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Contents of the Post Journal Entries Screen

Use the fields and options to configure the Post Journal Entries screen.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field Description
Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

Period to Post

Field Description
Option

Use this drop-down list to specify the range of subperiods for which to print and post journal entries. Valid options are:

  • All: Select this option to include all available subperiods. The Start and End fields are disabled for this option. This is the default.
  • One: Select this option to include only one subperiod and then enter specify that subperiod in the Start fields. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of subperiods. Specify the beginning subperiod for the range in the Start fields and the ending subperiod of the range in the End field.
  • From Beginning: Select this option to include a range of subperiods that begins with the first of all the available subperiods and ends with the subperiod that you specify in the End field. The Start fields are disabled for this option.
  • To End: Select this option to include a range of subperiods that begins with the subperiod that you specify in the Start fields and ends with the last of all the available subperiods. The End field is disabled for this option.
Start: Fiscal Year, Period, Subpd, Ending Date

Enter, or click to select, the fiscal year, accounting period, and starting subperiod for which you want to post journal entries. These fields may be disabled, depending on your selection in Option.

The non-editable Ending Date field displays the end date for the subperiod.

End: Subpd

Enter, or click to select, the ending subperiod for which you want to post journal entries. This field may be disabled, depending on your selection in Option. The non-editable Ending Date field displays the end date for the subperiod.

Note: If you want to post an adjusting entry for which the Reversing option was selected on the Manage Journal Entries screen, make sure that the journal entry status for the REV journal code is O (Open) for the subperiod to which you are posting. You assign journal entry status on the Manage Subperiods screen. Also make sure that the RRV journal code is designated as Open if you are posting recurring journal entries with the Reversing option selected.

Journal Types

Field Description
Option

This field displays One and you cannot change the entry.

Start

From the drop-down list, select the journal type for which you want to post journal entries. You must select and post the entries for each journal type individually. Available types are:

  • Adjusting
  • Recurring
  • Reversal Adjusting
  • Reversal Recurring
  • Project Transfer
  • Multi-Job Allocations

Journal Entries

Field Description
Option

Use this drop-down list to select the range of journal entries you want to include. Valid options are:

  • All: Select this option to include all available journal entries. The Start and End fields are disabled for this option. This is the default.
  • One: Select this option to include only one journal entry and then enter that journal entry in the Start field. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of journal entries. Enter the beginning journal entry for the range in the Start field and enter the ending journal entry of the range in the End field.
  • From Beginning: Select this option to include a range of journal entries that begins with the first of all the available journal entries and ends with the journal entry that you enter in the End field. The Start field is disabled for this option.
  • To End: Select this option to include a range of journal entries that begins with the journal entry that you enter in the Start field and ends with the last of all the available journal entries. The End field is disabled for this option.
Start/End

Enter, or click to select, the starting and/or ending journal entry number for the range of journal entries to be included on the report. Depending on your selection in Option, one or both of these fields may be inactive.

Users

Use these fields to specify the users whose journal entries you want to post. Costpoint stores the user ID when the journal entry is created.

Field Description
Option

Use this drop-down list to select the range of user IDs for which you want to post journal entries. Valid options are:

  • All: Select this option to include all user IDs. The Start and End fields are disabled for this option. This is the default.
  • One: Select this option to include only one user ID and then enter that user ID in the Start field. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of user IDs. Enter the beginning user ID for the range in the Start field and enter the ending user ID of the range in the End field.
  • From Beginning: Select this option to include a range of user IDs that begins with the first of all the available user IDs and ends with the user ID that you enter in the End field. The Start field is disabled for this option.
  • To End: Select this option to include a range of user IDs that begins with the user ID that you enter in the Start field and ends with the last of all the available user IDs. The End field is disabled for this option.
Start/End

Enter, or click to select, the starting and/or ending user IDs for the range of user IDs for which you want to post journal entries. Depending on your selection in Option, one or both of these fields may be inactive.

Options

Field Description
Allow Out of Balance Posting

Select this check box to allow out of balance posting.

You should post all one-sided journal entries separately to prevent problems when creating intercompany receivables. Creating an intercompany receivable from a one-sided journal entry results in an out-of-balance intercompany receivable. If you post the one-sided journal entries along with double-sided journal entries and you attempt to create intercompany receivables from that group of entries, you must delete the entire group to fix the out-of-balance condition. Posting one-sided journal entries separately eliminates this problem. See Intercompany Receivables for related information.

Post to the General Ledger

To post journal entries to the general ledger, select one of the following actions:

  • To print the Journal Entries journal and post journal entries, click the arrow to the right of and select Print/Post Journal Entries. Costpoint will print the Journal Entries journal first, followed by posting to the G/L. The reports generated by this process contain a unique sequencing number. Costpoint queues the posting/commitment transactions and processes them one at a time.
  • To print the Journal Entries journal without posting to the G/L, click .