72 Revise a Journal Entry by Line Number

This chapter contains this topic:

Section 72.1, "Overview"

72.1 Overview

Navigation

From General Accounting (G09), choose G/L Advanced & Technical Operations

From G/L Advanced & Technical Operations (G0931), choose Revise Journal Entry by Line Number

After you identify errors on the posting edit report, you can quickly change an unposted journal entry by revising a journal entry by line number.

When you enter data, the system:

Displays and updates journal entry data in the Account Ledger table (F0911)
Updates batch information in the Batch Header table (F0011)

Caution:

If you make changes to journal entries using this program, you might cause them to be out of balance.

To revise a journal entry by line number

On Revise Journal Entry by Line Number

Figure 72-1 Revise JE by Line Number screen

Description of "Figure 72-1 Revise JE by Line Number screen"

To locate the journal entry, complete the following fields:
- Document Type
- Document Number / Key Company
- G/L Date
- JE Line Number
- Ledger Type
Do one of the following:
- For batch type G, change any of the following fields:
  - Explanation
  - Explanation 2
  - Account Number
  - Subledger / Subledger Type
  - Asset ID
  - P. O. Number
  - Reference 2
  - Service/Tax Date
  - Enhanced Subledger 1-4
  - Enhanced Subledger Types 1-4
- For batch types other than G, change any of the following fields:
  - Explanation
  - Account Number
  - Subledger / Subledger Type
Use the Change action.

Field	Explanation
Document Type	A user defined code (system 00/type DT) that identifies the origin and purpose of the transaction. JD Edwards World reserves several prefixes for document types, such as vouchers, invoices, receipts, and timesheets. The reserved document type prefixes for codes are: P – Accounts payable documents R – Accounts receivable documents T – Payroll documents I – Inventory documents O – Order processing documents J – General ledger/joint interest billing documents The system creates offsetting entries as appropriate for these document types when you post batches.
Document No/Key Co	A number that identifies the original document, such as a voucher, an invoice, unapplied cash, or a journal entry. On entry forms, you can assign the original document number or let the system assign it through Next Numbers.
G/L Date	A date that identifies the financial period to which the transaction will be posted. The company constants table for general accounting specifies the date range for each financial period. You can have up to 14 periods. Generally, period 14 is for audit adjustments.
JE Line No	A number that designates a line within a journal entry. The system uses this field to sequence the journal entry for review purposes.
Ledger Type	A user defined code (system 09/type LT) that specifies the type of ledger, such as AA (Actual Amount), BA (Budget Amount), or AU (Actual Units). You can set up multiple, concurrent accounting ledgers within the general ledger to establish an audit trail for all transactions.
Explanation	A description, remark, explanation, name, or address.
Explanation 2	A name or remark that describes an element in the JD Edwards World systems. Form-specific information Additional information about the journal entry.
Account Number	Identifies an account in the general ledger. You can use one of the following formats for account numbers: 1 – Standard account number (business unit.object.subsidiary or flexible format) 2 – Third G/L number (maximum of 25 digits) 3 – 8-digit short account ID number 4 – Speed code The first character of the account indicates the format of the account number. You define the account format in the General Accounting Constants program (P000909).
Subledger	A code that identifies a detailed auxiliary account within a general ledger account. A subledger can be an equipment item number, an address book number, and so forth. If you enter a subledger, you must also specify the subledger type.
Amount	A number that identifies the actual amount. Type debits with no sign or a plus sign (+). Type credits with a minus sign (-) either before or after the amount. You can use decimals, dollar signs, and commas. The system ignores non-significant symbols. Form-specific information For G and non-G batches, you cannot change the amount.
Units	The quantity of something that is identified by a unit of measure. For example, it can be the number of barrels, boxes, cubic yards, gallons, hours, and so on. Form-specific information For non-G batches, you cannot change this field.
Asset ID	Enter the asset number in one of three different formats: 1 – Item number (a computer-assigned, 8-digit numeric control number). 2 – Unit number (12-character alphanumeric field). 3 – Serial number (25-character alphanumeric field). Every asset has an item number. Unit number and serial number are optional. The first character that you enter indicates which asset number you are entering. The system examines the first position for a special character (/ or *). If you do not enter a special character in the first position of the field, the system assumes that you are using the default asset number defined for your system. You identify the special characters on the constants form.
P.O. Number	A document that authorizes the delivery of specified merchandise or the rendering of certain services.
Reference 2	A number that provides an audit trail for specific transactions, such as an asset, supplier number, or document number.
Service/Tax Date	A date that indicates either when you purchased the goods or services, or when you purchased the goods and services and incurred the tax liability. Generally, when you leave this field blank, the system uses the G/L date you specified.
Enhanced Subledger 1-4	An enhanced subledger can be, for example, an equipment item number or an address book number. If you enter an enhanced subledger code, you must also specify the enhanced subledger type. This field acts the same and is edited much the same as the Subledger field.
Enhanced Subledger Types 1-4	A user defined code (16/E1 through 16/E4)) that is used with the associated Enhanced Subledger field (ABR1 through ABR4) to identify the Enhanced Subledger field type and how the system will perform the Enhanced Subledger editing. The second line of the description on the User Defined Codes form controls how the system validates entries in the Enhanced Subledger field. This is either hard-coded (edits against a file as described in the second line of the description) or user defined. User defined examples include: A Alphanumeric field, do not edit N Numeric field, right justify and zero fill C Alphanumeric field, right justify and blank fill

72.1.1 What You Should Know About

Topic	Description
Adding journal entries	You cannot use this form to add a journal entry. See Entering Basic Journal Entries (P09101) in the JD Edwards World General Accounting I Guide to add journal entries.
Locating journal entry line numbers	An easy way to locate the line number for a journal entry is to print either of the following reports: General Journal by Account General Journal by Batch Number
Batch and line number	To locate the journal entry, the batch number must exist and the line number must be unique to the document type, document number, company, and G/L date.
Deleting data	You can only delete data from journal entries with a batch type of G. Use caution if you do so. This can cause the batch to be out of balance.