The purpose of this module is to create templates for regular monthly general Journal Postings that are recurring, but need to post with a different amount each time. An example would be for posting payroll entries (provided you are not using the RollMaster Payroll Management program). Another example is for monthly depreciation entries or any entries where it would be easier to access a template and add only the amounts, prior to posting. When you enter this module, a Template Selection box will appear as follows:
Any existing templates will appear in the Existing Templates (1) box. If you wish to delete a Template, right click on the name to prompt the following: Delete Template. To create a new Template, type a name in the New Template (2) field and then click the Add button. The system will first prompt a blank G/L Journal Entry Template screen as follows:
At the bottom of this screen is an Add Line button. Click that button to prompt the Add Line to Template screen as follows:
The Journal Detail fields work much like the fields in the Journal Posting module. The Reference (1) field can be used to record initials, “RECJRN,” etc. In the G/L Acct (2) field, use the button to look up the applicable G/L Account for this entry. At the next two fields, add any Comments (3). And finally, at the D/C (1) field, select whether the entry is a Debit or Credit. Once the required fields are completed, click Add to save the line. The system will prompt the following: Record Successfully Added. Hit the Esc key or click the “X” at the top right to return to the G/L Journal Entry Template screen. Continue to add journal entry lines until all necessary Debit and Credit lines are entered for the Template. To delete a line from a Template, in the G/L Journal Entry Template screen, highlight the line you wish to delete. You can then click the Delete Line button to remove the line from the Template.
When you are ready to process entries in a Template, from the G/L Journal Entry Template screen, click the Process Entries button to prompt a Process Journal Entries screen as follows:
In the Amount (1) field, position the cursor in the first field and type an amount for that line. Continue adding amounts until the Debit (2) and Credit fields at the bottom left of the screen are in balance. You can change the Period (3) field and Post Date (4) field, where applicable. Prior to clicking the Write Entries button, you can right-click on a line to delete the line from the current entry posting—this will more likely be the case with a multiple line Template. You can also click on the D/C field to change those default settings, where applicable, for the current entry. No changes will be saved. All data will revert back to the original Template setup after writing the entry. Once you click the Write Entries button, the system will prompt the following: Journals Successfully Written. As with all journal postings, the data will not be reflected in the financial statements until you run the Print Journals/Update General Ledger report module.
One additional feature is the Reverse Entry (5) feature, similar to the feature of the same name in the Journal Posting module. This option allows for auto reversal of accounting accruals or other items that you want to automatically reverse in the next period. This feature is intended for accruals such as work in progress. In instances like this you want the entry posted in the current month and then automatically reversed out of the following month. Please Note: this process will always default to the next open accounting period. For example, for period 1, the reversal will prompt for period 2, however you can override to a later period where applicable. Once you have added your journal entries, prior to clicking the Save button, check the box next to Reverse Entry and then click Save. The system will prompt the following Reverse Entry Edit screen as follows:
Check the reversing entry data in the screen above for accuracy and make any changes or add any additional notes in the Comment 2 field. Click the Save button to complete the process.