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Adjusting General Journal Entries

Autosoft -

Easily edit posted journal entries for the current and post-ahead months using the Adjust General Journals option on the Journal Entries menu. This option eliminates the need to reverse and recreate general journal entries to make a correction.

This option allows users to adjust the general ledger account, control, and the debits and credits of any entries made in 30s, 70s, and 80s journals, but only if the adjusted entries balances. However, this feature cannot be used to reverse or void checks (journal 40s and 60s) or adjust vehicle sales (journal 10s and 20s).

To adjust a general journal entry, follow these steps:

Step 1. From the Dealership Accounting main menu, select Journal Entries.

Step 2. Click General - Purchases - Receipts on the Journal Entries menu. 

Step 3. The Journal Entries menu opens. Select Adjust General Journals

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Step 4. A pop-up displays a message regarding the conditions under which the adjustment utility can be used. After reading the message, click OK to dismiss it.

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Step 5. The Adjust General Journals screen opens. In the Document field, type the document number you wish to adjust. 

Adjust_General_Journals_screen.png

Step 6. The Journal field populates with the journal number where the document was found, and the screen displays the journal entry with the specified document number. If the document you're looking for isn't the one listed for the journal, click the Next Journal button at the bottom of the screen to select another journal.

adjust_general_journals_with_info.png

Note:  Documents posted in 10s, 20s, 40s, and 60s journals cannot be adjusted in this screen. Specific screens are provided for making changes to these documents.

Step 7. Click a line to edit the information. 

Step 8. The Original field displays the original amount posted to the transaction line. To edit the amount, type the new amount in the Adjusted field.

To change the General Ledger account, enter the new account in the G/L field.

To change the control, click in or enter to the Control field and use the Schedules button at the bottom of the screen to search for existing controls for the account.

Step 9. ENTER through the line to save the changes.

Lines that have been adjusted will be marked with an asterisk (*). The last two columns on the screen will show the Debits and Credits for the adjustment after a change has been made. The adjusted lines' Description fields will contain a prefix of (RE) for reversed and (RP) for re-post, followed by the original description.

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Step 10. To print the adjustments, click the Print button, select To Printer or To Screen, and click Print again. The Adjust General Journals report will only display the lines of the entry that have been adjusted.

adjusted_report.png

Step 11. The entry must balance before posting. Click Post Transaction to post the adjustments made to the correct month.

Step 12. The system will verify that you wish to post the entry. Click OK to continue. 

Important:  Once a line has been adjusted, the line cannot be successfully edited again. If an incorrect change was made before posting, click Clear to clear the entry from the screen and start over.

 

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