Tutorial "Data Entry"


The journals are where all of your data is entered. The system was created to group transactions by relation into these journals. For example, you would place all of your paychecks to employees and payments to the government for payroll in the Payroll Journal.


Journal Main Menu

From the Main Menu

  1. Open the Freds Flowers Ledger

  2. Click the Journals button at the top of the screen

This is the form used to open a journal or to create a new journal. Notice that there is a label Journal next to a combo box. This is the list of Journals that you can choose from.

  1. Click the combo box to expand the list and look through them.


Each journal has a code that is displayed in ( ) after the name. These codes are available when entering data to specify that transaction to a journal.

Look toward the bottom of the screen where the Add New button is located. This is for creating a new Journal. The journals are simply groups to place transactions in. There is nothing profound involved in creating or using them.


Create a New Journal

  1. Type New Journal in the Name field.

  2. Type NJ in the Code field.

  3. Click Add New


Delete a Journal

The next screen should tell you that the journal was created successfully. If not, the error message should tell you the problem. Back up, fix it, and click add new again.

  1. Click Return to Journal Main Menu Screen

  2. Select New Journal from the combo box.

  3. Click Delete


The next screen should tell you that the journal was deleted successfully. If not, the error message should tell you the problem. Most likely the journal is being used. You will have to move the transactions out of that journal to delete it.


Open a Journal

You can open just one journal by picking it from the list or you can view all the transactions for the year by choosing All Journals.

  1. Click Return to Journal Main Menu Screen

  2. Look through the journals in the dropdown list.

  3. Choose All Journals from the dropdown list.


When a journal is opened the transactions can be sorted by different fields to make it easier for you to work with them. If you want to see them in Date order you can choose this, or if you prefer to sort them by reference number (the order in which they were entered) then choose that.

  1. Choose Date from the Sort By dropdown


The Journals checkbox only applies when more than one journal is shown at a time. With it checked the transactions will be grouped together into journals as they are diplayed. All the Payroll transactions will show together, etc.

  1. Check Journals

  2. Click Open


This screen lists the Journal name at the top left.

Working with All Journals.

It also puts the current date on the right side. In the center is a link to Help.

The next section lists the transactions in the order chosen from the screen before. It first lists the start and end dates for the year in which the entries belong. There should not be any transactions since this is a new ledger. The list probably says No entries exist.


New Transactions

  1. Click the Another New Transaction button


This is the first half of a transaction. The items that you will see are the Journal, Date, Payee-Payer, Remembered, and Memo.

  1. Choose S for the Sales Journal

  2. The date should be the first date available for that year. Change it to 2-19-1999.


You will notice that there is a drop down list and an edit field for Payee-Payer. When you are entering a new Payee-Payer then you must use the edit field, but if the name has been entered before it will be in the list, you can pick it out instead of typing it.

  1. Enter Jan Jones in the text field for Payee-Payer since this is a new entry.

  2. for Memo enter wedding


We will discuss Remembered transactions later.

  1. Click on Continue


The second half of the transaction contains the debits and credits with their respective sub entities, accounts, sub accounts. Ignore the sub entities for now.

  1. Choose Sales Rev from the Account list.

  2. Choose Bouquets from the Sub Account list.

  3. Type 100 into the Credit field.


The next line will be the bank account entry for this transaction. It will work differently when dealing with the Sub Account.

  1. Choose Freds Bank from the Account list.


When you choose a bank or cash account from the account field, the only options that will appear in the sub account box are Check and Deposit.

  1. Choose Deposit from the Sub Account and type 1 for the deposit number in the text field.

  2. Type 100 into the Debit field.

  3. Click Submit Journal Entry.


If everything was ok the successful message will appear. You can then click Another New Transaction to enter another transaction.

  1. Enter the next Transaction using this data.

Journal: CP

Date: 2-21-99

Payee-Payer: FlowerGro, Inc.

Memo: Roses

Sub E

Acct

Sub Acct


Debit

Credit


Iventory



20



Freds Bank

Check#

1000


20


Edit Transaction

Fred was mistaken when he told you what to enter for the Inventory transaction. He actually bought more so we will edit the transaction and fix it.

  1. Open the CP Journal from the Journal Main Menu Screen

Notice that only the transaction that was placed in the CP journal shows up.


  1. Find the Transaction with FlowerGro, Inc. as the Payee-Payer.

  2. Click the radio button to the left of it in the Edit column.

  3. Click the Edit button at the top or bottom of the table.


This is the first of the edit screens. Notice that it is the same as the new entry screen. From here you can change any of the first part of the transaction.

  1. Change Memo to Roses and Baby's Breath.

  2. Click Continue

  3. Change the Debit and Credit amounts to 25.

  4. Click Submit Journal Entry.


The success screen should appear. If not it should tell you the problem. Back up and fix it.


Recalled Transactions

Each time you choose a Payee-Payer from the list on the new transaction screen, the system assumes that the transaction that you are about to enter is similar to the last one that you entered for this payee-payer. For example, if your electric bill every month is split into two groups such as the House and the Garage, the system will pull up the second half of the transaction from the last entry. If the entries are the same, just click Submit and your work is done. If anything needs to be changed, you can do so and then Submit.

Let's have a look at an example of this.


From the Journal Main Menu Screen

  1. Choose Sales Journal

  2. Click Open

  3. Click New Transaction


  1. Enter this data

Journal: S

Date: 3-22-99

Payee-Payer:

The payee-payer is Jan Jones again, so choose Jan Jones from the drop down list. Notice that it was also placed into the edit field. You can also type Jan Jones.

  1. Choose FlowerGro, Inc. from the list and it will be placed in the edit field.

  2. Now replace FlowerGro, Inc. in the edit field with Jan Jones and it will also be selected in the drop down list.


It is usually a good idea to check the list before you type in a new payee-payer to make sure that you don't spell it differently and then have two in the system.


Memo:

  1. Enter for Memo: another wedding and Click Continue.


The second half of the transaction will show up. Notice that the two rows from the last entry using Jan Jones are place on this screen. This time Jan realized that she grossly underestimated and is buying twice as much.

  1. Change the Debit and Credit amounts to 200.


Also notice that the bank account entry for Freds Bank has changed the deposit number to 2. Since the deposit number cannot be the same as the original number used in the last transaction the system updates it for you. You can change it if needed.

  1. Click Submit


Now Return to Journal Main Menu Screen and Open the Sales Journal. Notice that there are two transactions and you only had to do half the work for the second one. Each time that you enter a new Payee-Payer entry that will be the entry that is recalled. Hence the changes will be there from one time to the next.


Remembered Transactions

A Remembered Transaction is useful when a transaction is repeated for a Payee/Payer at some interval. For example, if you have an employee who is salaried and always gets the same amount of pay, then you should Remember the employees paycheck transaction so that you will not have to retype the entire thing every time. Unlike a recalled transaction a Remembered Transaction does not change when you change the data that is entered for you on the next transaction.

Let's have a look at an example of this.


Fred buys the same things from FlowerGro, Inc. on the 21st of every month. We will mark the first transaction as remembered so that we make our data entry easier for the rest of the year.


From the Journal Main Menu Screen

  1. Choose Cash Purchases

  2. Click Open

  3. Click the radio button next to the FlowerGro. Inc. transaction on 2-21-1999.

  4. Click Edit

  5. Click the checkbox under Remembered on the next screen.

  6. Click Continue

  7. Click Submit

  8. Click Another New Transaction

  9. Enter this data

Journal: S

Date: 3-21-99

Payee-Payer: Choose FlowerGro, Inc. from the list

Memo:

Do not click the Remembered check box because that would remember this transaction also. In this case we are recalling a Remembered. The box is for setting a transaction to be Remembered.

  1. Click Continue


The second half of the transaction will show up. Notice that the two rows from the Remembered entry using FlowerGro, Inc. are placed on this screen. The bank account check number is changed to the next available number.

Just for this month costs went up so Fred paid a dollar more for his inventory.

  1. Change the Debit and Credit amounts to 26

  2. Click Submit


We will now enter the next month as well.

  1. Click Another New Transaction

  2. Enter this data

Journal: S

Date: 4-21-99

Payee-Payer: Choose FlowerGro, Inc. from the list

Memo:

  1. Click Continue


Again, the second half of the transaction will show up. Again, the two rows from the Remembered entry using FlowerGro, Inc. are placed on this screen. Again, the bank account check number is changed to the next available number.

WAIT. Notice that the debit and credit values are 25 instead of 26. This is because this transaction is Remembered as 25. If you were to choose the recalled transaction for FlowerGro, Inc. then 26 would have been placed there.

  1. Click Submit


Search

If you want to see a transaction but you do not remember all the details of it, then you can search for it from the Journals Main Menu.

  1. From the Main Menu follow these links

Open a the FredsFlowers Ledger

Click Journals

The third item on this screen is the search form for this ledger. Data that is enterered will be matched with transactions in the database. Blank fields will allow anything to be returned for that field.


Date: If you want to restrict your search to a specific date or dates enter them in the two fields. The dropdown box to the left includes the options Equal, Between, Before, and After. The second box is only needed for a Between


Journal: If you know the journal that the data is in, choose it from the list.


Ref-Num: It is possible that you will know the reference number of the transaction. If so, enter it here.


Payee-Payer: Choose the Payee-Payer from the list to only see transactions pertaining to that Payee-Payer.


Memo: If you know the memo or part of it, enter it here.


Account and Sub Account: Choose the Account and sub account that you would like to see if you know specific ones.


Amount: If you know one of the amounts in the transaction, enter it here and choose, debit or credit, or both if you are not sure.


Sorting: Choose a field to Sort By. Date, Reference#, or Payee-Payer.

If you want the transactions grouped into journals also, Click the check box next to Journals.


  1. Choose the Freds Bank from the Account dropdown.

  2. Click Find.


The next screen will show you every transaction containing Freds Bank.



Review

To review, open the FlowerGroInc Ledger and enter this data.


  1. Create these journals

Name Code

Inventory Invt

Loans Ln

Bonds Bn

Client Entertainment CLE


  1. Delete these journals

Name Code

Client Entertainment CLE

Asset A


  1. Enter this data

Jnl

Date

Payee/Payer

Sub Ent

Account

Sub Acct

Debit

Credit

S

2/21/99

FredsFlowers


Sales Rev



25

R: yes

Memo:

Sales to Fred


FGI Bank

D 100

25






CoGS


15






Inventory



15

S

3/21/99

FredsFlowers


Sales Rev



26

R: no

Memo:

Extra Sales to Fred


FGI Bank

D 100

26






CoGS


15






Inventory



15

S

4/21/99

FredsFlowers


Sales Rev



25

R: no

Memo:



FGI Bank

D 100

25






CoGS


15






Inventory



15

S

5/21/99

FredsFlowers


Sales Rev



25

R: no

Memo:



FGI Bank

D 100

25






CoGS


15






Inventory



15

G

3/22/99

Electric Company


FGI Bank

C1000


50.21

R: no

Memo:

electric


Electric Exp


50.21


G

4/22/99

Electric Company


FGI Bank

C1001


50.21

R: no

Memo:



Electric Exp


50.21




  1. Edit these transactions and change these items

Jnl

Date

Payee/Payer

Sub Ent

Account

Sub Acct

Debit

Credit

G

4/22/99

Electric Company


FGI Bank

C1001


48.21

R: no

Memo:



Electric Exp


48.21




Copyright (c) 2001 HLR
Permission is granted to copy, distribute and/or modify this document under the terms of the GNU Free Documentation License, Version 1.1; A copy of the license is available at http://www.gnu.org/licenses/licenses.html#FDL.

Updated: $Id: dataentry_tutorial.html,v 1.1.1.1 2001/08/09 19:03:07 moreejt Exp $