To understand a little better about how information flows in the RollMaster system, we’ve included a description of the information contained in each journal. Any process in the system that impacts the General Ledger will be recorded on one of ten G/L Posting Journals. As a reminder, information does not hit the system General Ledger until you run the Print Journals/Update General Ledger report module located in the G/L Reports menu.
1. General Journal (G)- all entries made in the Journal Posting, Recurring Journal Entries, and CSV Import module will appear on this journal. In addition, any journal entries and transfers made via the Bank Reconciliation process will also appear on this journal.
2. Accounts Payable Journal (P)- all entries made in the A/P Open Item Maintenance module will appear on this journal.
3. Cash Disbursements Journal (D)- all checks processed through the Print Checks module or through the Hand Check/Void Check Processing module in the Accounts Payable menu will appear on this journal.
4. Accounts Receivable Journal (R)- all entries made in the A/R Open Items Maintenance module will show up on this journal. All service charges processed through the Service Charge Processing module will appear on this journal.
5. Cash Receipts Journal (C)- all entries made through the Deposit option in Quote/Order Entry or through the Post Customer Payments module in the Accounts Receivable menu will appear on this journal.
6. Sales Journal or Order Processing Journal (O)- when Invoices or Credit Memos are processed in the system, a summary of the debits and credits from each open item by date will appear on this journal.
7. Payroll Journal (Y)- all payroll checks processed through the Payroll System menu will appear on this journal.
8. Job Cost Journal (J)- all adjustments to Job Cost made after a Job has been invoiced will appear on this journal.
9. Inventory Transfer Journal- tracks the financial transfer of inventory from one Branch to another—especially for those customers who use separate inventory G/L Accounts between Branches. In the Refer.(ence) column of this report, the Branch the inventory was transferred from and to will display. In the Comment column, the roll and dye lot number of the inventory will display along with the product and color name.
Please Note: A journal will print for each period if more than one period was impacted during daily processing. For example, if you posted one Invoice to period 7 and another to period 8, the system will print a Sales Journal for period 7 and a Sales Journal for period 8.
When you enter the Account Detail Inquiry module, the screen will appear as follows:
In the Select (1) box fields, the default is for This Year, which is considered the current open year in the system. If you have begun posting into next year, you will need to click on the Next Year option to view detail. A third option is to view data for a Previous Year. When you click on this option, the system will display an FYE (Fiscal Year Ending) drop-down menu as follows:
Once you have made your selection, you can change the Period (2), if applicable. You will then click on the Account Number (3) button to call up a G/L Account Selection box. As soon as you select a G/L Account, the system will display detail from All Journals in the grid below. You can sort that detail by utilizing the Source (4) drop-down menu to select from a list of all nine journals in the system. You can continue to switch between journals to isolate detail for the account, where applicable.
The Source (5) column displays the abbreviation of the journal. The Sequence (6) column displays the G/L Sequence number assigned to the posting by the system. The sequence number is used to keep an audit trail of every Journal Posting made in the system. Sequence numbers will appear in the Posting Sequence column of every journal print out. The Refer.(ence) (7) column is tied to various reference fields in the system. For example, if you type in a reference for an entry in the Journal Posting module, it will appear in this column when you view detail from the General Journal. The reference field in the Post Cash Receipts module and in the Deposit option will display here when you view detail from the Cash Receipts Journal, and so on. The Comment (8) column works similarly to the Reference column, although for many of the journals, the system will generate a comment describing the posting, e.g., DEPOSIT FROM, VEND=MASLAND, etc. The Date (9) column reflects the date at the time of the posting—it will not necessarily correspond to the posting period. For example, the date of the invoice, or the date of the check, etc. The D/C (10) column indicates whether the entry was a debit or credit to the account. And finally, the Amount (11) column displays the value of the posting. At the bottom of this screen, the system will total the debits and credits on the screen. When you have finished viewing the detail, you can click the Cancel button to exit the module.
The Re-Use Journal option can be accessed from two different screens in the RollMaster System. The first appears in this module. Once an existing General Journal Entry has been called up in the screen (Source = G/J), you can right-click on an applicable detail line to prompt the following: Re-Use Journal. When you click on this option, the system will prompt a Re-Use Date box as follows:
Select an applicable date for the new Journal Entry and click Save to continue. The G/L Journal Posting screen will prompt with the copied lines of the Journal Entry selected. You can Edit and Delete from this screen, if applicable. If all looks good, click the Save button to keep the new entry. The second module with this new option is the Print Account Detail Report. To have access to this option there, you will need to know the G/L General Journal Sequence # of the Journal Entry you wish to re-use. You will also need to set the Report Option field to Print Entries Sequence to prompt the G/L Detail Report screen. Type the applicable number in the G/L Sequence # field, click the Generate button, and the system will then prompt a Re-Use G/L button to the right of that field. Once you click on the Re-Use G/L button, the option works the same as explained above.