Prerequisites

  1. The users' role must have access to the Debit Journal feature by enabling Add app operation for the feature in Admin - Security - User - Role through Finance - Operations - Journals.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web > Finance > Operations > Journals > Debit Journal.
  2. Debit Journal module will open.
  3. Click on Add button.
  4. Add: Debit Journal  Details window will open.
  5. You will get group of icons at the top right corner of the window.
    1. The icons name from left to right are - Expand All, Collapse All, Print Document Report, Attachments, Clear Form and Open Side Panel.
      1. Expand All: Clicking on this icon, all the sections will be Expand if they are collapsed.
      2. Collapse All: Clicking on this icon, all the sections will be Closed if they are expanded.
      3. Print Document Report: Clicking on the Down Arrow beside this icon, you will get Print Preference option with already created Report File Template. This option is used to print document.
      4. Attachments: You can Upload some required documents from this option.
      5. Clear Form: Clicking on this icon, you can Clear all the data already entered. 
      6. Open Side Panel: Clicking on this, you will get the details of the current Debit Journal.
  6. You will get four section in the Debit Journal main form - Document Information, Sub Ledger Information and User Defined Fields.

  7. Document Information:
    1. Select the Owner Site (Mandatory Field) for which you want to create the Debit Journal.
    2. Select a Debit Note No. (Mandatory Field) which is already created.
    3. Select a Sub Ledger (Mandatory Field) which is already created.
    4. Select a Reference Site (Mandatory Field) which is already created.
    5. System Date will be populated in the Date field (Mandatory Field).
    6. You can put in Reference, Balance, Remarks etc.

  8. General Ledger Information:
    1. Click on the Add icon to add new row General Ledger. 
    2. Select the General Ledger.
    3. Group Name, Sub-Ledger, Narration, Amount(Cr.) and Amount(Dr.) will be populated.  
    4. You can edit Credit and Debit amount. 

  9. You can put in User Defined Fields as per requirement. 
  10. Click on the Save button to save Debit Journal. You will get a message - "<Debit Journal No.> saved successfully."

You can copy Journals from existing voucher in only Add mode. Steps are as follows:

  1. Click on the Copy button.

  2. A Copy Journal window will open. 

    Note: Only Debit Journals belonging to the connected site's OU within the accounting year of the entry date will be displayed. The following details of the previous Debit Journal will be displayed - 

    • Debit Journal Number
    • Date
    • Sub ledger name
    • Net Amount (Dr)
    • Reference
    • Remarks
    • Created On
      Sample: 08/04/2020 12:25:27 PM


  3. On selecting the transaction to copy, you will get a message: ”his action will clear the transaction and all details will be copied. Do you want to proceed?”

  4. If you click on Yes (default selected), the existing data will be cleared.

  5. The selected journal details will be populated in the following fields - 

    1. Document Information Section-

      1. Reference

      2. Ledger

      3. Group Name

      4. Reference Site

      5. Reference
      6. Remarks

    2. All detail rows-

      1. Ledger
      2. Sub-Ledger
      3. Ledger Narration
      4. Debit Amount
      5. Credit Amount
      6. Site Tagging (copy all sites with filters*)-
        1. Site
        2. Amount
    1. All UDF Details (if currently enabled)