Prior Perid Journal Entry

Overview of FW10

There are times when it becomes necessary to enter journal transactions in prior accounting periods. DDI Connect allows this functionality, but your ability to do so is controlled by the settings you opted for on the FundWriter Setup screen. To enter a prior period journal, the period or year in question must be open. If it is not, you must use the Close Period/Year screen to re-open the period or year. Once open, you can proceed to post transactions:

• From the DDI Connect main menu, double-click FundWriter
• Double-click Prior Period Journal Entry. You will see a screen similar to this one:

Creating/Opening a Batch

In order to start entering journal transactions, you must first create a batch. To open an existing batch, either double-click the batch or click it once to highlight and then click Open. To create a new batch, click the New button on the toolbar. You will see this screen:

The following fields are available on this screen:

Field	Description
Batch number	The system will automatically assign the next available batch number. This field cannot be modified
Fiscal Year	Enter the Fiscal Year that the transactions in this batch will apply to. If you happen to enter a Fiscal Year other than the current fiscal year, you will see a warning "Fiscal year does not agree with current business date"
Description	Enter a brief description of the batch
Control count	This optional field allows you to enter the total number of items expected for this batch
Control total	This optional field allows you to enter the total amount of all items expected for this batch

When you have finished entering the information, click OK to proceed. You will now see this screen:

Adding New Journals

You have 3 options for creating new journals on this screen.

Create a New Document

To create a new document, click New and select Create a New Document:

You will see this screen:

The Fiscal year field will default to the fiscal year you entered for the batch, and this field cannot be changed. In the Document # field, you can choose to enter a document number or leave the field blank to select the next available document number. Click OK to proceed. You will now see this screen:

Document Setup

The Document Setup is the first tab on this screen. The following fields are available:

Field	Description
Memo	If you wish to add a short notation to this document, you can do so here
G/L tran date	Enter the date that this transaction should be posted to the G/L. You can type the date in a mm/dd/yyyy format or click the calendar icon to select the date
Amount	Enter the total amount of the document

When you have finished entering the information, you can click the Line Items button or the Line Items tab to proceed.

Line Items

When you click to Line Items, you will see this screen:

The following fields are available on this screen:

The following fields are available on this screen:

Field	Description
Reference	The Reference field is a freeform text box that can be used as a brief description to indicate the purpose of the entry. For example, a loan number, gift number, or other notation
Line amount	Enter the dollar amount for the line
Percent	The Percent field will automatically update based on the dollar amount entered in the Line Amount field. You can also enter a percent here to automatically update the Line Amount field
G/L account	Enter the G/L account or click the list icon to select from a list of active G/L accounts
Due	If you click the drop down, you can select From or To. If you make a selection here, the Due From/Due To transaction process is activated. This feature can be used for things such as transferring funds from an unrestricted to a restricted account, or from a temporarily restricted to an unrestricted account
Memo	If you wish to add a memo to the transaction, you can do so here. For example, you might note the purpose of the line item, such as "Correcting Loan Transactions for June 2012"

When you have finished entering the information, click OK. The system will populate the lower portion of the screen with the line information, and prepare for Line 2 entry:

Repeat the above procedure until you have entered all of the appropriate debits. When your total reaches 100%, the next line item automatically becomes a credit transaction:

The DDI system utilizes T chart accounting, and requires that each journal balance in full before it can be posted to the General Ledger. The total debits and total credits must balance completely before you can proceed with posting.

When you have entered your debits and credits, your screen will look similar to this:

If you need to edit a line item, you can do so either by double-clicking the line item or by clicking the Edit button on the toolbar. When you have made your changes, click OK.

Memos

If you wish to add a memo, you can do so by clicking the Memos tab. For information on adding memos, please reference this page: Adding Memos

When you have finished adding all of your information, click Save to save the new journal.