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Adding, Editing, Deleting & Printing Debit Journal in Ginesys Web

Owned by
Aparajita Basu Roy
Last updated: May 30, 2022 by
Subhasree Banerjee (Unlicensed)
4 min read

This journal is used to create Debit entry for the sub ledgers. For example: Cash discount received from the Supplier at the time of payment. This article describes the process of managing Debit Journal. 


 Add Debit Journal

Prerequisites

  1. The users' role must have access to the Debit Journal feature by enabling Add app operation for the feature in Admin - Security - User - Role through Finance - Operations - Journals.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web > Finance > Operations > Journals > Debit Journal.

  2. Debit Journal module will open.

  3. Click on Add button.

  4. Add: Debit Journal  Details window will open.



  5. You will get group of icons at the top right corner of the window.



    1. The icons name from left to right are - Expand All, Collapse All, Print Document Report, Attachments, Clear Form and Open Side Panel.

      1. Expand All: Clicking on this icon, all the sections will be Expand if they are collapsed.

      2. Collapse All: Clicking on this icon, all the sections will be Closed if they are expanded.

      3. Print Document Report: Clicking on the Down Arrow beside this icon, you will get Print Preference option with already created Report File Template. This option is used to print document.

      4. Attachments: You can Upload some required documents from this option.

      5. Clear Form: Clicking on this icon, you can Clear all the data already entered. 

      6. Open Side Panel: Clicking on this, you will get the details of the current Debit Journal.

  6. You will get four section in the Debit Journal main form - Document Information, Sub Ledger Information and User Defined Fields.

  7. Document Information:


    1. Select the Owner Site (Mandatory Field) for which you want to create the Debit Journal.

    2. Select a Debit Note No. (Mandatory Field) which is already created.

    3. Select a Sub Ledger (Mandatory Field) which is already created.

    4. Select a Reference Site (Mandatory Field) which is already created.

    5. System Date will be populated in the Date field (Mandatory Field).

    6. You can put in Reference.

    7. Remarks can be selected from drop-down list.

  8. General Ledger Information:


    1. Click on the Add icon to add new row General Ledger. 

    2. Select the General Ledger.

    3. Sub-Ledger,Ledger Narration, Amount(Cr.) will be populated.  

    4. You can edit Credit and Debit amount. 

    5. You can also tag a Site if the Sub Ledger is Site applicable.

  9. Click on the Save button to save Debit Journal. You will get a message - "<Debit Journal No.> Created Successfully."

 Copy Journal

You can copy Journals from existing voucher in only Add mode. Steps are as follows:

  1. Click on the Copy button.

  2. A Copy Journal window will open. 



    Copy Journal LOV population logic and details displayed

    Note: Only Debit Journals belonging to the connected site's OU within the accounting year of the entry date will be displayed. The following details of the previous Debit Journal will be displayed - 

    • Debit Journal Number

    • Date

    • Sub ledger name

    • Net Amount (Dr)

    • Reference

    • Remarks

    • Created On

      Sample: 08/04/2020 12:25:27 PM


  3. On selecting the transaction to copy, you will get a message: ”his action will clear the transaction and all details will be copied. Do you want to proceed?”

  4. If you click on Yes (default selected), the existing data will be cleared.

  5. The selected journal details will be populated in the following fields - 

    1. Document Information Section-

      1. Sub ledger

      2. Ledger

      3. Group Name

      4. Reference Site

      5. Reference

      6. Remarks

    2. All detail rows-

      1. Ledger

      2. Sub-Ledger

      3. Ledger Narration

      4. Amount (Dr)

      5. Amount (Cr)

      6. Site Tagging (copy all sites with filters*)-

        1. Site

        2. Amount

    1. All UDF Details (if currently enabled)

 Edit Debit Journal

Prerequisites

  1. The users' role must have access to the Debit Journal feature by enabling Edit app operation for the feature in Admin - Security - User - Role through Finance - Operations - Journal.

  2. Debit Journal must be created.

  3. Journal must be Un-Posted.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web> Finance > Operations > Journal > Debit Journal.

  2. Debit Journal module will open.

  3. Previously created Journal will be listed here.

  4. Select the Journal No. from the lookup window. 

  5. All others details will be populated in the particular fields. 

  6. Modify the required fields as per your requirement.

  7. Click on the Save button to save modified Debit Journal. You will get a message - "<Debit Journal No.> Updated Successfully."

 Delete Debit Journal

Prerequisites

  1. The users' role must have access to the Debit Journal feature by enabling Delete app operation for the feature in Admin - Security - User - Role through Finance - Operations - Journals.

  2. Debit Journal must be created.

  3. Journal must be Un-Posted.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web> Finance > Operations > Journals > Debit Journal.
  2. Debit Journal module will open.

  3. Previously created Journals will be listed here.

  4. Select the Journal No. from the list.

  5. Go to Action > Delete.

  6. You will get a message - "Document once deleted cannot be retrieved. Do you want to delete this document?"

  7. If you click on Yes, you will get a confirmation message "<Debit Journal No.> - Deleted Successfully".

 Release Debit Journal

Prerequisites

  1. The users' role must have access to the Debit Journal feature by enabling Release app operation for the feature in Admin - Security - User - Role through Finance - Operations - Journals.

  2. Debit Journal must be created.

  3. Journal must be Un-Posted.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web> Finance > Operations > Journals > Debit Journal.

  2. Debit Journal module will open.

  3. Previously created Journal will be listed here.

  4. Select the Journal No. from the list.

  5. Go to Action > Release.

  6. You will get a message - "Document(s) once released cannot be modified. Do you want to proceed?"

  7. If you click on Yes, you will get a confirmation message "<Debit Journal No.> - Released Successfully".

 Revert Debit Journal

Prerequisites

  1. The users' role must have access to the Debit Journal feature by enabling Revert app operation for the feature in Admin - Security - User - Role through Finance - Operations - Journals.

  2. Debit Journal must be created.

  3. Journal must be Posted.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web> Finance > Operations > Journals> Debit Journal.

  2. Debit Journal module will open.

  3. Previously created Journal will be listed here.

  4. Select the Journal No. from the list.

  5. Go to Action > Revert.

  6. You will get a message - "Finance postings of the selected document(s) will be reverted. Do you want to proceed?"

  7. If you click on Yes, you will get a confirmation message "<Debit Journal No.> - Reverted Successfully".

 Print Debit Journal

Prerequisites

  1. The users' role must have access to the Debit Journal feature by enabling Print app operation for the feature in Admin - Security - User - Role through Finance - Operations - Journal.

  2. Debit Journal must be created.

  3. Printer must be connected and installed.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web> Finance > Operations > journals > Debit Journal.

  2. Debit Journal module will open.

  3. Previously created Journals will be listed here.

  4. Select the Journal No. from the list.

  5. Go to Action > Print.

  6. You will get previously created template.

  7. Click on the required template to print.

  8. A new window will open.

  9. The document will be printed. 

    Note: You can print using Print Preference.

Online Printing option is now available from version 12.6.6 onwards.