the Financial Period table.

 

The Node, Resource, and Material Budget Financial Period will only be displayed once Hand Journals for Nodes Allowed has been set to Allow on System Configuration.

 

ACCOUNT

It is populated with Accounts and Account Codes from the Accounts and Account Codes tables where the Accounts and Account Codes are current and active.

 

It is populated according to the selection made in View Accounts  and Account Selection frames.

 

If no selection criteria are selected, the Account field is populated from the Accounts and Account Codes tables where;

 

The Account Code has a status of Active A and the status change date is less than or equal to the current date; or

The Account Code has a status of Suspended S and the status change date is greater than the current date;

The Account has a status of Active A; and

The Account Code application equals Hand Journal Posting.

 

You can either enter an Account directly (enter the account number) or by entering the Account Code (default).

 

ACCOUNT POSTING PERIOD

This is the financial period where the Account selected will be journalised.  It is populated with financial periods from the Financial Period table.

 

The Journal Source governs how many financial period(s) back, a journal can be inserted.

 

REVERSAL PERIOD

It is populated with financial periods from the Financial Period table.

 

The Journal Source governs how many financial period(s) back, a journal can be inserted.

 

DEBIT

Enter the amount to be debited.

 

CREDIT

Enter the amount to be credited.

 

REASON

Enter the reason for the Hand Journal (mandatory).

 

BUSINESS RULES WHEN PROCESSING A HAND JOURNAL:

 

1.  A Hand Journal cannot be added to the grid unless the user enters a Reference.

2.  If a Reversal Period exists, it must be greater than the Posting Period.

3.  Any financial period must be a valid financial period and the person performing the posting must have a status of Active (A).

4.  The Node must be a valid node and the Resource must be a valid resource.  

5.  The Account must be a valid account with an account code allowing Hand Journals.

 

MAIL

If a Cost Centre account is selected and the transaction is processed, a mail is sent to the Cost Centre Manager informing him that his Account that has been transacted against and the journal amount.

 

If a Node is inserted, a mail is sent to the Node Manager informing him that the Node Account has been transacted against and the journal amount.

 

hmtoggle_plus1Populate Reference With

Select the Population Rule as setup on the Hand Journal Rules tab.

 

Once selected, the Reference column in the grid will be populated according to the rule.

 

hmtoggle_plus1Reference

This field is populated with the Hand Journal number and the posting period from the Hand Journal table.

 

NOTE: This is not the key field for a Hand Journal.  The key field for Hand Journals is the date/time stamp and the Journal Source Code, as in the case of all other electronic journals.

 

hmtoggle_plus1View Accounts

When the Division option is selected, the combo box is populated with all the Divisions and descriptions from the Division table.

 

When the Cost Centre option is selected, the combo box is populated with all the Cost Centres and descriptions from the Cost Centre table.

 

When neither of these options are selected, you can process Hand Journals for all Accounts for the selected Division/Cost Centre.

 

NOTE:  The Account must belong to an Account Code, with Allow Hand Journal Posting.  If Allow Hand Journal Posting is not selected, hand journals will not be allowed for the Account Code.  This field is optional.

 

hmtoggle_plus1View Specific Accounts

When this setting is checked, the options are enabled allowing the user to select either all Divisions, a specific Division, all Cost Centres, or a specific Cost Centre.