Columns can be hidden and reordered in the Other Journal Entries screen. The columns that are available for entry are customized using a combination of the Reorder Columns dialog and Tools | Options Lists | Advanced settings.
Refno
Type a reference number of the entry. A 20 digit alphanumeric reference number can be assigned to each entry. The reference number should be appropriate for the journal entry type. For general journal type entries, this number would represent the general journal number. If entering cash disbursements, the check number would normally be used.This number is displayed in the general ledger and is useful for tracing entries when analyzing accounts.
Description
Type a brief description of the journal entry (up to a maximum of 35 characters). This description appears in the journal entries and general ledger.
Note:
- Any previous descriptions that were used in the current journal are auto-completed and may be selected by highlighting the word and pressing ENTER/RETURN, or by clicking on it.
- If the required description is longer than 35 characters, click to add an extended description that will appear on printed documents.
Date
Enter the date of the transaction. The date automatically defaults to the ending date of the current active period (as set in the Engagement Properties). It can be modified as necessary by typing or selecting a date from the drop-down calendar. A date that is before or after the current active period is not accepted. If entering cash disbursements, for example, the date would typically be the date of the check.
Account
Represents the Account Number for posting. Click the look-up button (or press F8) to display the Quick Lookup dialog. Once the account is located, click the Select button to input the account in the Other Journal Entry screen.
Tip
- Click on the Refno/Description/Date/Account heading to sort the corresponding column. When clicked once, the column is sorted in ascending order; when clicked a second time, the column is sorted in descending order. To remove sorting, click the column a third time.
Tax Code
If the journal has been set to allow tax type postings, specify the Tax Code for the entry in this column, for example, GST, PST, HST, or VAT. To add or modify tax codes that are assigned to journals, click the Customize button at the bottom of the dialog box or from the Tools menu, select Options | Lists and then Tax Codes. To key in a tax amount manually, type a "-" (a dash) in the tax code column and manually key in the amount in tax amount column. CaseView correctly subtracts the tax amount from the total amount and puts the correct value in the amount column.
Gross Amount
If tax postings are available through this journal, enter the pre-tax amount of the entry. If specifying a tax code, Working Papers automatically calculates the amount of tax and enters the total value in the Debit, Credit, or Amount columns.
Tax Amount
If tax postings are available through this journal, Working Papers automatically calculates and enters the tax portion of the entry in this column.
Units
This column is available only if the journal is used for recording performance measures. A unit is a pre-defined property of a performance account that usually represents a quantity of material goods or employees or a unit of measurement. For example, kilograms for waste management tracking. Units are specified in the Options dialog.
Debit
If the journal has been set up to show the Debit and Credit columns, enter the debit amount of the entry. If a tax code is specified, Working Papers automatically calculates the debit based on the amount entered in the Gross Amount column.
Credit
If applicable, enter the credit amount of the entry. If a tax code is specified, Working Papers automatically calculates the credit based on the amount entered in the Gross Amount column.
Amount
If the journal displays Debit and Credit columns, the Amount column is not used. A debit amount should be typed with full decimals if necessary. A credit amount can be preceded or followed by a - (minus) sign and should be typed with full decimals if necessary. If a tax code is specified, Working Papers automatically calculates the Gross Amount.
Press the + (plus) key on the numeric keypad after entering the amount to repeat the reference number, description, and date information from the previous line. This is useful when entering a multiple distribution check as it avoids having to re-enter the reference number and description for distribution.
These entries automatically update all relevant accounting records and documents.
Annotation
Displays line annotation. This column is hidden by default.
Account Name
Displays the Account description. This column is hidden by default.