--- title: "General Journals" canonical: "https://kb.myframeworks.com.au/space/PROSTIXV48DOC/31101241/General%20Journals" format: markdown --- This process explains how to enter General Journals into the General Ledger. Journals are stored in a Journal Batch File and are not posted to the General Ledger until they have been processed using the 'Post Transactions' program on the 'Transaction Processing' menu. Each Debit entry must have a corresponding Credit entry, if the Credit entry is forgotten or an incorrect amount is typed, the program leaves the batch marked as 'Suspended' and does not post the batch until the correction has been made. Once the batch is in balance, it is marked as 'Completed' and is processed the next time the 'Post Transactions' program is run. A minus sign must be attached to any Credit entry amounts. The sign may be typed either before or after the amount. Refer to the following processes for further information: Adding new journal entries To add new journal entries/batches into the General Ledger , perform the following: 1. From the ProStix Main Menu select ' General Ledger ' then ' Transaction Processing ' then ' Enter Journals ' then ' General Journal '. 2. From the 'Select Company' screen, select the required company. 3. The next screen displays information relating to current unposted batches if any exist. If there is more than one page of journal batches, use the to scroll through the remaining screens. 4. To add a new journal batch, select (New Jnl), then update the following fields, and select when complete. Refer to the 'Add Journal fields' collapsible link for a screenshot and an explanation of these options. 5. You are then presented with the journal detail screen. Update the following fields, then select when complete. Refer to the 'Journal Detail fields' collapsible link for a screenshot and an explanation of these options. 6. Each General Ledger account can have an Analysis Code attached to it to help in the analysis of the accounts. As required. T he next screen allows you to enter an analysis code. Refer to the 'Analysis Code fields' collapsible link for a screenshot and an explanation of these options. 7. As each entry is typed, the details are transferred onto the batch detail screen so that you can see exactly what has been typed, including the running Debit and Credit balances. 8. If the Debit and Credit Totals are in balance when you exit, the batch is marked ' Completed ' and is updated in the next ' Transaction Post ' or ' Ledger Post ' run. 9. If the Debit and Credit Totals are out of balance when you exit, the batch is marked ' Suspended ' and is not caught in the next ' Transaction Post' or ' Ledger Post ' programs until it balances and becomes ' Completed '. Amend or Delete journal entries To amend or delete a record from within an existing journal batch, perform the following: 1. Type the batch number to be amended (from the screen displaying the list of current journals). This displays the Options Box. 2. Select ' Update ' from the menu options. 3. Type any changes to the next four fields, as described above, then select . 4. Select (Review) and locate the required record. You have the option to either amend or delete ,F5> the selected record. Complete/Suspend/Delete/Print/Post a journal batch Only completed batches are posted to the General Ledger. Suspended batches are left unposted until their status is changed. You are able to select the required transaction type, to enable you to post your choice without disturbing other users. The facility to print an edit list before posting is also available if required. To Complete/Suspend/Delete/Print/Post a journal batch, perform the following: 1. From the ProStix Main Menu select 'General Ledger' then 'Transaction Processing' then 'Post Transactions' , then select the required company. 2. The next screen displays the batch types that can be posted: 3. Select the required G/L Posting to process, a screen with the following fields appears: 4. Press F1/Enter. You are prompted with your printing/viewing options. 5. Once the print option has been selected the following message is displayed: '. . . General Ledger post is running please wait . . . ' 6. When the batch posting has been completed, the following prompt appears in the function bar: '. . . Press the SPACE BAR to continue . . .'.