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User Guide - Journal Entries

This guide provides the user with an overview of the JE feature and functionality in Smartwebs, including directions on how to configure and utilize journal entries in Smartwebs

System Journal Entries are created for every transaction made in Accounting. Manually entered Journal Entries are called Adjustments in Smartwebs

Entering a Journal Entry

  1. Navigate to Accounting > GL > Journal Entries
  2. Select the '+Add Journal Entry' button
    1. From the dropdown select "Add Journal Entry"
  3. Enter the Date
  4. Enter a Memo (This is the main memo/description)
  5. Select "Is Cash" if needed to make a Cash Basis Accounting entry
  6. Select "Auto Reverse" and the reversal date if the entry is to be reversed on a specific date. 
    1. Temporary adjustments, accruals etc. 
  7. GL Code/GL Account - Enter the code or name for a GL
  8. Cost Center - Select the Cost Center for the specified GL (if different than the designated default Cost Center)
  9. Debits/Credits - Enter the amount in the appropriate side of the entry. If there is a variance (in red) at the end of your entry, adjustments need to be made to your entry 
  10. Note - This is an optional note that will show in the GL transaction history, but is not the main memo for the Journal Entry
  11. Select the 'Save" button to post

Features

  • Searching
    • You can search by any text in a Journal Entry
  • Exporting
    • You can export the Journal Entries by selecting the Excel  or PDF icons
    • a Pop-Up box will give you options to:
      • View in a new tab (PDF only)
      • Download the file
      • Email
      • Post to a Document Folder or to a Homeowner Portal
  • Column Headers
    • You can sort by date by selecting the arrow to the left of "Date" 
  • List Size
    • You can view 25 or 100 rows at a time
  • Date - The default dates are the last 30 days; use the calendar to make changes
  • Type - Use the dropdown menu to view a specific type of JE
  • View - Select either Accrual or Cash from the dropdown menu
  • Deleted Journal Entries - Selecting this option shows all deleted journal entries
  • Journal Entry Details
    • Select the row for a Journal Entry for the entire transaction