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General Journal Control Account Lockout

Prohibit Control Accounts in the General Journal feature when enabled will restrict the user from selecting special accounts in the General Journal.  

 

In the case of existing or duplicated General Journals, the user will also be restricted from posting General Journals with special accounts.  Special Accounts are accounts under the following account groups or account type.

Receivables group

Payables group

Cash accounts group

Credit Cards group

Equity account type

 

GJControlAcctLock_01

 

When you select a special account with this feature enabled, this message will be shown.

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When you post existing General Journal or duplicated General Journal with special accounts, this message will be shown.

GJControlAcctLock_03

 

Clicking Yes on the above message box will open the Password form where you can enter the Password to either select special accounts or post general journals with special accounts.

GJControlAcctLock_04

 

Info Note:  If you will Post the transaction you created with “special accounts”, Security Override Form will not show up again.

 

 

Example 1:

Selecting a Petty Cash, which is under Cash Accounts group, will show this message.

GJControlAcctLock_05

 

 

If Yes is selected on that message, the Password form will be shown where you can enter the password to be able to select special accounts.  At this point enter the password and click OK.

GJControlAcctLock_06

 

Now Petty Cash is added successfully.

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When you try to Post it, the Security Override Password will no longer show up.

GJControlAcctLock_08

 

Now this General Journal is posted successfully.

GJControlAcctLock_09

 

 

Example 2:

Reopening then Posting an existing General Journal with special accounts will also show this message.

GJControlAcctLock_10

 

If Yes is selected on that message, the Password form will be shown where you can enter the password to be able to post General Journal with special accounts.  At this point enter the password and click OK.

GJControlAcctLock_11

 

Now this General Journal is posted successfully.

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Impact of the new implementation on Batch Posting

 

In Batch Posting, General Journals with special accounts will not be posted.  It will post other General Journals without special accounts and leave those with special accounts unposted. There will also be a message in the Message column telling you why the particular General Journal is not posted.

 

 

Example:  General Journal > GJ-10030 is created with special account/s and is not yet posted.

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General Journal > GJ-10031 is created without special account/s and is not yet posted.

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When Batch Posting the above general journals, only GJ-10031 will be posted because this does not have special accounts.  GJ-10030 will not be posted.

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In the Message field (in line with GJ-10030), the message : ‘Some of the accounts in this transaction are either under Cash Accounts, Credit Cards, Receivables, Payables or Equity therefore this cannot be posted.’ will be shown.

GJControlAcctLock_17 GJControlAcctLock_18

 

Info Note: General Journals with special accounts should be posted directly in the General Journal form.