This form of journal entry system uses grid entry as an alternative to the existing line based entry. This facilitates a more user-friendly entry system for input, as well as improving speed and efficiency , along with clearer presentation [the user can view the journal at a glance]. Alternatively the current journal entry functionality can be retained. This is determined by the Journal style field, within Journal tab in the System Parameters
Alongside the current line based journal entry, there is a Single Line grid entry that allows the user to enter either a debit OR a credit on every line of the journal , or a Double Line grid entry that can display a debit AND a credit column on each line. i.e. in theory there could be a debit and a credit on line 1, whereas to get the same effect for the single line entry the debit entry would be on line 1, and the credit entry on line 2. The single line entry is more beneficial for operations where the user often has multiple lines with debits , and the balancing entry is a credit , often keyed off an input sheet.
The double line entry assumes that for every debit entry there will be a corresponding credit entry, hence why both sides appear on each line. If this isn't the case, the assumed entry field can be left blank.
Whichever style is selected, the style is used in any area of Autoline where NL journals can be inserted, hence any explanations of functionality will not differ, whether the user is inputting a standard journal from the Nominal Ledger, or inserting a journal via the Bank Reconciliation facility. As a result, the following topics will not discuss every individual area where the grid entry can be used, only where the styles are significantly different.
The selection of the journal entry type [default, single line grid or double line grid] is determined by an NL system parameter with a choice of the 3 styles listed above.] This is covered in the help topic System Parameters
This topic discusses the toolbars, menubars and the form itself when using grid entry. It applies to both single and double line entry, and differs from the toolbars used in the line based journal entry.
THE MENU BARS
File
Allows user to Load [a standard journal which brings up the standard journals . The
button facilitates an efficient search. Alternatively, Restart [clear all lines processed so far] the journal, or exit the
journal grid entirely.
Edit
Copy Suffix/Narrative. This is to enable multi line journals to have the same narrative or text for all lines to save the user inputting line after line of narrative/suffix. There is the facility to copy the suffix or the narrative
so that subsequent entries are the same as the first. There is also the
facility to copy a given narrative or suffix to all blank entries, and even
the facility to clear all current suffix/narrative entries.
A check box "Auto-prompt when changing journal" will bring up the copy form
when a new journal begins, to aid copying/editing of suffixes and narratives. The
box is used to select which type of copying is required.
Text allows the user to insert significant amounts of text into a window e.g. details of what necessitated the journal , which can then be displayed when viewing the Transaction Enquiry and clicking a button entitled Document.
Options
These buttons only become enabled once lines have been entered into the journal grid. One option verifies an imported journal[hence only applies to Imported Journal postings] is correct prior to posting,and the remaining option is to actually post the journal.
Help
This option will display online help in the default company browser..
BUTTON TOOLBAR
These icon buttons perform the same operations as the text menubars previously described. To re-iterate from left to right across the screen
Load Journal: Loads a standard journal where applicable
Save Journal: Only enabled when saving a standard or imported journal
Delete Journal: Used when deleting a standard or imported journal that had been previously saved
Restart Journal: This clears all information entered in a journal prior to posting- effectively like a reset
Exit: Exits from the journal input screen completely.
Copy Suffix/Narrative: This is to enable multi line journals to have the same narrative or text for all lines to save the user inputting line after line of narrative/suffix.
Additional Journal Text:
Text allows the user to insert significant amounts of text into a window [e.g. details of what necessitated the journal ] , which can then be displayed when viewing the NL transaction enquiry and clicking a button called "Document".
Verify Journal: This button is only enabled when verifying an imported journal.
Post Journal: Once any journal is ready to post, this button will become enabled.
View Clipboard If the user has copied a line/lines , this information is held in the clipboard until such time as it is pasted or cleared from the form.
Help: Displays online help in the default company browser.
Please refer to Posting Journals