GL-P  Edit General Ledger Batch Entries

Purpose of Program

Use this program to make corrections to any GL batch entries that have invalid GL accounts or information.  Most typically, especially during the early stages of system implementation, entries can get posted to your Clearing Account due to some default GL account not being set up yet.  You can use this program to bring up the entry and change the GL account code from the Clearing Account to the correct account code.

Be very careful, though, when changing dollar amounts, because most entries are backed up by subsidiary reports in the various modules.  It is better to make a reversing entry in the original program rather than correcting dollar amounts through this program.  You are allowed to do so, but you will receive a warning.

General Program Operation

You can use this program to edit an existing entry or to create a completely new entry.  It would be very unusual to ever create an all new entry and this would only be done if there was a missing side to a transaction caused by equipment failure or some other unique phenomenon.

To edit an existing entry, first find the entry by pressing F2 (or clicking the Lookup button) on the GL Account Code field.  Indicate whether you want to search by Date or Account number.  If you select Date, you can start the search at a particular posting date.  Once records are on the screen you can use the F7 and F8 keys (or Previous and Next buttons) to scroll backwards or forwards through the file until you find the record that needs editing.

You can change the GL Account Code, Department, and Post Date fields.  The cursor skips over the Code, Number, and Description fields, for these are normally not changed.  If you want to change them, you can use your up arrow key to access these fields.  The Code field holds customer, vendor, salesmen, and item number codes.  The Number field holds numbers such as sales order, invoice, purchase order, and work order numbers.  The Description field holds the general description of the entry.

Next, you can change the Debit or Credit code, which is presented for selection in a pop-up window.

You can change the Amount field, but you will be presented with the following warning message.

It is potentially dangerous to change a dollar amount without corresponding adjustments to subsidiary files such as invoice history, purchase history, and job costing.  If you are not sure what these effects might be and how to correct them, call IS Tech Support for assistance.  Do you wish to continue?

The Batch Type is presented for selection in a pop-up window.  This determines which batch type the entry is assigned to.

Finally, you can change the Entry Date, which is the calendar date the entry was made, not the posting date, which often can be different than the entry date.

You are finally asked if you want to save the record.

Deleting a record

You can use this program to delete a record by selecting it as described above to edit a record and, once the record is on the editing screen, press the F4 key to delete it.  As in the case of editing the amount, you will be presented a message explaining the potential consequences of deleting a record from the batch.