Journal Entry Form

[rafis]

I want to use Journal Entry as Form. Each Jounral entries can have multiple transaction but debit and credit should balance. I t ha to update the General ledger.

Each Journal Entry Form (should have unique reference number)

Can Access handle this ?

Thanks

 

[MarkK]

Access will have no trouble handling that.

 

[rafis]

Thanks for the reply.
How do I do it?

 

[MarkK]

Can you write a small accounting system in Access? Yes.
How? People spend years learning how to do this, and it is well beyond the scope of single internet post to answer your question. Try to narrow it down. Read some other posts and note how they are seeking answers to much more specific questions.
Cheers,

 

[rafis]

Hi Lagbolt,

Thanks for the reply.

To be more specific:

1. I want to use Journal Entry as Form. Each Jounral entry can have multiple transactions (or lines) but total amount columns (debit and credit ) should balance before update the infomation to the table ( say General Ledger).

Each Journal Entry Form should have unique reference number as well .

Have a nice day!

 

[gemma-the-husky]

Yes, easy.

have an extra PROCESSING table to save the temporary journal.

make sure it balances (adds to zero), before permitting it to be processed

then update your main transaction tables, and clear down the temp table.


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a tip
Is this a "high-endish" system. If so, allow for a flag somewhere to make this journal reversing - so you can use it to post period end accruals, and reverse them into the next month automatically.

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another tip - Have TEXT general ledger/NL account codes, rather than numeric - even if you only use numerics. You will find extracting sorted data (P&L/BS) becomes far easier.


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out of interest, I wrote a pretty good NL for myself in about 2 days. It's a nice project, because the scope is fairly closely defined

 

[rafis]

Hi Gemma,

Thanks for excellent suggestion (temporay table). I never thought about it.
How do i upload the temporay table ( Jounrnal) to main Table?
Do I have to write a code do so ?

Thanks

Rafis

 

[gemma-the-husky]

you would need an append query.

exactly how depends on how you build the app

ie - "static" stuff - like date, jnl ref, accounting period may not be IN the temp table - but you need to assemble this stuff for the "real" append

the nice thing about a temp table is that it is easy to scrap rthe entry!

you can also use variations of this idea, to store "standard" or "regular" journals.

 

[MarkK]

Just for discussion purposes, I wouldn't recommend a temp table. I would create a status field that for new records shows 'pending' or something by default. If you want to cancel inserts, delete the pending records...

CurrentDb.Execute "DELETE FROM MainTable WHERE Status = 'Pending'"

If you have a temp table and you insert a record you decide you want to keep, then you need to move it, which means copy it and delete the old one. This, IMO, is a more labourious approach.
Though it's not technically a normalization issue, it is in my mind the unnecessary repetition of a data structure. All same structured data should be stored in the same table. If you need more dimensions to distinguish these records from each other or define more specific sub-groupings -> add fields.