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Add General Ledger Transactions

The General Ledger is the main accounting record of your organization. Most of the modules in Argenta are integrated with the General Ledger. See  KB Article 65263 - Overview, Working with the General Ledger to learn more about this. Transactions can be entered manually or entered automatically when they are entered. Items that can be designated to post to the general ledger when they are entered in their module include...

 

Payables

  • Business Expenses
  • Payroll Distributions
  • Vendor Order Payments
  • Installment Account Payments

 

Receivables

  • Donations You've Received
  • Invoice Payments from Clients
  • Membership Fee Payments
  • Grants You've Been Awarded

 

Adding a General Ledger transaction manually is only necessary for items like bank fees, balance adjustments and cash deposits. All of the transaction types listed above should be entered in those sections.

 

To Enter A Manual Transaction

From the Argenta main menu on the left hand side of the screen, choose General Financials > General Ledger.

 

Click the “Add a New Transaction” button. This will bring up the "Add a New General Ledger Transaction" window. All required fields are designated with a red asterix *.

 

Select the transaction date “Transaction Date” date picker or just enter the date manually.

 

Next choose the category of the transaction from the “Transaction Category” drop down list. If the category is not in the system, you can add it by clicking the “Add New” button.

 

If the transaction has been reconciled, select “Yes” in the "Has This Transaction Been Reconciled" field.

 

All drop down lists in Argenta help to create comprehensive reports. Argenta comes loaded with predefined values for all of these drop down lists, but you can change them at any time. You can add or delete any of these values by selecting the corresponding section from the Argenta Main Menu. To update transaction categories choose GL Transaction Categories from the General Financials menu.

 

Next, fill in the “Payee or Income Source” field.

 

If the transaction is an expense (payable) that will be reimbursed by a third party, select "Yes" in the “Is this a reimbursable expense?” field. If the transaction will be reimbursed, you should also type in the name of  the third party who will reimburse you. 

 

Next, select debit or credit. If the transaction is a debit, enter the value in the “Debit (Expense)” field. If the transaction is a credit, enter the value in the “Credit (Income)” field.

 

Select the payment type from the “Payment Type” field and enter the check or reference number in the “Check/Reference #” field.

 

If necessary enter a description of the transaction in the “Transaction Description” field. A transaction description is not required.

 

You may also need to enter some notes about the transaction. You can do so by entering text into the “Notes” field. Each transaction has a note list, which can contain as many notes as needed. “Notes” is not a required field.

 

After reviewing the information entered, click the “Add this Transaction” button to finish. The window will close and you will find your new Transaction in the General Ledger Transaction list.