Day Journal

Day Journal is the second stage in the journal posting process and the approval of the posted entries takes place here. Transactions entered in a Station Journal are posted to a Day Journal for authorization. Day journal contains multiple Station Journals for approval. Entries cannot be posted to Day journal directly. They are always posted to Day Journal, through Station Journal.

The following are the tabs in Day Journal:

To Authorize a Day journal

  1. Access General Ledger menu, click Transaction entry and then Day Journal. Day Journal Search screen will appear. It displays all the journals, posted to Day Journal from Station Journal. Note: that the Journals rejected in Day journal are not displayed here.

  1. Click the required Journal Number for approval and the Day Journal screen will be displayed with the Journal tab open by default. Use the various tabs to view the details and approve using the GL posting tab.

Journal

The Journal tab displays the entries posted in a particular Station journal for review. The panel at the bottom displays the list of all the entries for the Journal. The highlighted entry will be reflected in the details above. The following are display fields and the values are derived from Station Journal.

  1. Line # is auto generated by the system upon saving each Journal entry in the Station Journal.

  2. Journal # is a Manual Input or System generated number as defined in the Station journal.

  3. Default Currency is the currency as defined for the station journal.

  4. Transaction Code and Description are derived fields from station journal.

  5. Ledger # / Account # and Description are derived fields from station journal.

  6. Amount -- Displays the amount for the particular journal entry

  7. Batch Balance -- System will display the current Journal balance

  8. Entered by -- System displays the user who has entered the Station journal.

  9. Posted by -- System displays the user who has posted the Station Journal

GL Summary

The GL summary tab displays the summary of the GL entries posted under the current Journal number. This tab displays the details of all the entries posted to General Ledger, for the Journal #. If there are no General ledger entries for the Journal, this tab will display no records.

The following are the non editable fields in the GL Summary

  1. Default Currency is the currency as defined for the station journal

  2. Ledger # is the ledger number of the entry, if applicable.

  3. # of debits displays the total number of General ledger debit transactions posted to the Journal.

  4. # of Credits displays the total number of General ledger Credit transactions posted to the Journal.

  5. Total debit displays the total value of General ledger debit transactions posted to the Journal.

  6. Total credit displays the total value of General ledger credit transactions posted to the Journal.

  7. Total amount displays the total of General ledger entries.

Client Summary

The Client summary tab displays the summary of the entries posted using client account under the current Journal number. This tab displays the details of all the entries posted to Client Account for the Journal #. If there are no Client account entries for the Journal, this tab will display no records

The following are the non editable fields in the Client Summary

  1. Journal # is a Manual Input or System generated number as defined in the Station journal

  2. Product displays the product description for the client account.

  3. # of debits displays the total number of Client debit transactions posted to the Journal.

  4. # of credits displays the total number of Client Credit transactions posted to the Journal

  5. Total debit displays the total value of Client debit transactions posted to the journal.

  6. Total credit displays the total value of Client credit transactions posted to the journal.

  7. Total amount displays the total of Client transaction entries.

GL Posting

The GL Posting tab displays the summary of the entries posted under the current Journal number. The panel below displays the history of actions performed on the journal and has the following,

Date -- displays the date/time of action on the Station Journal

Action -- displays the status of the Journal. Note: Once Approved the Action will display as Approve.

Processed by -- displays the user who has done the action on the Station Journal

Approve / Reject

Day journal can be approved / rejected only by a user different from the one who created it.

To approve / reject Day Journal,

  1. If you want to approve the Day Journal, click Approve Journal button. Approve Day Journal Confirmation window appears.

  1. Upon clicking on YES, the journal is approved, and Aura passes accounting entries. It inserts a new row to display the date and time for approval, Action as Approved and Processed by as the user who has approved the Journal and navigates to Day journal search screen.

  2. Once Approved the Action will display as Approved. Sample screen shot shown below.

Functions: Approve Journal, Reject Journal

  1. Click Reject Journal button if you want to reject the journal. Reject Day Journal confirmation window appears.

  1. Upon clicking on YES, the journal is rejected, and the entries will be available in Station Journal for modification and subsequent posting to Day Journal.