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Adding, Editing, Deleting & Printing AR/AP Journal in Ginesys Web

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

Accounts Receivables

Accounts Receivable is the amount owed to a company resulting from the company providing goods and/or services on credit to its customers. The term Trade Receivable is also used in place of accounts receivable. The unpaid balance in this account is reported as part of the current assets listed on the company's balance sheet.

In your personal life, an example of Accounts Receivable would be buying a ticket to a concert or sporting event for a friend with the understanding that they will pay you back later. It’s essentially an “IOU”. In business, AR represents a line of credit extended by a company, due within a relatively short time-frame, which could range from a few days to a year.

If a company has Receivables, then they’ve made a sale, but have not yet collected the money from the purchaser. Most companies operate by allowing a portion of their sales to be on credit, offering their clients the ability to pay after receiving the service.

Example of Accounts Receivable

For example, utility companies typically bill their customers after they have received electricity. While the utility or energy company waits for its customers to pay their bills, the unpaid invoices are considered Accounts Receivable by the electric company.

A manufacturer will record an account receivable when it delivers a truckload of goods to a customer on June 1 and the customer is allowed to pay in 30 days. From June 1 until the company receives the money, the company will have an account receivable (and the customer will have an account payable) entry.

Accounts Payables

While AP is the debt a company owes to its suppliers or vendors, accounts receivable is the debt of the buyers to the company. Accounts Receivables are important assets to a firm, while Accounts Payable are liabilities that must be paid in the future by the company. Basically, firms choose to offer receivables to encourage customers to choose their products over the competitor’s products.

Example of Accounts Payables

  • Raw Materials/Power/ Fuel Purchase

  • Transportation and Logistics

  • Assembling and Subcontracting Works

  • Traveling

  • Equipment Purchase
  • Rent

 Add AR/AP Journal

Prerequisites

  1. The users' role must have access to the AR/AP 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 > AR/AP Journal.

  2. AR/AP Journal module will open.

  3. Click on Add button.

  4. Add: AR/AP 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 AR/AP Journal.

  6. You will get four section in the AR/AP 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 AR/AP 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.

  8. Sub Ledger Information:



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

    2. Select the Sub Ledger.

    3. Sub Ledger, General Ledge, Ledger Narration, Amount(Cr.) and Amount(Dr.) will be populated.  

    4. You can edit Credit and Debit amount. 

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

 Edit AR/AP Journal

Prerequisites

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

  2. AR/AP 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 > AR/AP Journal.

  2. AR/AP 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 AR/AP Journal. You will get a message - "<AR/AP Journal No.> Updated Successfully."

 Delete AR/AP Journal

Prerequisites

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

  2. AR/AP 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 > AR/AP Journal.

  2. AR/AP 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 "<AR/AP Journal No.> - Deleted Successfully".

 Release AR/AP Journal

Prerequisites

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

  2. AR/AP 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 > AR/AP Journal.

  2. AR/AP 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 "<AR/AP Journal No.> - Released Successfully".

 Revert AR/AP Journal

Prerequisites

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

  2. AR/AP 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> AR/AP Journal.

  2. AR/AP 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 "<AR/AP Journal No.> - Reverted Successfully".

 Print AR/AP Journal

Prerequisites

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

  2. AR/AP 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 > AR/AP Journal.

  2. AR/AP 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.