Generate Journal Entries

Generating journal entries posts transactions so that they update General Ledger account balances. The generation of system journal entries can be scheduled to occur at a specific date/time and recurrence for mid-month financial reporting. If the Journal Entry Approval Process is enabled, journal entries generated using this action are assigned a System Approved status.

If Generate month-end journal entry detail file is selected in System Settings, a Microsoft Excel file backing up the journal entries is automatically created and saved to the designated path. The file contains detailed information on all transactions and transaction process rows that affect the account balances.

Note: This article contains printing instructions that are only applicable if Applied Epic is installed locally on your computer. If you access Epic through a web browser such as Google Chrome, Mozilla Firefox, or Microsoft Edge, you cannot print directly from within the system. See Printing for more information about the printing capabilities available from Epic Browser. All other steps in this article are applicable to both methods of accessing Epic unless stated otherwise.

From the Home screen, do one of the following:

Click Procedures on the navigation panel.
Click Areas > Procedures on the menubar.
Click the down arrow next to Home on the options bar and select Procedures.

From any other area of the program, do one of the following:

Click the down arrow to the right of the Home options bar button and select Procedures.
Click Home > Procedures on the menubar.

Click Accounting on the navigation panel or Areas > Accounting on the menubar.

Click Month End on the navigation panel.

A list of accounting months displays. Do one of the following:

Click Actions > Generate Journal Entries on the options bar.
Click Actions > Generate Journal Entries on the menubar.

A list of Agencies displays, with all agencies selected by default. Deselect any agencies for which you are not generating journal entries. You can also click Deselect All.

In the Scheduling frame, opt to generate the journal entries Now or Schedule them to be generated at a later time.

If you select Schedule:

Select the date and time that the journal entries should be generated.
Select a Recurrence:
- One Time Only
- Daily
- Every Weekday (M-F)
- Weekly

Click Finish or press [Enter].

Note: If any in-process items exists for that month, a warning screen displays, indicating the items that will not be included in the journal entries. Review the list of entries. Click Yes to proceed, or click No to stop generating entries.

To review the status of the journal entry generation, click the Refresh link label and check the value in the Last Generated Status column in the Months list.

Processing: Journal entries are currently being generated.

Note: If the journal entry batch’s status remains Processing for more than 30 hours and an activity is generated in General Ledger Activities notifying you that it has failed, contact Applied Accounting Support for assistance.

Created: Journal entries have been generated successfully.
Failed: Journal entries failed to generate. This might occur, for example, if a job were already scheduled to generate journal entries for the same agency at the same time.

To view the generated journal entries, click the System Generated Journals link label. The Generated Journal Entries window displays.

Use the Search where bar to filter the journal entries that display in the list. You can also click the Include Voided Items link label to view voided month-end journal entries. To hide the voided entries, click Exclude Voided Items.
To print the journal entries, click the Print button to the left of the list. Print the list as you would any other document.
Click Close to close the Generated Journal Entries window.