Station Journal

Station Journal is used to manually post Journals to general ledger and client accounts. A General Ledger posting affects only a general ledger account; while a client account posting will affect the client accounts as well as the master GL account mapped for the product. A Station Journal may be saved in a complete or an incomplete state and can be retrieved for later additions or changes before posting to Day journal. Accounting entries are posted, and ledger balances are updated only after the Day Journal is approved.

Note:

  • Station Journal can be used only for single currency transactions.

  • Based on chosen availability for User / Role, Journal template is to be filtered in the Station Journal.

Following are the tabs in Station Journal:

Adding new Station Journal

To add new Station journal

  1. From General Ledger menu, click Transaction entry and then Station journal.

  1. Click Add. New Station Journal page appears.

  1. Select required Journal template from the journal template drop down. The list of values for the dropdown will be maintained in the Journal template maintenance.

  2. Click calendar button next to value date field and select or enter directly in the box, the required date for Value date. Value date can be back value, Current system date or future value date but will be validated against the restrictions that are maintained for the Journal Template chosen above.

  3. You can choose to Auto Generate Journal number by selecting Yes and Aura will generate the Journal number; when you want to input the Journal number yourself, select No.

  4. Aura will generate Transaction ref No. It is a unique number to identify the Journal

  5. Define Journal # for the new station journal if Auto Generate is set as No. If Auto Generate is Yes, Aura will generate a Journal # and display in the Station Journal Maintenance screen.

  6. Select Currency from the currency dropdown. The list of values for the currency dropdown should have been maintained in the GL Currency maintenance.

  7. Provide a Description for the new station journal.

  8. Click Save. Station Journal page appears with the added details.

Functions: Add, Delete

Journal

Journal tab is used to enter the different legs of the accounting transactions for General ledger and Client accounts and entered manually into the Station Journal. The debit and credit amount of the journal batch should match before posting it to Day journal and you can enter multiple debits and credit transaction in one station journal #. As mentioned in the previous section, the values in the top panel are based on inputs made during the creation of the new Station journal and these are not editable.

  1. Each Journal has a Line # auto generated by Aura; and the same is generated upon saving each Journal entry.

Functions: New, Save, Delete

  1. Transaction code field is a hyperlink. Click the hyperlink, Aura will display the Transaction code search window with the list of transaction codes maintained in the system. Select the desired transaction code for Journal entry. The description for the transaction code appears next to the transaction code.

  2. Description will be derived from Transaction code. Depending on the Transaction code settings, you may be allowed to / forced to change the Description

  3. The system will display the Account # / Ledger # field label based on the transaction code selection. When you select a transaction code defined for General ledger the label name will change to Ledger # and when you select a transaction code defined for Client account the label name will change to Account #

    • Ledger # will be derived from the transaction code, if this ledger is set as default ledger in transaction code, if the ledger is not selected as default ledger in transaction code, then Click on the Ledger # hyperlink to see the General Ledger Account Search with the list of General ledgers maintained in the system. Select the desired ledger number for Journal posting. The description for the ledger number appears next to the ledger number

Note: General ledger posting is based on selected branches under -- Journal template > Availability > Branch (Debit), if its debit entry and Journal template> Availability > Branch (Credit) if its credit entry.

  • Click on Account # hyperlink to see the Search Client Account page with the list of Account numbers maintained in the system. Select the desired account number for Journal posting. The name of the client appears next to the account number.

Note: On click of Account # hyperlink, Aura will display only those accounts, where the account branch matches the selected branches under -- Journal template > Availability > Branch (Debit) if it is a debit entry and Journal template > Availability > Branch (credit) if it is a credit entry.

  1. If the selected Account # is a Nostro Account, then External ref # field will be displayed. Enter the External ref #.

  2. Select desired branch for the entry from the branch dropdown. The branches should have been maintained in the Branch maintenance. This field will be enabled based on the selected Transaction Code.

Note: Aura will display the branches, based on the selected branches under -- Journal Template > Availability > Branch (Debit) if it is a debit entry and Journal template > Availability > Branch (credit) if it is a credit entry.

  1. Debit/Credit indicator will be displayed based on the Transaction code selected.

  2. If transaction type is General ledger, then the system may default the amount to be debited as defined in the Transaction code. If the transaction type is client account, enter the Amount.

  3. System will derive the current batch balance based on the journal entry -- as the net of the debit and credit amounts entered till then for the journal batch.

  4. Click Save. Journal Page appears with the added details.

  5. The summary of the Journal postings will be displayed at the bottom of the Station journal maintenance

Functions: New, Update, Delete

  1. Click New for new entry posting.

Note:

  • If you need to make any changes in the already entered details, ensure that you have selected that entry in the bottom panel so that you can view the details in the middle panel and make the required changes. Click Update to save the changes.

  • Based on chosen availability for - User / role, Journal template is to be filtered in the Station Journal.

GL Posting

The GL Posting tab displays the summary of the entries posted under the current Journal number. Station journal cannot be posted to Day journal unless the station journal is balanced for the journal number.

The fields available are:

  • Number of debits will display the total number of debit transactions entered in the station journal number.

  • Number of Credits will display the total number of Credit transactions entered in the station journal number.

  • Client account entries will display the total number of journal postings using client accounts.

  • GL account entries will display the total number of journal postings using General ledger accounts.

  • Value of debits will display the total value of debit transactions posted to the station journal.

  • Value of credits will display the total value of credit transactions posted to the station journal.

  • Batch balance will display the net of debit and credit transaction values posted to the station journal. When this displays zero balance, it indicates that the journal number is balanced

To post Station Journal to Day Journal,

  1. Click Post to Day Journal for posting station journal entries to the Day journal for authorization.

Function: Post to day Journal.

Custom Field

This option provides you the flexibility to define fields apart from those that are already available in the standard version of Aura. Thus, it enables you to customize additional data storage and use as required to suit your specific business needs.

Using Custom Field tab, you can maintain the custom fields mapped to the Station Journal. Depending on the custom fields created and mapped to Station Journal (using Admin > System Codes > Custom Fields), the fields will be displayed on this tab

To maintain Custom Field,

  1. Access Station Journal page and click Custom Field tab.

  1. The field appears only when it is created in Admin > System codes > Custom fields > Custom fields and linked to Station Journal option in Admin > System codes > Custom fields > Field mappings.

  2. Click Edit. Edit Custom Field page appears. In the following illustration, a custom field, Transaction Details has been mapped to the Station journal as shown below.

  1. Click Save. Custom Field page appears with the edited details.