Skilled Nursing Facilities

Creating New Journal Entry

After you create a GL batch, you can create journal entries within that batch. It is useful to create only journal entries relating to the description of the GL Batch, for ease of referring to back to these transactions from the GL Batch window.

  2. Click edit next to the batch that you want to create new 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 and use the Tab or Enter key to move to the next field.

  5. Type or select the Effective Date.

    • After you specify the Effective Date, the Fiscal Period and Year appear based on that date.

  6. 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 appear based on the Reversal Date.

  7. In the Account Distribution section of the Journal Entry, the Ref # is the first information field. Enter a reference number, such as an invoice or check number relating to the transaction.

  8. Enter the G/L Account Number or the Account Description by using one of the following methods:

    • Enter the appropriate G/L Account Number or the Account Description.

    • Use the magnifying glass icon lookup.gif to select the account from the Account Search window.

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

  10. Enter the Debit or Credit amount for the transaction and use the Tab, Enter or select add to enter another transaction to the journal entry.

    • As you enter journal entry transaction lines, the window shows the Debit Total and the Credit Total for either Dollars or Days/Units and the Account Distribution purple information bar shows the Out of Balance Dollars only

    • 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 to move back to the G/L Batch Entry Listing screen. The GL Batch listing screen shows all the journal entries created and the updated details.

  • The GL Batch number, Entry #, and Entered by information appears at the top right side of the screen. The total debits and credits for either Dollar or Days/Units appears in the middle of the screen.

  • 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. Click the Remember icon again to turns off the remember date function.

  • Checking the auto reversal feature automatically posts a reversing GL Batch for the selected reversal date upon posting the original entry. The reversing G/L 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 G/L 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 #, G/L 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 G/L Transactions Report, the Description information for each G/L transaction appears 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 select the Insert Line button on the purple Account Distribution bar. The system creates a new Account Distribution line above that Account Distribution line.

  • If you need to stop processing a journal entry before it is fully completed, you can 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 will 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.