Create an Adjustment/Journal Entry

An adjustment/journal entry is used to post revenue (sales tax receipts, fine payments, licenses paid, etc.) or make adjustments to budget accounts. The program allows multiple lines for each adjustment so several items on a single receipt can be entered, and so debits can be balanced with credits (you cannot save adjustment that does not equal zero). Follow the steps below to create a new Adjustment/Journal Entry.

Optionally, you can also set reference number and vendor to populate automatically. Instructions for setting up defaults can also be found below.

Step-by-Step Instructions

1. In Budget, press the Adjustments/JE button in the left menu.
2. If not automatically populated, enter a reference number in the Adj Refr# field.
3. If not automatically populated, enter a vendor account number in the Vendor field.
4. Enter a date in the Date field. It will default to today's date, but can be changed.
5. If entering a journal entry for a previous month, change the Mo-Yr field to match the Date field.
6. Use the controls at the bottom of the window to enter the account number in the Account field.
   If you don't know the full account number you wish to use, press the magnifying glass icon next to the Account field to search by a partial number or name.
7. The Acct Description will populate after an account is selected.
8. Use the Description field to enter a description of the transaction.
9. If you use Department Code, enter the department code in the Dept field.
10. Enter either a debit or a credit to the account.
    

    Debits and credits must be equal before you can save the journal entry! The Total field will display $0.00 when all debits and credit are equal.

11. Press Tab or Enter to save the line.
12. Repeat this process until all debits and credits are entered and the Total field equals $0.00.
13. Press the Save button to save the journal entry.

Set Defaults

Every journal entry requires a reference number and vendor. Budget Manager provides several options to automatically populate the reference number and the vendor.

Automatically Populate Reference Number

1. Go to Options, then select Detail Records.
2. On the Detail Records Options screen, check the Auto Adj Numbering option.
3. In the field Next Adj#, set the reference number for the next journal entry you create. Budget will use this number to create reference numbers sequentially.
   If you already have data in Budget Manager, be careful changing the Next Adj# and make sure you enter a number that has not already been used.
4. Press Save.

Automatically Populate Vendor Number and Name

Most users create a vendor with a name like Journal Entries to use with all journal entries. Follow the steps in our Add A Vendor page to create a vendor for Adjustments/Journal Entries. You only need to assign a number and enter a name.

1. Go to Options, then select Detail Records.
2. In the Adjustments Vendor Code, field enter the vendor account number.
3. Press Save.