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Using the general journal

While many transaction types can be entered into specialized windows in Sage 50, there will always be a need to have a general journal to be able to record entries that do not fit into specialized fields. Such entries include infrequent transaction types as well as adjusting entries. This topic shows you how to use the General Journal Entry window to record an entry into the general journal in Sage 50.

To record an entry using the general journal window, click General Journal Entry in the Shortcuts section in Sage 50. Alternatively, click Tasks in the main menu bar then select General Journal Entry from the drop down list that is displayed.

Select general journal entry

This opens the General Journal Entry window where you can enter the details of the journal entry into Sage 50. The following screenshot and reference table show step-by-step instructions on how to enter information into the General Journal Entry window in Sage 50. Note that each step is assigned a reference number to help you identify the appropriate field or icon in the screenshot of the General Journal Entry window.

The General Journal Entry window with reference numbers

General journal entry window
Step Sage 50
field or icon
Action
1 Date Click the calendar icon to select the date of the entry.
2 Reference Enter a meaningful reference for the entry.
3 GL Account Select the general ledger account number for the account to be debited. Watch out though - Sage 50 does not display the description of the account, so you need to be very careful and double check the account number displayed corresponds to the account you intended to select.
4 Description Enter a meaningful description for the entry such as the name of the account selected.
5 Debit column Enter the dollar value to be debited to the selected account.
6 New line Record the credit side of the entry by selecting the account number to be credited and entering a meaningful description of the entry. Then, record the dollar value to be credited under the Credit column.
7 Save icon Once you have entered the information in the General Journal Entry window, remember to review your entries and save the information by clicking the Save icon.
Puzzle icon

Helpful Hint!

If you are completing the Sage 50 Practice Set, you only use the General Journal Entry window to record adjusting entries.

Remember, all other transaction types should be recorded in their appropriate window. This is because these other windows are designed to record the details relating to the specific customer, vendor or inventory item used in the transaction. These details are not able to be captured in the general journal, so are unable to be tracked if the transaction is recorded in the general journal.

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