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Andrew S

Is there a way to add notes to a GL entry I'm adjusting?

SOLVED
Posted By

Hello all,

I made a large mistake on a month-end general journal entry and need to open it up and adjust it to the correct entry.  Is there somewhere I can add notes as to why I made the changes?  Making changes to a month-end GL entry is pretty significant, so I want our auditors to be able to figure out why the change was made if it ever comes up.  There has to be a way to do this, it's just too important to be able to add notes to GL entries, I just can't for the life of me figure out how!

Thanks for the help!

Cheers,

Andrew

  • +1
    verified answer

    Andrew: detailed notes, in my opinion, are better in a separate memo with all the cross-references required. At least this is how the accountants I work with appreciate the information as it draws attention as soon as they get the file and not just if they open the GL. I try to present a folder at the year-end with all the notes affecting the file. This would include entries and other items not in the books directly. I also include a printout of email exchanges with the accountant as an immediate refresher if I feel it necessary. 

    In a Sage 50 general journal the notes have to be very cryptic as the space on the line Comments is not large.

  • 0

    Hi Andrew, similar to Alywn, all manual journal entries I print off and attach backup and file them in Shannon binders.  Then when the accountants want to know extra information I have the backup to provide to them.  This could be a photocopy of a cheque, my calculations, emails etc.  What you are suggesting would be ideal but as Alwyn pointed out space is limited to be able to do that.

  • 0

    Thank you and   for your helpful answers.  I will do as you have both suggested and start keeping my notes separate from Sage.  I presume it's best to organize them by journal entry number?  Thanks again.

    Cheers,

    Andrew

  • 0 in reply to Andrew S

    Hi Andrew, yes I file them by journal entry number, newest to the top of the pile.

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