On-line Journal Entries
On-line journal entry mode is the quickest way to enter journals and update the general ledger master file. Batches do not have to be created in on-line mode. The disadvantage is that tracing errors may be more difficult as on-line entries are not assigned a batch posting number in the general ledger audit trail history report.
On-line journals are best used when only a small number of transactions need be posted, and when one operator is responsible for the updating of and posting of entries to the master file. If two or more users are responsible for maintaining the general ledger it is suggested that the more 'traditional' batch entry method be used as this more easily allows for the tracing of the error back to the operator responsible.
When on-line journal entries is activated, users are prompted for:
Period to Post
Enter the period you wish to enter journals, press F12 or click on
to list available periods for the open financial year.
Consult the topic: Entering Journals for more information on the specific commands and procedures involved in entering journals.
Your on-line entries must balance. CAPITAL will not offer to post your entries if they are not balanced. You must either correct the problem before being allowed to continue, post the difference to a suspense account (and then adjust the suspense account at some later date using a new set of journal entries) or abandon your journals. For this reason it is best to limit your use of on-line journals to small numbers of easily correctable entries.
If your computer should crash due to hardware malfunction or operator error during the entry of on-line journals you may notice journal batches appearing in general journals mode with the batch number "online". These "damaged" batches should be deleted from the system using the del (delete) key.
On-line
journal entries cannot be reverse posted. If you are entering large numbers of journals, place them in
a general
journal batch instead, so they may be reversed, corrected and reposted if necessary.
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