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Journal Entry UI
Journal Entry UI allows you to make entries into the journal. It will handle regular entries, revenue entries and beginning cash entries.
- UI Description
- New Entry
- Searching
- ​Changes to an existing entry
- Printing
UI Description
This describes the UI layout, menus, widgets and basic usage. Descriptions on how to do certain things are in the respective areas, but they will refer back to here when mentioning the widgets.
The menus are File, View and Journal.
The File menu:
- Open Existing Entry - When you want to load an entry that's been saved to a file, this is the entry.
- Print Table Data - This prints the data from the UI table as you see it into the Revenue report form. This will print any changes you've made or additions after your last edit. Even if the data is not saved.
- Add New - This starts a new journal entry.
- Save - Saves the current data in the table to a file, either to be edited again or to be posted. Only the person originally editing a file can save an existing file.
- Print - Prints out the entries from the database for the reference number loaded into the table. This is different from print table because it doesn't print changes in the table.
- Next/Previous - used in navigating search results.
- Advanced Search - Pulls up the advanced search data to search by amounts.
- Exit - Quit the application.
The Journal menu:
- POST - This posts the loaded data to the journal. This is only available when the person is not the originator and loading a file with new data.
- Error Check - Checks the data in the table to make sure the data is correct. Does not save and is always available when any data is in the table.
- Save Changes - This is only available when you load data from the database into the table to make corrections or reverse items. This is to save changes made and will error check for you. You can also use save, but using the basic will not error check.
- Post Changes - This is to post changes saved with save changes. The other POST will not be available when posting changes.
- Email Revenue - This will email a copy of the treasure report to the person saved in preferences.
- Email To County - this will email a Request For Funds Transfer to the county treasure based on the data in the table and items checked with 'County Funds Transfer' option.
Search Bar.
Search bar will search for Transaction ID and Reference Number. Search results will appear in the normal widget above the table. You can navigate the window by clicking the items, they will load right into the table, or using the next/previous menu entries or the buttons on the toolbar. Results will show the reference number and totals for credits/debits.
Main UI
The Information part of the UI is also considered part of the table data, this holds data common to the data. The Reference Number, Transaction ID of when the records where entered into the journal, the transaction type is selected in the combo box. Entered By is the person entering the entry, approved by is the person posting the data./ Entry Date is the date it was entered into the system and post date is the date the data posted.
The add/remove row buttons are to add or remove a row from the table.
The table has each entry listed by row. The items listed per item is the account code, the debit amount, credit amount, the Description and Receipt Number. If you have loaded data into the table that exists in the journal already, you'll get two more columns that are described below, but they are 'Reverse' and 'County Transfer'.
Add New
When you add a new entry, the main area of the UI is blank. You will want to fill in the Reference Number, if this is a regular "Journal Entry" transaction, you do not have to enter one and we will automatically fill it in for you, when you save. The next item is to choose the transaction type, either 'Revenue Entry', 'Journal Entry' or 'Beginning Cash Agreement'. Error checking will do different things for each transaction type, so you will want to choose the appropriate one for what you are doing.
When you enter data into the application, you'll enter the Account Code, tab to either Debit/Credit, tab to Description and then Receipt Number. When you tab past the Receipt Number, a new line will be added and you can start adding the next entry. When you do tab past this entry, the description from the previous line will be added to the new line automatically.
Open an Existing file.
When you open an existing file, it will give you a list of files that you can open. The filename name will be in the form of, JE-Reference Number-Transaction type. The letters 'JE' is just an internal thing and is common to every file saved by Journal Entry. It will load the data saved, if you are not the originator, the UI will be read only, except for the reference number. If the entry date isn't filled in, the application will ask you for one when you post the file data. You can error check before you post. If you're the originator, you'll be able to edit the data and error check.
If you were not the originator and you've posted, the table will no longer be read only, if it's a 'Journal Entry', the 'Journal Menu' will show the "Email To County" option, if it's a Revenue, it will show the 'Email Revenue' option. This will also be the same if you search for a reference number or transaction id and load the data from the database into the table.
Making Changes.
To make changes to an existing journal entry, search for the reference number or transaction id. When the data is loaded into the table, you can then start making changes. Changing the account code or the credit/debits alone will be enough to register the change. If you just want to reverse the line completely, check the box in the 'Reverse' column. You will need to check both the credit and debit for the line you want to reverse. When changes are made, you'll need to use 'Save Changes' from the Journal menu. This will error check and make sure all your changes are correct. If you are posting the changes, you will want to choose 'Post Changes'. When posting the changes, this will get a new transaction id, that is searchable for only seeing the changes in this transaction. Searching the reference number will bring up the whole journal entry for that reference number.
When making changes, you really want to use Save Changes and Post Changes for your work. Though Save is enabled, save will only be useful when you need to stop and don't have time to fix errors Save Changes gives you. The regular POST will not be enabled, so you will only be able to Post Changes.
Printing
There are two ways to print in Journal Entry. The first way is with CTRL+P or choosing Print from the File menu. This will print the posted data in the journal. You will need to search and load the data you want to print into the UI, before doing this. There is also Print Table Data, what this does is print the data that is in the UI. The main difference between these two forms is any changes made to the data that haven't been posted will print with 'Print Table Data'. Print will only print what has been posted.
Printing from the database will pop-up the printer dialog, asking for information. The application will already have the correct information inserted, so you can choose your printer and print or preview the data. Printing the data from the table will open it up in the PDF viewer and you can print from there.
JEKH0801-print.pdf Print Table print example.
JEKH0802-print.pdf Print print example.
Email Revenue
This will create a Treasure's Receipt and email it to the email address saved to the preferences when you first send off the email. Below is a link to an example print of the JE Treasure's Receipt emailed to the user.
Email To County
This will create and email the Request For Funds Transfer report for the county treasure, or to which email you input the first time, with the subject. It will ask you for a reason every time you run the report and insert it in to the reason area. At the moment, the emails can't be changed from the UI, I'll add a preferences dialog to be able to update these as needed, till then you can email fogbugz and I'll update it for you. Below is a link to the Example print for the County Transfer Request.