Creating Manual GL Entries

Manual G/L entries are most commonly used to correct an entry when an incorrect G/L account is selected. They can also be used to account for expense transactions that take place outside of Theatre Manager.

 

Steps to Create A Manual GL Entry

In the Main Menu, selecting Accounting -> General Ledger -> G/L Entries

  1. Inside of the Journal Entry Type Window, Click the New button

  2. This opens up the GL Entry Detail Window. To start, enter the date you are creating the entry.

  3. Enter a Description for the entry.
  4. Enter a detailed note indicating the reason for the entry.
  5. Click the Save button at the top of the window. After clicking Save, the G/L Entry Detail Window will update to allow input of the actual G/L entry.
  6. Click the New button in the lower left corner of the G/L Entry Detail window.

  7. Click the account icon to the right of the Account field.
  8. Select the CREDIT G/L account.
  9. Click the Select button in the lower right corner to select the account number.
  10. If this GL Entry is for a specific event, use the lookup to locate the event code.
  11. Enter the Amount of the CREDIT.
  12. Click the OK button.
  13. Click the New button in the lower left corner of the G/L Entry Detail window.
  14. Click the account icon to the right of the Account field.
  15. Select the DEBIT G/L account.
  16. Click the Select button in the lower right corner to select the account number.
  17. If this GL Entry is for a specific event, use the lookup to locate the event code.
  18. Enter the amount of the DEBIT.
  19. Click the OK button.

 

Depending on the date, the entry will be posted the next time the End of Day Wizard is run and the Post to G/L step is taken.

Inserting/Editing A G/L Entry

When you double click on a GL entry, you can see information about the posting such as:
  • The account code it will post to
  • A memo code that describes the purpose of the G/L entry
  • The amount
  • Whether it is a debit or credit to the GL entry

There is also a tab that lets you specifically associate the G/L entry with some items in theatre manager.

For example, if the G/L entry is related to a

  • ticket sale - it should have an event code and venue as part of the GL entry for tracking profit/loss by event. This helps in reconciliation of events in the GL tab. No other GL entries should have event or venue
  • pass/gift certificate sale or redemption - it should have an entry under the Membership tab, which will be called whatever you names passes or gift certificates. This helps reconciliation on the G/L tab in the setup of the pass/Gift certificate. No other GL entries should have a pass number.
  • anything else - should not have anything filled in either of the above fields