Integra Financial System General Ledger Journal Entry Manual

Integra Financial System
General Ledger
Journal Entry Manual

1 INTRODUCTION
The aim of this document is to outline the procedures involved in the operation of the
McKeown Integra financial software package. The university has been using a McKeown
financial package for some time now. This package has now been superseded by an upgraded
version that may contain changes affecting some faculties or departments. It is hoped that
this manual will help identify these changes and assist department in the adaptation of them.
2 ACCESS
Due the nature of the information stored in the McKeown System access will be limited to
members of staff depending on their department/ faculty and their position therein.
3 GENERAL LEDGER JOURNAL ENTRY
Although the McKeown Integra System is a module-based system and as such the General
Ledger receives the majority of its information from the other modules directly i.e. the Sales
Ledger, Purchase Ordering System, Purchase Ledger etc. there will still be a requirement for
some journal entries to be created in the General Ledger.
To enter a Journal Entry select option ‘Journals’ from the Main Menu illustrated below.
This screen may vary from user to user.

Having selected the journal option from the main menu you will now be presented with the
above screen. The menu offers ‘8’ journal entry options. Journals are input using the
[Current Period Journals].

The user can now commence to enter the Journal. Illustrated below is the initial screen of the
Journal Entry procedure.
The first field to be completed is the Journal Type. The journal type determines:
• what information you will be requested for
• the decimal precision of the data
• the control mechanisms to be applied
• the prompts/descriptors to appear for certain data fields
The main Journal Type established for direct entry to the General Ledger by devolved users is
JV01. As a rule correcting journals should be processed through the subsidiary systems in
which the original entry was made.
Input the ‘Journal Type’ in the appropriate field. The Journal Type can either be keyed
in directly (if known) or selected from a lookup table menu that can be obtained by
clicking the ‘magnifying glass symbol’ icon on the tool bar.
The next item requested is the ‘Source Code’. This source code is defaulted from the Journal
Type press the [TAB] key to accept. The default source is ‘00’ which indicates a direct entry
journal.
The Posting Period field will default to the current period and the Journal number will be
determined by the system when the journal is created.
The Journal Date should be the current system date. The [TAB] key will default the current
date in.
Having selected the journal type additional information will default in. In the case of the
JV01 the following additional information is required to be input;

• Prepared by
• Authorised by
• Narrative
The Journal has a narrative section that can hold up to 4 lines of 40 characters. All users
should enter a narrative here to help describe the Journal and the reason for its entry.
The Currency Code field defaults to Pounds Sterling and the in the Foreign Currency field
the conversion rate appears for the ECU. However you can input a different rate.
Once the appropriate fields have been entered the screen should look like the one shown
below.
Click on [Proceed] for the Control tab card to be viewed.
The screen will now change to that displayed on the next page.

The total value of debits for the journal being posted must be entered in the field marked
Control Totals (Debits) opposite gbp.
The last requirement on this screen is to enter the number of lines that will be entered on the
journal. Once this is done hit the [TAB] key to continue.

The Screen will again change. It is in this screen that the actual detail of the Journal will be
entered.
The Line No. field will default to the first line number 001.
The Narrative field will default to that which was entered on the Journal Voucher Header
screen.
Firstly enter the account code against which a posting is to be made. This account code (cost
centre and analysis code) can either be keyed in directly (if known) or selected from a lookup
table menu that can be obtained by pressing the ‘magnifying glass symbol’ button on the tool
bar.
Having selected the account code [TAB] to the debit/credit selection. This will default to
Debit. To change this to Credit ‘click’ on the Debit button with the right mouse button. Now
[TAB] across to the next field. This will allow you to enter the amount to be debited or
credited to the account.

The screen will now look like the one shown above.
Having done this ‘click’ on the [ADD] button.

The screen will change and now allow you to enter the details for line 2.
Details of what was entered on line 1 now appears at the bottom of the screen.
This screen is shown below.
Repeat the steps for the next line on the journal.
After having input details of the last line in the journal the screen will now appear as shown
below.

Having done this click on the [ADD] button.
The box shown above will appear. Click on [OK] and the Journal Number which is
generated by the system will appear.
Record this number on the journal input form.
Details of all postings for the journal will now be shown at the bottom of the screen.

Another box will now appear as shown on the next page called Update Complete.
This box shows the Journal Voucher number. Click on [OK].
By clicking on the [Control] tab card you should see the following screen.

Remember: Debit total must equal the Credit total and that the total number of lines must
not exceed the number of lines previously entered on the Control tab card.