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Each line on the Ledger is required by law to have a Journal Item Number. Therefore, the number to be assigned to each slip when the Journal is printed is automatically recorded by the application through Batch Numbering of Journal Items.
The Batch Numbering of Journal Items is performed after the approval of G/L transactions. This transaction is performed using the Batch Numbering of Journal Items options located under the General Ledger module > Operations menu.
The Filters option is used to specify the transaction date range and divisions to which the batch numbering of journal items will be applied.
The filter options and values are:
Starting Condition: Indicates the numbering method. This filter line lists the following options.
- Start After the Last Numbered Transaction
- Start with the First Date of Date Range
- Start with the Transaction Having the Specified Number
When Start After the Last Numbered Transaction is selected, the numbering is performed for other transactions by processing the last numbered transaction.
When Start with the First Date of Date Range is selected, the numbering is performed by processing the date specified on the date range field.
When Start with the Transaction Having the Specified Number is selected, the numbering is performed by processing the first numbered transaction.
Date Range: This filter line is used to specify start and end dates for the numbering transaction.
First Journal No: This field is used to specify the first number to be used for batch numbering of journal items.
Organizational Unit: Used to filter G/L slips to be numbered by organizational unit. The filter is applied by making a group or range definition. Defined units are listed when the “...” icon is clicked. The unit to be numbered is selected.
Chart of Accounts: Main Chart of Accounts / Second Chart of Accounts / Third Chart of Accounts
Source Slip: Approved / Unapproved
Listing: When Listing is selected as By Type, listing is based on G/L slip types. If Listing is selected as By Number, then listing is based on slip numbers.
Once required conditions are set on the filter lines, the numbering transaction is started by clicking the “Apply” button. Numbers assigned will be transferred to the Journal Item No field of G/L slips.