Journal Entry Overview

Journal entry rules

Open period

An open period containing the transaction date in the current accounting cycle must exist before the transaction can be saved.

Credit & debit lines

When a new transaction is entered, you must enter at least two transaction lines — one debit and one credit. You may create more than one debit or credit line if you want to allocate the transaction between multiple accounts, but the transaction must balance in order to be saved.

Balancing within fund & other static elements

The transactions must balance within the fund and any other static elements. In other words, the fund element value and any additional static element values must be the same for all entries in the transaction.

Transferring between funds

When you create an entry to transfer monies between funds, you will need to balance each line with the cash account for that fund, resulting in four transaction lines.

Journal entry functions

Use the Journal Entry windows— Actual, Encumbrance, or Budget —  for the following functions

• Review transaction line items

• Create transactions

• Post transactions

• Edit transactions

• Reverse an account journal transaction

• Delete transactions

• Attach a document to a transaction record

• Delete a document from a transaction record

• Run the Transaction Compression report

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