Before you create journal entries, verify the following items are created:

• GL Accounts
• Companies
• Periods
• Currencies

Administrators must set any new values for transactions and subtransaction types that apply to journal entries. To learn more, see the Kenandy Configuration Guide, which is available on the Resources Page of the Kenandy Community.

You designate the type of JE in the Transaction Type field of the JE. The following types of JEs are available:

• Manual. This type is not associated with a source document. Before you create the JE, the accounting entry is not in Kenandy.
• Accrual-Manual. This type is associated with a source document that exists in Kenandy. For this type, you create the accounting entry and link it to the source document. Example situations that apply to this type include:
  • The transaction date is after the cutoff date for the GL area.
  • A user creates the JE, but does not finalize it.
• Year End Adjustment. This type is associated with a journal entry that you create in Period 13. After you close a fiscal year, you can later create a journal entry for an adjustment that is atypical of your normal business operations and that applies to the year-end close, but not to a specific period in the fiscal year. For this scenario, you create a journal entry in Period 13.

1. From the Journal Entries page, click New.
2. On the Journal Entry detail page that is displayed, complete the appropriate fields in the JE header.

   To learn more about Journal Entry fields, see Journal Entry Field Descriptions.

3. Click (Add New) to add lines to the JE.

   To learn more about Journal Entry Line fields, see Journal Entry Lines Field Descriptions.

   The Total Debits field is displayed above the column for debit amounts, and the Total Credits field is displayed above the column for credit amounts. After you enter or change debit line amounts and credit line amounts, these total fields are updated so that you can see a running total of the amounts for your journal entry lines. The Out of Balance By field in the JE header shows a value other than 0 when the total of the debit line amounts is different from the total of the credit line amounts. You can save, but not finalize, the JE if these amounts are different.

   After you finalize the JE, the Out of Balance By field is no longer displayed in the JE header, the Total Debit field and Total Credit field are displayed in the JE header, and the Total Debits field and Total Credits field are no longer displayed above the columns for debit and credit amounts.

   Before you can finalize the JE, the total of the debit line amounts must be the same as the total of the credit line amounts.

4. Click Save.

At month end, you often must enter accounting entries for revenue and expenses that are accrued, but not received or paid. Accrual accounting entries ensure that all revenue and expenses are recognized in the correct reporting period, irrespective of the timing of the related cash flows. You create a JE for accrual accounting entries by selecting a Type field value of Accrual - Manual in the JE. These accounting entries must be reversed. To automatically reverse these accounting entries on the first day of the next open period, you can select the Auto Reverse checkbox on the JE.

In the current period, accounting entries are automatically generated for the JE according to the transaction date and finalized date for the JE. If you select the Auto Reverse checkbox on the JE, reverse accounting entries are automatically generated at the same time that the original accounting entries are generated, but they have a posting date of the first day of the next period.

If the original JE is in error, you can unfinalize it if its period is still open. When you unfinalize it, the accounting entries for both the original JE and its reversal are obsoleted. You can leave the JE as unfinalized, or you can edit it, finalize it again, and run accounting again. You cannot void the original JE or its reversal.

To learn more about unfinalizing, cancelling, and voiding journal entries, see Unfinalizing, Cancelling, and Voiding Source Documents.

The following table lists the fields that Kenandy provides. Your system administrator selects the fields that are displayed on your user interface.

Journal Entry Page

Field	Description
Autonumber	An auto-generated ID that identifies the JE.
Auto Reverse	An indication of whether a reverse accounting entry for the JE is automatically generated on the first day of the next open period.
Claim	The claim associated with the JE. A claim is automatically generated when a customer remits payment that is less than the invoice amount.
Company	The company for the JE.
Currency	The currency for the JE.
Customer	The customer associated with the JE.
Customer Credit Memo	The customer credit memo associated with the JE.
Customer Invoice	The customer invoice associated with the JE.
Customer Receipt	The customer receipt associated with the JE.
Description	A description of the JE.
Exceptions Count	The number of exceptions associated with the JE.
Finalized	An indication of whether the JE is finalized. When a JE is finalized, the accounting entry for it is automatically generated, or you can sometimes manually generate the accounting entry. You can select this checkbox to finalize the JE. You cannot finalize a JE if any of the JE lines have a segment validation error. A segment validation error occurs when you generate the accounting entry for the JE, and the segment information is incorrect. For example, you assign a JE for a payment to a revenue GL account. For such an error, the JE line is displayed with the Has Exceptions checkbox selected, and you must correct the error. To learn more, see Segment Validation.
Finalized Date	The date the JE is finalized and ready to post to the general ledger account.
Fixed Asset Adjustment	The fixed asset adjustment document associated with the JE.
Fixed Asset Depreciation	The fixed asset depreciation document associated with the JE.
GL Date Time	The date and time that the accounting entry for the JE is posted to the GL account.
Has Exceptions	An indication of whether the JE has one or more exceptions.
Inventory Change	The inventory change document associated with the JE.
Journal Entry	The auto-generated ID for the JE.
Line Exceptions	The number of exceptions that are associated with the lines in the JE.
Period	The period associated with the JE. This field is automatically populated when you finalize the JE.
Period Status	The status of the period associated with the JE. Options include Open and Closed.
Posting Date	The date and time that the transaction is posted to a GL account. This field value is automatically updated with the finalized date and time. If you backdate this document by selecting a transaction date and time for a prior period, then this field value is automatically updated if the GL area for the prior period is currently open. To learn more about how this field is populated for backdated documents, see About Backdating a New Source Document.
Purchase Order	The purchase order associated with the JE.
Receiving Document	The receiving document associated with the JE.
Recurring Template	The recurring template associated with the JE.
Shipment	The shipment document associated with the JE.
Source Document Object Name	The name of the object for the source document of the JE. This field value is always Journal_Entry_c.
Status	The status of the JE. Options include Open, Closed, Cancelled, and Void.
Supplier	The name of the supplier associated with the JE.
Supplier Credit Memo	The supplier credit memo associated with the JE.
Supplier Invoice	The supplier invoice associated with the JE.
Supplier Payment	The supplier payment document associated with the JE.
Total Credit	The total credits on the lines of the JE.
Total Debit	The total debits on the lines of the JE.
Total Number Of Lines	The total number of lines for the JE.
Transaction Date	The transaction date of the JE. This field might be populated from a source document, depending on your workflow.
Transaction Type	The transaction type for JE. Options include Manual and Accrual - Manual. This field value determines the accounting rule that applies to the JE. Also, accounting rules use the field values in the SubTransaction Type field and the Line Type field of the JE lines. If you select Accrual - Manual in this field, select a source document for the JE. You can have multiple accruals associated with a single source document.
Type	The transaction type for JE. . Options include Manual and Accrual - Manual. This field value is not used in accounting rules.
Void	An indication of whether the JE is voided.
Void Date	The date that the JE is voided.
Work Order	The work order associated with the JE.

The following table lists the fields that Kenandy provides. Your system administrator selects the fields that are displayed on your user interface.

Journal Entry Line Page

Field	Description
Accounting Code	The code that stores the accounting segment combination for the JE line.
Amount CR	The credit amount for the JE line.
Amount DR	The debit amount for the JE line.
Autonumber	An auto-generated ID that identifies the JE line.
Bank Account	The bank account for the JE line.
Bank Transaction	The bank transaction for the JE line
Company	The company for the JE line.
Currency	The currency for the JE line.
Customer	The name of the customer for the JE line. You can populate this field when creating a journal entry accrual so that the accrual is associated with the customer on the Account Receivable Aging report.
Description	A description of the JE line.
Error Message	The error message, if any, for the JE line.
Exceptions Count	The number of exceptions associated with the JE line.
Finalized	An indication of whether the JE is finalized. When a JE is finalized, the accounting entry for it is automatically generated, or you can sometimes manually generate the accounting entry.
GL Account	The GL account associated with the JE line.
Has Exceptions	An indication of whether the JE line has one or more exceptions. If a check mark is displayed in this field, then a check mark is displayed in the Has Exceptions field for the JE.
Journal Entry	The auto-generated ID for the JE.
Journal Entry Line	The auto-generated ID for the JE line.
Line Type	The type of JE line (for example, Standard). This field value and the field value in the SubTransaction field of the JE line determine the accounting rule that applies to the JE line. Also, accounting rules use the field value in the Transaction Type field of the JE.
Mandatory Segment Exception	An indication of whether at least one mandatory segment is null in the accounting entry line for the JE line.
Period Name	The name of the period associated with the JE line.
Reversing Line	An indication of whether the JE line reverses a previous entry from the GL account.
Source	A link to the source document that provides data for the accounting entry line of the JE line.
Source ID	The ID of the source document that provides the data for the accounting entry line of the JE line.
Source Name	The name of the source document that provides the data for the accounting entry line of the JE line.
SubTransaction Type	The type of subtransaction for the JE line. This field value and the field value in the Line Type field of the JE line determine the accounting rule that applies to the JE line. Also, accounting rules use the field value in the Transaction Type field of the JE.
Supplier	The name of the supplier for the JE line. You can populate this field when creating a journal entry accrual so that the accrual is associated with the supplier on the Account Receivable Aging report.
Transaction Date	The transaction date of the JE line. This field might be populated from a source document, depending on your workflow.