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

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

A General Journal is a point of entry of any business transactions into accounting. It’s a chronological record of transactions, showing the details of every transaction, the Accounts (General Ledgers) affected, which Accounts (General Ledgers) increased and decreased and the difference in amounts taking place.

A general journal entry includes the date of the transaction, the titles of the accounts debited and credited, the amount of each debit and credit, and an explanation of the transaction also known as a Narration. Once a transaction is recorded in the general journal, the amounts are then posted to the appropriate accounts in the general ledger. General journal is used to record transactions relating to adjustment entries, opening stock, accounting errors etc.

The following are examples of entries that will be recorded in the general journal:

  • Depreciation

  • Other adjusting entries

  • Bad debts

  • Sale of an asset used in the business

Journal entries that are recorded in a company's general journal will consist of the following:

  • the appropriate date

  • the account(s) and amount(s) that will be debited

  • the account(s) and amount(s) that will be credited

  • a short description/memo/reference


 Add General Journal

Prerequisites

  1. The users' role must have access to the General 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 > General Journal.

  2. General Journal module will open.

  3. Click on Add button.

  4. Add: General 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 General Journal.

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

  7. Document Information:



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

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

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

    4. You can put in Reference and Remarks.

  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.) and Amount(Dr.) will be populated.  

    4. You can edit Credit and Debit amount. 

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

  9. Click on the Save button to save General Journal. You will get a message - "<General 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 General 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 General Journal will be displayed - 

    • Journal Number

    • Journal Date

    • 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. Remarks

    2. All detail rows-

      1. Ledger

      2. Sub-Ledger

      3. Ledger Narration

      4. Debit Amount

      5. Credit Amount

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

        1. Site

        2. Amount

    1. All UDF Details (if currently enabled)

 Edit General Journal

Prerequisites

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

  2. General 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 > General Journal.

  2. General 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 General Journal. You will get a message - "<General Journal No.> Updated Successfully."

 Delete General Journal

Prerequisites

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

  2. General 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 > General Journal.

  2. General 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 "<General Journal No.> - Deleted Successfully".

 Release General Journal

Prerequisites

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

  2. General 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 > General Journal.

  2. General 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 "<General Journal No.> - Released Successfully".

 Revert General Journal

Prerequisites

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

  2. General 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> General Journal.

  2. General 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 "<General Journal No.> - Reverted Successfully".

 Reverse Journal

Prerequisites

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

  2. General 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> General Journal.

  2. General Journal module will open.

  3. Previously created Journal will be listed here.

  4. Select the Journal No. from the list.

  5. Go to Action > Reverse Journal.

  6. System Date will be populated as Reversal Date.

  7. You can put in Reversal Reason.

  8. Once done, click on OK and you will get a message - "Reversing the document will create a new journal with reverse values for each GL. Do you want to proceed?"

  9. If you click on Yes, you will get a confirmation message "<General Journal No.> -  Reversed Successfully".

 Print General Journal

Prerequisites

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

  2. General 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 > General Journal.

  2. General 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.