Enter Journal Entries

Use this option to enter journal entries into your General Ledger. For example, you can enter a journal entry for the agency's asset depreciation. Keep a copy of your chart of accounts on hand as a reference to General Ledger account numbers. You can enter journal entries for any month following the last month posted.

An optional default code may be entered for each journal entry which enables you to store journal entries that you use repeatedly. You can reuse such entries at any time by entering the default code.

TAM does not accept any out of balance journal entries (entries in which credits do not equal debits). You will either have to revise or delete such entries. This provides an additional check to ensure that your accounts are always in balance.

Note: Month-End journal entries are automatically generated through the Month-End option on the Accounting screen.

1. From Home Base, click the Accounting button.
2. Click Journal Entries.
3. Click Enter Journal Entries.
4. Double click in the Agency field to select the desired agency. If only one agency has been installed, the agency code defaults.
   
   The program automatically displays the next available journal entry number in the J/E Number field.
5. The default system date displays in the Date field. Enter the accounting month and year in which to record this journal entry.
6. Double click in the Default Code field if you wish to select a stored default journal entry. If you select a default entry, its information fills in automatically. Proceed to step 9.
   
   If this journal entry is not currently stored as a default, but you would like to store it for future use, enter a new default code in the Default Code field and press [TAB]. Click OK on the Default Journal Entries window to verify you would like to add this code. The ADDING Default Journal Entries screen displays. Enter a description for the journal entry and click Add. Proceed to the next step.
   
   If this is not a default journal entry and should not be stored as one, do not enter anything in the Default Code field. Proceed to the next step.
7. Enter the following information for each line of the journal entry. You can double click in the B, D, Account, and Schedule fields to select from a list.
   • B: Branch code.
   • D: Department code.
   • Account: GL account number to which this line will be applied.
   • Schedule: Optional. Use a Schedule to categorize or group related miscellaneous or cash journal entries. For example, use unique schedule field value and description to categorize expense of each agency automobile. All such scheduled entries may be listed through Schedules Report.
   • Description: Enter a description for the journal entry.
   • Debit/Credit: Enter the correct amount for journal entry line in either the Debit or Credit column. At end of entry, debits must equal credits.
8. Click Accept Line to save each line of the entry. Each line displays in the lower portion of the window.
   
   Note: Click a line in the entry to revise the information on that line.
9. Click one of the following buttons to perform the desired function:
   • Delete Line: Delete selected line from journal entry.
   • Print: Click Print to print the journal entry.
   • Print Default List: Click Print Default List to print the default journal entries.
     
     Note: Click Printer Setup to revise the printer options. Click Print Preview to view the default entries on the screen before printing. Click Cancel to skip printing the default entries.
   • Accounting Note: Enter an internal accounting note for the journal entry.
10. Click OK to file the journal entry.
11. Repeat steps 4 through 10 for each journal entry you enter.