OVERVIEW
Although all the buttons and menus remain the same, the actual grid is quite different when the option is loaded. Hence topics will only be discussed when there is a change in functionality or how the user can view a form etc.
The debit and credit columns take up much of the screen, and the account , description, suffix and amount are shown for both debit and credit entries.
USE OF DOUBLE LINE GRID ENTRY
1. Select Nominal Ledger from Main Menu
2. Select Insert NL Journal Entries from NL Main Menu
Once the form has been loaded up as above, select an account code in the usual manner, tab and enter an amount in the debit column.
When you tab through, you will note that the credit amount is assumed to be entered on the same line, hence the balancing entry is already populated.
It might be that the user does NOT want to enter the credit amount on the same line, hence they can simply tab through and zero out the amount in the credit column. If they do want to enter something in there, select the account code and accept the credit amount already populated.
The narrative function will be one narrative per line, and the SL/PL Account and Reference are hidden until the user clicks on the
button
at the side of the screen then the box will pop up and can be input.
Once the journal balances,[refer to the bottom right hand field in the grid to determine whether the journal balances or not] it can be posted. All other functionality remains the same.
CONTRA EXPENSE CODE
There is one more difference between the single and double line entry, and this is the addition of a contra expense code- this is a new field in the Expense Code file, and allows users to enter a contra expense code to be used for all postings with the parent expense code. It is a time saving feature, as some codes [used in certain cultures] will always have a contra credit entry for every debit entry, so it effectively prompts the user to put it in. If for example expense code 0555 had a contra expense code in the NL.expen file of 0465, a journal entry with one side of the entry being say 0000 0555 would automatically populate the other side of the entry as 0000 0465, although the automatically populated expense code can be altered by the user if necessary.