Enter a Basic Journal Entry Lesson

In this lesson you will learn how to enter a Basic Journal Entry.


  1. Click the State of Nebraska link.

    Step 1
  2. Click the Accounting link.

    Step 2
  3. Click the Manage Journal Entry link.

    Step 3
  4. Click the Enter Manual Journal Entries link.

    Step 4
  5. Click the Journal Entries with Debit/Credit Format link.

    Step 5
  6. Click the Add button.

    Step 6
  7. Click in the G/L Date field.

    Step 7
  8. In the G/L Date field enter the date of the journal entry or leave blank to default to today's date. Enter "12/31/09".  


    Note: The G/L Date must be a date in the period this document will post. If your agency's processing cycle (prepare – approve – post) takes 3 days, then 3 days before the end of the month, begin using the next month's date.

    Step 8
  9. Click in the Explanation field.

    Step 9
  10. Enter the explantion in the Explanation field. Enter "Training Entry".

    Step 10
  11. Click in the Account Number field.

    Step 11
  12. Enter the account number in the Account Number field. Enter "65025009.531100".  


    Warning: Do not enter accounts with a Posting Edit (PE) code of N (non-posting) or I (inactive).

    Step 12
  13. Press [Tab].

    Step 13
  14. Press [Tab].

    Step 14
  15. Enter the debit or credit dollar amount, as needed in the Debit Amount or Credit Amount field.


    Warning: Do not enter debit and credit amounts on the same line.  


    Enter "100" into the Credit Amount field.

    Step 15
  16. Use the scroll bar to scroll to the right.  


    Click the scroll bar.

    Step 16
  17. Complete the Purchase Order and PO Do Ty fields if necessary. 


    Note: If you are entering a journal entry to correct a purchase order, you must enter the purchase order number in the Purchase Order field and the purchase order document type in the PO Do Ty field. For example, if you are correcting purchase order 12345 OP, you would need to enter 00012345 (the Purchase Order field is 8-digits) in the Purchase Order field and OP (all capitol letters) in the PO Do Ty field. These two fields are required in order for the journal entry to be reflected on the Received Not Vouchered Report.  


    In this lesson we are not correcting a purchase order so we will leave these fields blank.

    Step 17
  18. Recording Utility Expenses:


    Utility Expenses paid by Purchase Card shall be recorded using the correct object code/unit of measure combinations (Please refer to the table in the Overview of this Training Guide).  The Object Code, Unit of Measure(UM), and Number of Units must be entered on each journal entry and the Facility Code of the Facility must be entered in the Address Book field.

    Step 18
  19. Note: Please refer to the Utility Expense Table.

    Step 19
  20. Note: If you began typing on a blank line and then decide not to use it, delete the blank line before you accept the entry. Choose the blank line, click Delete to display a confirmation message, and click OK to confirm the deletion.

    Step 20
  21. Click the scroll bar to scroll back to the left.

    Step 21
  22. Click the Account Number field for the second row.

    Step 22
  23. Enter "65025009.521100" into the Account Number field.

    Step 23
  24. Click in the Debit Amount field.

    Step 24
  25. Enter "100" into the Debit Amount field.

    Step 25
  26. Click the OK button.

    Step 26
  27. Write down the Previous Document Number and Batch Number for approval and posting.

    Step 27
  28. Enter additional documents if needed by repeating the previous steps.


    When finished click the Cancel button.

    Step 28
  29. Note: You can click Find to display the batch numbers and document numbers for the batch entered.  


    In this lesson we are not going to click Find.

    Step 29
  30. Click the Close button.

    Step 30

You have successfully completed this lesson.

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