How to create a General Journal

Using Excel Integration you can create a General Journal in Excel (you can use Excel to perform calculations such as allocating amounts across a range of accounts and jobs based on a series of predefined percentages and when satisfied with the results) then automatically upload the figures from Excel into SynergySoft.

 

To create a General Journal:

  1. Create or use an existing Excel spreadsheet.

NOTE: The spreadsheet must contain the following details in order for the Journal to be created:

 

Journal Number

Date

Enure any dates that you enter are formatted as Date values.

Description

Posting Year

Posting Period

Account (G/L account with Income / Expenditure code, Job or Plant Item)

Cost centre (if a Job or Plant Item)

Element Type (if a Job or Plant Item)

Debit Postings

Ensure that any Debit Posting figures entered are formatted as Currency values.

Credit Postings

Ensure that any Credit Posting figures entered are formatted as Currency values.

 

TIP: Ensure that the columns containing the posting year and Account Code details are both formatted as Text. (To do so, precede the posting year and Account code with a single quote e.g. '03/04 and '001) If you do not do so, Excel will convert the numbers you enter (e.g. 03/04) into a date format and will strip off any leading zeros from the Account Codes (an Account code of 001, will be converted to 1, for example).

 

The following additional details can also be entered, but are optional:

Journal type

If you dont enter the Journal type, it is assumed that you are creating a One off journal.

If you are creating a Standing Journal, enter the Journal type as S.

If you are creating an Accrual Journal, enter the Journal type as A

GST Indicator

If you dont enter a GST indicator, the system uses a GST indicator of N (i.e. not included in GST Reporting).

If you want to use a different GST indicator enter the appropriate code, i.e.

 

A = Adjustment

C = Input Credit can be claimed

F = GST Free supplies

P = Private Use

T = Input Taxed Sales, Input and Other Supplies

W = Withheld from Payment of Invoices where no ABN quoted

GST Amount

If you enter a GST Indicator you can then enter the GST Amount)

Overhead amount

(an overhead amount can be posted to jobs or plant items)

Depreciation amount

(a depreciation amount can be posted to jobs or plant items, if the Element Type of the posting is a plant item.)

Line Description

 

  1. Select the Create Journal button from the Excel Integration toolbar

A Create GJ Journal form will be displayed.

 

  1. Enter the following details from within the GL Journal form:

  1. the number of the column in your worksheet that contains the:

Overall Journal Details including:

Number (Journal Number)

Date

Description (Explanation)

Posting Year

Posting Period

Optional Details:

Type (Journal Type)

 

TIP: If you dont enter a Type, the system will assume that you are creating a One off Journal.

No of Months

(You will only need to use this option when creating a Standing Journal).

Enter the number of the column that contains the number of months that the standing Journal applies for.

Do you wish to create a new Batch of General Journals?

If you enable this option, a new General Journal Batch will be created.

If you dont use this option, the Journal will be added to an existing Batch (that contains the same Journal types, posting period and year). If you add the Journal to an existing Batch, the system will display the number of the last matching Batch type. You can enter a different Batch number or select OK to add the Journal to the Batch.

 

Posting Details including:

Account Codes

Cost Centres

Element Types

Debits

Credits

Optional Details

Generally you will not want to include a value for GST. This section gives you the option to do so, if you choose. To do so enter the number of the column that contains the

GST Ind (GST Indicator)

TIP: If you leave this text field blank, the system automatically assumes that the GST Indicator is set to N (Not include in GST Reporting).

 

GST Amt

 

Overhead

Depreciation (Plant Depreciation)

TIP:  If you do not specify which column contains the Overhead or Depreciation amounts, the system assumes that there is no Overhead or Depreciation.

 

Line Description

 

  1. Enter the number of the Rows that you want included when the General Journal is created. Each row represents a line on the Journal.

If the range of row numbers that you specify includes blank rows, the blank rows will be ignored when the Journal is created. (For example, if you enter the range of rows as 1-80, in which 30 lines are blank, only 49 lines will be created on the Journal.

TIP:  It is recommended that you create a maximum of 50 lines on the Journal.

 

  1. Enter the numbers of the cells within your worksheet that you want the Batch and Sequel Number to be inserted into once the General Journal is created.

 

  1. Select OK to create the General Journal

The program checks that all entries on the worksheet are valid, e.g. that the mandatory details are entered and that all cell and column references are valid.

Provided that no errors are found, the Journal will be created.

If any errors are found, these will be highlighted on the worksheet.

In such cases, make any necessary corrections, and then re-select the OK button to create the Journal.

 

 

Where to from here?

Once the General Journal has been created you will need to update it from within SynergySoft.