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.

Copy an existing document

You have the option of copying an existing document. To do so, click New and select Copy an existing document:

This will launch the Prior Period Adjustment Inquiry screen:

This is the General Journal Inquiry screen. Enter the parameters you wish to use to search for the document you wish to copy. When you locate it, you can double-click it or click it once to highlight and then click Select. The screen will now appear like this:

Enter the document number you wish to use, or leave the field blank to select the next available document number. Click OK. The screen will now appear similar to this:

The information from the copied document has been populated on the Document Setup and Line Items tab. You can modify the information as needed.

When you have finished making your adjustments, click Save.

Copy from a document template

To create a new document from a document template, click New and select Copy from a document template:

This will launch the Journal Template Inquiry:

This is the same screen as the General Journal Inquiry screen, except that you enter the template number in the document number field on this screen. Search for the template you wish to use. When you locate it, you can double-click it or click once to highlight and then click Select. You will now see this screen:

Enter the document number that you wish to use, or leave the field blank to select the next available document number. Click OK. The new document screen will launch:

The information from the template has now populated the Document Setup and Line Items tabs. You can modify the information as needed. Once you have adjusted, click Save to retain your changes.

Import

If your organization has elected to prohibit all prior period transactions on the FundWriter Setup screen, you are not able to use the Post Transactions function to post transactions other than those dated in the current (or a future) accounting period. The only way to post those transactions is to use the Import functionality.

From the Prior Period Journal Entry screen, click the Import button on the toolbar. You will see this popup:

First, you must select the source of the transactions that you wish to import. Click the drop down arrow to select the source:

If you select a source that does not allow for this functionality, the system will not allow you to attempt to import. If you select a valid source, such as CheckWriter, the system will prompt you to provide certain information. For CheckWriter, the system requires the checking account and check number. When you provide the needed information, click OK. The system will prompt you:

If you have more items to import, click Yes. Otherwise, click No. The journal screen now shows the imported item:

If you double-click the item to view the document, you can click the Line items tab to view the details:

Click Exit when you have finished viewing the information.