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Cash Journal Entries
Purpose: Allows you to display, edit and add Cash Journal entries which are used to produce the budget and actual reports and to provide the cash transactions for the conversion to generally accepted accounting principles.
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Note: To view the imported cash transactions, use the Cash Journal Report.
Select a Fund - SCC: In order to create Cash Journal entries you must select a specific fund.
As an example, use the general fund, 001 - 0000.
Data Fields:
- Add Cash Bal - Click the button to enter the beginning budgetary cash and encumbrance balances for the selected fund.
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Example: Modify Entry # 3252 (which is an expense/expenditure transaction) If necessary, use the Find option to locate the desired entry. Then click on the pencil icon to open it for editing. The following screens will appear:
Fields to Adjust:
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Click on the pencil icon to open the entries for changes. A screen similar to the following will appear:
Make the desired changes and click on the green check mark to save the changes, or click on the red "X" to delete the entry.
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To add a new transaction for a Cash Balance, click on the appropriate button, and a box such as the following appears:
You will need to enter data for the Entry #, Transaction Type, Description, Source and JECategory. If you leave the entry number field blank the system will assign it the next number available. Click on the SAVE button. Screens similar to the following will appear:
Click on the "+"sign and the following box will appear:
Enter a value, such as 2250000, for the beginning cash balance and prior year encumbrances rolled forward to the current year and then click on the green check mark to save. The result will now look like the following:
If you click on the "+" icon you will be prompted to enter another beginning fund balance and prior year encumbrance.
Finally click on the SAVE button, and you will be returned to the listing of journal entries where you should see the entry just added, as illustrated below:
Add an Expense Transaction:
Click on the button to Add Expense. The following box will appear:
Enter data for the Entry #, Transaction type, Description, Source and JECategory. If you leave the entry number field blank the system will assign it the next number available. Then click on the SAVE button and the following screens will appear:
Now click on the "+" button to add a new transaction. The following screen will appear:
Now enter the data and click on the green check mark to save the entry. Screens such as the following will appear:
Click on the "+" sign to add another expense transaction or when finished, click the SAVE button in the heading to return to the beginning.
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Add a Receipt Transaction:
Click on the button to Add Receipt. The following box will appear:
Enter data for the Entry #, Transaction type, Description, Source and JECategory. Then click on the SAVE button and the following screens will appear:
Now click on the "+" button to add a new transaction. The following screen will appear:
Now enter the data and click on the green check mark to save the entry. Screens such as the following will appear:
Click on the "+" sign to add another revenue/receipt transaction or when finished, click the SAVE button in the heading to return to the beginning.