Skilled Nursing Facilities

Creating New Journal Entry For Days/Units

The process for entering a journal entry for days/units accounts is same as entering a regular journal entry with the following exceptions:

  • After a Days/Units GL account is selected in a journal entry, you can only uses Days/Units GL accounts on the rest of the transaction lines for that journal entry.

  • Days/Units debit or credit amounts show without a $ sign.

  • Days/Units debit or credit amounts show in the Debit Total and Credit Total for Days/Units.

  • Days/Units journal entries do not require a debit and credit balancing process.

  2. Click edit next to the batch that you want to create new Days/Units type of journal entries.

  3. Click New to create the a new journal entry for the batch. The Journal Entry Details window opens and shows Batch #, Entry #, and Entered by in the top right corner below the purple command bar. The Batch Type appears automatically as Journal Entry (GL-JE).

  4. In the Entry Description field, enter an appropriate description.

  5. Type or select the Effective Date.

  6. After you specify the Effective Date, the system automatically populates the Fiscal Period and Year based on that date.

  7. If necessary, select Auto Reversal to enable the auto reversal feature. Then use one of the options similar to the effective date field to enter the reversal date. The Fiscal Period and Year automatically populates based on the Reversal Date.

  8. In the Account Distribution section of the Journal Entry, the Ref # is the first information field. Enter a reference if necessary.

  9. Enter the GL Account Number or the Account Description by using one of the following methods:

    • Enter the appropriate GL Account Number or the Account Description.

    • Use the magnifying glass lookup.gif  to the right of the GL Account Number or the Account Description field to select the account from the Account Search window.

  10. Enter the Line Description specific to the transaction relating to the G/L Account

  11. Enter the Debit or Credit amount for the transaction.

  12. As you enter journal entry transaction lines, the window shows the Debit Total and the Credit Total for Days/Units.

  13. Continue entering all the necessary transactions lines. Click Save & New at the top right corner of the window to save and create a new journal entry or click Save & Close to save the journal entry and return to the GL Batch Entry Listing screen. The GL Batch listing screen shows all the journal entries created and the updated details.

  • You can use either the Tab key or the Enter key to easily maneuver through the Journal Entry fields.

  • Use Remember for the Date, if you want the system to use the same date for the next journal entry. Click the Remember icon next to the date and it turns green to indicate that function is turned on. By selecting the Remember icon again, it turns the remember date function off and the button is grey in color.

  • Checking the auto reversal feature automatically posts a reversing GL Batch for the selected reversal date upon posting the original entry. The reversing GL Batch references the original GL Batch in the batch description (E.g. 122 - GL Auto reversal: Batch #121) and the line description notes that it is a Reversing Entry.

  • When the GL Account for a bank is selected, the Ref # entered on the journal entry populates to the Bank Reconciliation.

  • Hover your mouse point over the Ref #, GL Account Number, Account Description, Line Description, Debit, and Credit fields to view a tool tip window that shows the full view of the information entered in that field. In the example above the tool tip window shows the full account description Operating Bank Account that cannot fully be viewed in the entry field.

  • In the GL Transactions Report, the Description information for each GL transaction shows both the Entry Description and the Line Description separated by a dash.

  • If you need to create a new Account Distribution line above a particular Account Distribution line, position the cursor in any data field for that Account Distribution line and click the Insert Line button on the purple Account Distribution bar. The system creates a new Account Distribution line above that Account Distribution line.

  • To stop processing a journal entry before it is fully completed, select the Save & Close button. The system requires that all mandatory fields are complete, but the entry does not need to be balanced. This allows you to come back and edit the journal entry at a later time. The system does not allow an unbalanced journal entry for dollars to be posted.

You require the GL Entry or GL Posting or GL Setup or GL/AP Role or equivalent security access to access GL functionality.