This article will go through how to process a GL Journal


GL Journals are used to change/move transactions between months or GL codes


GL Journals should only be completed if you are absolutely certain of what you are doing and in consultation with your accountant and/or book keeper.



TABLE OF CONTENTS




Where is this located


This process is completed by going to General Ledger (1) > Unposted Batches (2) > GL Journals (Fast or Slow is OK) (3), then make sure you have selected GL Journals (4) on the left:



GL Journals are completed in a two step process:


  1. Add Posting &
  2. Post Batch


1. Add posting


Postings can be added either individually or by importing a file - either CSV or Excel, both of these start by using the "Add Posting" button at the bottom




1a Individual Postings


Click on Insert (1), 


2 - DateThis will default to todays date.
You are able to change this to any date in the current financial year
3 - GL CodeEnter the GL code
4 & 5 - Reference & CommentsEnter any reference's and comments you require
6 - AmountEnter the amount (negative or positive)


The reference and comments entered in the first posting will be copied into the next postings 


When you are ready click on Create Batch (see Create Batch below for more information)



1b Importing transactions

Importing transactions is normally done either for bulk end of year fixes from your accountant or entering opening balances.


Before you start.

Make sure you have the following information in your Excel file starting from row 1


This is the suggested order:

ColumnInformation
AGL Code
BReference
CComment
DAmount

Date


The date is optional - if you have this please enter it in the Setup tab below.
IF not entered todays date will be entered automatically




Import XLS gives you the option of selecting the column before importing.

Import CSV allows you to assign import columns to the data columns



Import XLS




General

Use the ellipses to explore to the file previously created.


Setup

The set-up can be changed if you place the data in different columns to the suggested order above


Enter the column for the Date if needed

 



Import CSV

After clicking on Import CSV, you will be asked to navigate to and open the csv file


Highlight the Import field (1), Highlight the Target Field (2) Click on Assign (3) - repeat for all the fields required


If you have a header record - make sure Strip header (4) is ticked


Click on OK when ready.





When you press OK the transactions will be entered into the Journal Posting Listing


When you are ready click on Create Batch (see Create Batch below for more information)




Create Batch

Click on Create Batch



You are unable to Create the batch if the batch doesn't balance - i.e. 
All postings must add up to zero



Confirm that you want to create a batch from the postings & the postings will show in the unposted batches (see "Where is this located" above



2 Post Batch

1. Click on Post Batch. 

2. Confirm the Period (month) to post to.

3. Choose which financial period you are posting it to

4. Confirm the Batch date (Different from the date of the individual posting



Delete Batch

You are able to delete the batch, to do this contact SAM support by calling +64 9 587 2455, by email: samsupport@sam.co.nz or by clicking on Help > Create Support Ticket