GO2BU - EHORS MANUALS
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This program is to create journals that will run based on a regularly scheduled batch job and are used to divide costs evenly over a certain period.
E.g. A car insurance is always paid a year in advance, but in the P&L you wish to see the cost per month.
When the invoice is booked, the account is usually an account like "Prepaid Insurance". Then monthly 1/12 of the amount will be re-allocated from prepaid to expense "Car Insurance".
In this program this exercise can be automated, making month closing faster and less work.

Filters

Completed: Tick this box if you want to see the completed transaction. 

Not Complete: This is pre-selected by default.

Automatic Journal: This is pre-selected by default, Untick if you don't want to see the transaction(s) created in this program.

Fixed Asset: This is pre-selected by default, Transactions created from the fixed Assets progam are in green color. 

Hide Inactive: Untick if you want to show the inactive transaction.


HOW TO USE AN AUTOMATIC JOURNAL?

  1. Click the "add new record". 
  2. Give the Journal a recognizable name.
  3. Select the account to be credited.
  4. Select the start date of the journal. Select any date except 29, 30 & 31 as other months won't have this date.
  5. Select the Division and Department.
  6. Select the account to be debited.
  7. Total No. of months: Enter the number of months, in this example, I entered 24 as the insurance is good for 1 year.
  8. No. of months booked: Enter the number of months if you have partially booked the journal. If not, enter a "zero" value.
  9. Remaining No. of months: This field will automatically adjust base on the value entered on the no. of months booked.
  10. Amount Invoice: Enter the invoice amount excluding Vat/Tax.
  11. Amount booked: Enter the amounts booked if you have partially booked the journal. If not, enter a "zero" value.
  12. Balance: This is an auto-calculation.
  13. Journal Amount: This is, the balanced divided by the number of months. 

To Edit

  1. Click the "edit" icon and start editing the data.
  2. Click "submit" when done.
  3. Click "Cancel" if you don't want to make any changes.

Remarks: The system will allow the user to edit but whatever is already posted will not be affected. You'll need to make a manual correction for the previous transactions. 


To Delete (deactivate)

  1. Select the data that you want to deactivate, click the "deactivate" button.
  2. Are you sure you want to de-activate this record?
  3. Click "OK".


To Re-activate

  1. UN-tick the box “hide inactive” to show the inactive records.
  2. Select the data that you want to re-activate, click the "re-activate" button.
  3. Are you sure you want to re-activate this record?
  4. Click "OK".



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