Posting journal entries

How to post journal entries in AlSuite
Journal entries are found in unit type Accounts in AlSuite. The assumption is that you have access to the platform and to the unit.

The following features are present for viewing and posting journal entries:

  • View entries
  • Add Transfer
  • Add Income
  • Add Expense
  • Add Cash Returns / Refund
  • Add Custom Debit
  • Add Custom Credit.
View Entries
In order to show journal entries go to the unit "Accounts" --> under Navi-Bar 1 click on "Journal" and select the link "View Entries" --> select the project of interest and display journal entries. Enter all necessary debit and credit records and click on Save.

File Entry
All entries are posted in status "Open". The actual posting into the Chart of Accounts happens when you "File" entries.
In order to file an entry to to "View Entries" - see above, select the transaction you would like to file from the left pane. Details appear in the right pane. Click on "File" and confirm.

Revoke Entry
When a transaction has been filed, it can be revoked either permanently or revoked to edit.
In order to revoke a filed transaction, go to "View Entries" - see above, from the right pane select the filed transaction you would like to revoke. In the left pane, click on "Revoke to Edit" in order to reverse the transaction, edit and file again; or click on "Revoke Permanently" in order to permanently revoke a transaction.

Add Transfer
In order to transfer funds to to unit Account --> on Navi-Bar 2 click on the tab "Journal" --> select "Add Transfer". You will be redirected to a window where you will select the project against which the transfer should be made. Enter all necessary debit and credit records and click on Save.

Add Income
In order to post such income, go to unit Account --> under Navi-Bar 1 select "Journal" --> select "Add Income". In the window following, select the Project against which the income will be posted. Enter all necessary debit and credit records and click on Save.

Add Expense
In order to post an expense, go to unit Accounts --> under Navi-Bar 1 select Journal --> in the drop down select "Add Expense", select the affected project. You will be directed to the "Add Expense" window. Enter all necessary debit and credit records and click on Save.

Add Cash Returns / Refunds
In order to post a cash return, go to unit Accounts --> under Navi-Bar 1 select Journal --> in the drop down select "Add Cash Return / Refund", select the affected project. You will be directed to the "Add Cash Return / Refund" window. Enter all necessary debit and credit records and click on Save.

Add Custom Debit / Add Custom Credit
In order to Add Custom Debit, go to unit Accounts --> under Navi-Bar 1 select Journal --> in the drop down select "Add Custom Debit", select the affected project. You will be directed to the "Add Custom Debit" window. Enter all necessary debit and credit records and click on Save.

Note:
The only difference is this: When you "Add Custom Debit", you have only one debit record in the upper pane, against several credit records in the lower pane. On the other hand, "Add Custom Credit" is helpful when you have only one credit record in the upper pane, against several debit records in the lower pane.

Custom Debit / Custom Credit applies for specific accounts. Expenses cannot be posted using custom debit / custom credit transactions, because expense transactions require a target.

For a more detailed description of these features to Further Accounting Features



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