General Ledger > Journal Entries > Create Journal Entries

AccountMate Enterprise supports the copying of journal entry details from an Excel file and pasting it into the Journal Batch Entry function. The copy and paste capability allows you to speed up data entry and proves useful when creating journal entries with multiple distributions in one journal entry batch.

General Parameters

The following are the general parameters in creating a journal entry source data:

•There can be any number of journal entry lines or distribution in one batch.

•The source data must consist of a header line and at least one detail line (a debit entry line or a credit entry line).

•Each header line in the source data must consist of the following: Account ID, Description, Reference, Debit and Credit.

•The Account ID parameter must be the first column in the source data; the rest of the column parameters may be arranged in different order.

•There must be no leading or trailing spaces in the source data

Journal Entry Detail Line Parameters

The parameters for journal entry detail line fields are as follows:

Header	Parameters
Account ID	Enter in this field the detail line's GL Account ID which must be a valid General Ledger Account ID. The system will not allow you to save the journal entry if the GL Account ID you entered is inactive or does not exist in the system. Note: You can use a Posting, fixed allocation and variable allocation accounts in this field.
Description	Enter in this field the JE Line Description. This field can be left blank.
Reference	Enter in this field the JE Line Reference.
Debit	Enter in this field the debit amount of the JE line entry. Notes: •This field must not have any currency symbol. •Must use the "Number" or "Accounting" format in MS Excel if the amount exceeds 11 digits including the decimals. •Must be a positive non-zero value. If you are working on the credit entry line, you can enter "0" in this field or leave it blank.
Credit	Enter in this field the credit amount of the JE line entry. Notes: •This field must not have any currency symbol. •Must use the "Number" or "Accounting" format in MS Excel if the amount exceeds 11 digits including the decimals. •Must be a positive non-zero value. If you are working on the debit entry line, you can enter "0" in this field or leave it blank.

The following is an example of a properly entered source data, and ready for copying and pasting:

Account ID	Description	Reference	Debit	Credit
110100-000-00	Collection on Sales	Inv_001	1200
120100-000-00	Collection on Sales	Inv_001		1200

To copy JE Detail Lines from Excel and paste in Journal Entry Batch function, perform the following:

1.Access the Journal Batch Entry function from the Transactions main menu in the General Ledger. The Lookup screen is automatically displayed when this function is accessed.

2.In the Journal Batch Entry function screen, click New to create a new journal batch entry or select an existing unposted batch to edit or update.

3.Access the Excel file where your source data is saved.

4.Highlight the cells that you wish to copy; then, press Ctrl + C keys on your keyboard. Alternatively, you may also left-click on your mouse; then, select Copy option.

5.In the Journal Batch Entry function screen, click the Paste from Excel button.

Notes:

•If any or all of the Journal Entry Detail Lines have an invalid data, the Paste from Excel screen tab will appear which highlights those invalid data lines. Click the invalid JE Detail Line to display the validation error.

•Journal Entry Detail Lines that are valid but are not formatted following the required parameters are not successfully pasted in the Details grid. These entries will also appear as highlighted in the Paste from Excel screen tab.

•If the GL Account ID entered for a JE Detail Line is either inactive, a control account in GL, a restricted account to the user or does not exist, the JE Detail Line is considered as invalid.

Copy and Paste from Excel

Copy and Paste from Excel

General Parameters