Creating General Ledger Entries

The Basic Journal Voucher window lets you record general ledger (non-member) entries for current month or prior month activity. To access the Basic Journal Voucher window, click General Ledger within the Accounting menu on the Portico Explorer Bar. On the General Ledger menu bar, click Journal Vouchers, then click Basic Journal Voucher.

How do I? and Field Help

To define the default options for the general ledger entries...

1. In the Transaction Information group box, click the Effective Date down arrow to select an effective date from the calendar or enter the date in MM/DD/YYYY format. Keyword: ED
2. Select the Prior Month Entry check box to record general ledger journal voucher entries for the prior month. User must be included in the Accounting - Advanced User security group or have the Acct - JV - Basic Journal Voucher - Maintain security permission.
3. Select the Receipt check box to print a receipt for these general ledger journal voucher entries (Keyword: PX). If the Receipt check box is selected, but a receipt printer is not defined on the Print Profile dialog box, the system will not print a receipt. The Receipts field on the Credit Union Profile - Print tab must specify one of the following options:
   1. E - Standard continuous-form receipt format. The effective date prints on the receipt.
   2. B - Same as option E except the business date prints on the receipt.
   3. C - Alternate format for continuous-form and document-insert receipts. Both the business and effective dates print on the receipt.
   4. D - Same as option C. Both the business and effective dates print on the receipt.
   5. P - Same as option D. Except the envelope information prints before the receipt.
4. If the all general ledger journal voucher entries are for the same branch, enter the branch in the first Branch field (Length: 3 numeric). This branch will be used for all the general ledger journal voucher entries. If the Branches Allowed check box is selected in the Options section on the Credit Union Profile - Credit Union tab, you can use the Branch fields in the following ways.
   1. In the Branch field in the Transaction Information group box, type the branch number where you want the system to make each general ledger entry. The debits and credits for each branch must equal. The system will make the entries in the specified branch instead of in the branch you are logged into. The Branch field below must be blank.
   2. In the Branch field, type the branch number where you want the system to make the individual general ledger entry. You can specify a different branch number for each of the entries appearing on the screen. The Branch field in the Transaction Information group box must be blank.
   3. If both Branch fields are left blank, the system makes the general ledger entries in the branch you are logged into. If a branch's debits and credits are not equal, the system will make an entry to the interbranch general ledger specified in the Inter-Branch GL Account field on the Credit Union Profile - Accounting tab.
5. In the first Description field, you can enter a default description to appear on general ledger reports and general ledger history for the general ledger journal voucher entries. You can use this description for all the general ledger journal voucher entries or enter a different description in the second Description field. Length: 40 alphanumeric / Keyword: DE
6. To add a specific general ledger journal voucher entry, complete the following fields above the Journal Voucher Transaction grid. Then, click Add to add the journal voucher entry to the Journal Voucher Transaction grid.

Field	Description
GL Account	The general ledger account number that will be debited or credited in the journal voucher entry. Length: 6 numeric Keyword: G1-G9 and GA for the 10th entry For speed input or transaction processor, you must use a corresponding keyword number. For example, if you use D1 (description), you must use G1 (GL number), J1 (amount), etc.
Branch	The branch associated with the general ledger account in the journal voucher entry. Length: 3 numeric Keyword: B1-B9 and BA for the 10th entry For speed input or transaction processor, you must use a corresponding keyword number. For example, if you use D1 (description), you must use G1 (GL number), J1 (amount), etc. If the Branches Allowed check box is selected in the Options section on the Credit Union Profile - Credit Union tab, you can use the Branch fields in the following ways. In the Branch field in the Transaction Information group box, type the branch number where you want the system to make each general ledger entry. The debits and credits for each branch must equal. The system will make the entries in the specified branch instead of in the branch you are logged into. The Branch field below must be blank. In the Branch field, type the branch number where you want the system to make the individual general ledger entry. You can specify a different branch number for each of the entries appearing on the screen. The Branch field in the Transaction Information group box must be blank. If both Branch fields are left blank, the system makes the general ledger entries in the branch you are logged into. If a branch's debits and credits are not equal, the system will make an entry to the interbranch general ledger specified in the Inter-Branch GL Account field on the Credit Union Profile - Accounting tab.
Amount	The amount that will be debited or credited in the journal voucher entry. Length: 12 numeric including decimal Keyword: J1-J9 and JA for the 10th entry For speed input or transaction processor, you must use a corresponding keyword number. For example, if you use D1 (description), you must use G1 (GL number), J1 (amount), etc.
DR/CR	Click the down arrow to select if the journal voucher entry is a debit or a credit. Debit Keyword: X1-X9 and X0 for 10th entry Credit Keyword: Y1-Y9 and Y0 for 10th entry For speed input or transaction processor, you must use a corresponding keyword number. For example, if you use D1 (description), you must use G1 (GL number), J1 (amount), etc.
Description	The description of the journal voucher entry that will appear on the various general ledger reports for this general ledger entry. If this field is blank, the default description will be used. Length: 40 numeric Keyword: D1-D9 and D0 for 10th entry For speed input or transaction processor, you must use a corresponding keyword number. For example, if you use D1 (description), you must use G1 (GL number), J1 (amount), etc.

The journal voucher entry will appear in the Journal Voucher Transaction grid. You can add up to 14 entries. To delete an entry, select the check box next to the journal voucher entry and click Remove. To maintain a journal voucher entry, modify the GL Account, Branch, Debit Amount, Credit Amount, or Description columns.

GL Account	The general ledger account number. When adding a general ledger account, consult the National Credit Union Association (NCUA) chart of accounts to ensure that the assigned number properly categorizes the account. This number dictates whether the Portico general ledger system classifies the account as income, expense, asset, liability, or capital. Portico does not allow a general ledger account number beginning with 0, 5, or 6. Length: 6 numeric (XXX-XXX format)
Branch	The branch corresponding with the general ledger account number. Length: 3 numeric
Debit Amount	The amount that will be debited in the journal voucher entry.
Credit Amount	The amount that will be credited in the journal voucher entry.
Description	The description of the journal voucher entry that will appear on the various general ledger reports for this general ledger entry. If this field is blank, the default description will be used.

Click Submit to send the journal voucher entries to the Portico host.

The Totals group box displays the total amount and number of debit entries, the total amount and number of credit entries, and the difference between the debit total and credit total. The debit and credit amount must equal.

To change the debit entries to credit entries and the credit entries to debit entries, click Swap Dr/Cr. You can correct entry errors or perform accrual adjustments when creating new batches.

If your credit union uses Wisdom: General Ledger, you can choose to post any GL entries directly to Wisdom by selecting the Post to Wisdom Only check box. The Post to Wisdom Only check box will only appear if the user has permission to post a journal voucher entry directly to the Wisdom system. If the check box remains unchecked or doesn’t appear, the journal voucher will be posted to Portico and will be part of the daily transaction file sent to Wisdom: General Ledger each night.

Click the new general ledger account icon button to open the GL Account - New window and create a new general ledger account.

Click the general ledger account list icon button to open the GL Accounts - List window and view the general ledger account list.

If your credit union images receipts, Portico will save images of your journal voucher receipts to the General Ledger Financial Transactions Nautilus Essentials repository. The Receipts check box in the Documents group box in the Imaging section of the Credit Union Profile – Products & Services tab indicates if your credit union images receipts.

You can also scan documents for storage in the General Ledger Financial Transactions repository from the Basic Journal Voucher window if your credit union uses Nautilus Essentials Documents. The source document scanner and software must be installed on the user’s workstation and the scanner must be activated in Portico by selecting the Enable Check Scanner check box on the Application Profile – Apps – Devices – Readers/Scanners tab.

After the receipt has been printed for a journal voucher entry, a pop-up message will appear asking if you have any source documents to scan. Click Yes to display the Source Document Scan dialog box. When a document is scanned, the system will automatically name the document image in numerical order as Document 1, Document 2, etc. and display the image names in the Scanned Documents column. To view an image, click the document name in the Scanned Documents column. The Front tab displays the front of the image and the Back tab displays the back of the image. You can rotate, rescan or delete the document image. When you click Save, the document image will be sent to the General Ledger Financial Transaction repository in Nautilus Essentials using the same index values as the journal voucher receipt. The index values are:

• GL Account Number
• GL Branch
• Teller Branch
• Teller Number
• Transaction Code
• Transaction Description
• CAN
• Business Date
• Effective Date
• Amount
• Document Type

You can view the source documents from the Teller Journaling – Transaction Journal tab. Click the icon button in the View column to display the Receipt dialog box. Click the left and right arrows to scroll through the receipt images and source document images. To view source documents from the GL History – Current Day window and GL History – Prior Day window, click the icon button in the View column to open the Nautilus Essentials viewer. Select the image link with Source Document in the Doc Type column. You can search for a specific receipt image using the View Documents dialog box.

General Ledger Effects:

• DEBIT XXXXXX General ledger account specified in the GL Account field as the debit account
• CREDIT XXXXXX General ledger account specified in the GL Account field as the credit account

Related Reports:

• General Ledger Journal And Trial Balance Reports 280 and 285
• Statement of Condition Reports 290 and 295
• Statement of Income And Expense Reports 300 and 305

Teller Balancing Effects: The teller balancing effects are as follows:

• Adds the debit total to the Transfers/JV amount field on the Balancing and Close tab
• Adds one to the Transfers/JV count field on the Balancing and Close tab

Do not make entries to the general ledger account numbers assigned to shares, loans, or certificates of deposit. Changes to these accounts normally require changes to individual member accounts.

In addition, do not make changes to the teller cash general ledger account 739200 using the Basic Journal Voucher window. Any journal vouchers required to change funds must be made to the vault cash general ledger account 739100.

To correct an entry, access the Basic Journal Voucher window and enter the debit amount as a credit and the credit amount as a debit.

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