Journal Entry Profiles

In
My Datasets for Review
, you can create journal entry profiles to create multiple journal entry configurations and assign them to one or more units. By using Journal Entry Profiles, you can set up a Profile Definition, Journal Entry Lines and then Assign Units.
  • You can create a Classes or a Tags dataset for journal entry profiles.
  • Each unit can have either Journal Entry profiles or Unit Journal Entry configurations, not both.
  • Journal Entry profiles are located within Data Entry dataset administration.
  • A Unit does not have to be assigned to a Journal Entry Profile.
  • The Unit Journal Entry configuration page is located in the Data Entry administration for Federal and State.

New Journal Entry Profile (Dataset Level)

To create a Journal Entry Profile:
  1. Select
    My Datasets
    and then
    More
    .
  2. Select
    Journal Entry Profiles
    .
  3. Select the plus sign to add a profile and then type the Code, Name and Description.

New Journal Entry Profile (Unit Level)

To create a Unit Journal Entry Line:
  1. Select
    My Datasets
    and then
    Units
    for a dataset.
  2. Select
    More
    and then
    Journal Entry Profiles
    .
  3. Select
    Create New
    .
  4. Select the
    JE Type
    and then
    JE Code
    .
  5. Select the
    JE Summary
    and type the
    Description
    .
  6. Select the
    Debit GL Account
    and
    Credit GL Account
    .
  7. Type the
    Cost Center
    and
    Department Code
    , if needed.

Edit Journal Entry Profile

To edit a Journal Entry Profile:
  • Type the new
    Name
    and then the new
    Description
    . The Code cannot be edited.

Copy Journal Entry Profile

To copy a Journal Entry Profile:
  1. Select
    Journal Entry Profile
    .
  2. Select
    Copy
    and then type the
    New Code
    (required).
  3. Type the new
    Name
    for Edit Journal Entry Profile and then
    Description
    .
  4. Select
    OK
    .

Delete Journal Entry Profile

To delete a Journal Entry Profile:
  1. Select
    Delete
    .
  2. Select
    Cancel
    to close without deleting the journal entry profile.
  3. Select
    OK
    to delete.

Profile Definition

To set up the Profile Definition:
  • Select the
    Journal Entry Profile
    . To ensure you selected the correct journal entry profile, review the
    Code
    ,
    Name
    , and
    Description.
For Datasets with classes:
  1. Select
    Include All Classes
    to include all classes in the journal entry profile.
    • This function is for datasets created with classes.
    • This option includes all new classes.
    • To select all Source classes, select the box on the header row.
    • To define specific source classes, click the box next to the selected class.
    • You can sort and filter the Source Class list by
      Type
      ,
      Code
      , or
      Class Name
      .
  2. To select Journal Entry Codes, click
    Include All Classes
    to remove the check mark.
    • To select all Journal Entry Codes, select the box in the header row and then select each Journal Entry Code.
    • If you need to exclude a few Journal Entry Codes, select all the Journal Entry Codes and then select each Journal Entry Code, to remove the check mark.
  3. Select
    Save
    .

Journal Lines

To create new Journal Lines:
  1. Select
    Create New
    .
  2. Select
    JE Type
    .
    • This is a required field.
    • You will define the jurisdiction type applicable for the new journal entry.
    • You can select Federal, State, or both.
  3. Select
    JE Code
    .
    • Each journal entry line must have a unique
      JE Code
      .
  4. Select
    JE Summary
    .
    • The JE Summary is optional for data entry.
    • You create the user defined value for the Journal Entry Summary page within the System folder in Administration.
    • You can group multiple Journal Entry lines together.
      The grouping depends on the JE Summary values created in Administration.
      The Journal Entry lines are grouped together for Reporting.
  5. Type
    Name
    .
    • Enter the journal entry name in the required field.
  6. Select the
    Debit and Credit Account
    .
    • The accounts selected appear in the JE reports. If an account value is unavailable:
      1. Select
        Administration
        .
      2. Click
        Manage Trial Balances
        .
      3. Select
        Trial Balances Sublines
        .
      4. For the JE Post column, select the account to post the JE.
  7. Select
    Save
    .
  8. Select the
    Flex 1-9
    and type notes.
    • Click the
      Show/Hide
      button to see supplemental information.
    • The "Flex" fields are optional and apply to custom reports.
To change the Flex field labels:
  1. Select
    Administration > System > Manage Configurations > Advanced Functionality > Journal Entries
  2. Type the new
    label name
    for Journal Entry Supplemental Field #1-9.
  3. Select
    Save
    .

Tax Calculations

To set up the Tax Calculations (These steps configure the Tax journal entries):
  1. Select
    Create New
    .
  2. Select
    Tax Calc Filter
    to filter the list of tax calculations.
  3. Select
    Tax Calculation
    to select the tax calculation.
  4. Select
    Component
    to separately state a code with a tax calculation in the Difference column.
  5. Type the
    Factor
    .
  6. Select
    Save
    .
To delete the tax calculations:
  1. Select the
    Tax Calculation
    from the Tax Calculations list.
  2. Select
    Delete
    .
  3. Select
    Delete All
    to delete all the Tax Calculations from the list.

GL Sources

To set up the General Ledger Sources (These steps configure the Book journal entries):
  1. Select
    Create New
    .
  2. Select
    GL Account
    to select the GL Account.
    • The list is the same for both Debits and Credits.
  3. Type the
    Factor
    .
    • Enter a negative Factor to create a difference between the Book and Tax values (most common) in the Journal Entry report.
  4. Select
    Save
    .
To delete the General Ledger Sources:
  1. Select the
    GL Account
    from the GL Account list.
  2. Select
    Delete
    .
  3. Select
    Delete All
    to delete all the Tax Calculations from the list.

Assigned Units

You assign a Journal Entry Profile to Available Unit(s). A unit can be assigned to multiple journal entry profiles.
To assign a Journal Entry Profile to selected unit(s):
  1. In the Available Units list, select the
    Unit(s)
    .
    • To add multiple units to a journal entry profile, press the Ctrl key and then select the units.
    • To sort or filter the Available and Assigned Units by code or name, click the
      Code
      or
      Name
      header row.
  2. Select the
    Right Arrow
    to assign the units to the Assigned Units list. You can assign one Journal Entry Profile per unit.
  3. Select
    Save
    .
  4. To change the values for a selected unit:
    1. Select the
      Unit
      from the Assigned Units list.
    2. Select the
      Add Unit Flex Field Overrides
      icon.
    3. Type the new
      value
      in the flex field.
    4. Select
      Save
      to update the unit with the new value.
    5. Select
      Cancel
      to leave the page without saving changes.
  5. To reset all values, click
    Clear All Fields
    .