Do you know that it’s a powerful tool with a
multitude of filters and options to
edit transactions for JIB,
Land Billing, General Ledger, etc.?
Do you know that you can edit most
everything? Most elements of any transaction
in open General Ledger can be edited.
What you cannot edit – the
dollars. If the dollar amount is wrong it’s a
pretty sure bet that you’ve entered a wrong
dollar amount in the source transaction. A
perfect example: like an invoice in
AP03 – Accounts Payables Transaction
Entry. This type of entry takes a reversing entry of
some sort. Not only does it affect the general
ledger, but also affects a subsidiary ledger -
like AP05 Vendor History – and needs a reversing
entry to correct the subsidiary ledger as well
as the general ledger. The vendor level payable
amount is wrong and so is the general ledger. Of
course, you wouldn’t want to pay an incorrect
amount to a vendor!
Are you utilizing the many available options in
The GL04E main screen presentation is a mirror
of the standard
GL04– Transaction Inquirywith the same filtering attributes, designed to
trim the search, thus making it faster and
easier to find and edit specific transactions.
With one big addition – the
Edit Entries button. We’ll talk
more about that in a bit.
Get me started
Search for transactions to edit. Simply enter
criteria into the proper filters.
For example: a distribution entry made to an
incorrect well or category in AP03 – Accounts Payable Transaction
can be edited in GL04E. Use as many filters as
needed - accounting period, button(AP03), audit
number, the well and/or category, etc. - to
isolate the mis-keyed entry/entries.
The most common use for GL04E is to correct
coding errors for Joint Interest Billing/Land
If the transaction has
not yet gone through a billing
cycle, rather than making reversing/correcting
journal entries that muddy up the general ledger
and the billing detail, GL04E allows the ability
to edit transactions booked to
an incorrect well/category or
We didn’t leave out general administrative type
general ledger account entries. Those
transactions can be edited as well.
Tips for filters
Phases - extract and edit all
transactions for a well within a category phase.
Example - the 200 completion categories need to
be changed to be 400recompletion categories.
Well Groups (another good case
for implementing Well Groups) – extract all
costs booked to the unit and change to
individual wells within the unit.
Yellow Book – review the
transactions BEFORE you start editing. Set your
filters and use the Yellow Book (View Report)
icon to display a list in SSI View for
transactions found with your specific filters.
Review as needed, exit SSI View and you’re right
back in your GL04E. Tweak filters if
Ok…now how do I edit?
Select Edit Entries from the
main GL04E filters screen.
Here’s a list of all the things you can edit:
Well to well, category (or both) for costs
Lease to lease, DOI, category (one or more
General Ledger to General Ledger (for general
and administrative costs)
Service Date and/or
For well related entries
Description line 2
When not using an Extended Description
From AP03Distributions and GL03 entries
The top half of the
screen (Transaction To Edit) is
informational review and verification for the
transaction attributes from the filtering
The bottom half (Edit Transaction) is the editable section.
Make any necessary changes to editable fields,
Save Record icon (blue
Saves any changes for the current record on the
screen and exits the editing dialog screen.
Returns to initial GL04E for new criteria, or
exit if completed.
Update – Find Next Entry
Save changes to current record and find the next
record that matches the filter criteria. Scrolls
through each entry that matches criteria for
editing purposes as necessary.
No Update – Find Next Entry
Don’t change current record, find the next
record that matches the filter
**FYI** for Update and No
Update option. After all entries matching the
criteria are found, GL04E will auto-return to
the main screen. From there, new search criteria
can be entered, or exit if completed.
Finished editing? Upon exiting GL04E an audit is
produced with audit number, and auto-ARMs under
GL04E button. Each edited item will appear on
the audit. A line item with the old values will
display first, then a line with the new values.
Edited well number transactions show in the
General Ledger with a “transferred” notation.
In addition to the dollar amounts discussed
What you can’t edit:
Well/category entries have to stay
well/category. You can’t go from a well
related entry to a GL account. Same goes for
Or vice versa – can’t go from a GL account
to a well/cat or lease/DOI/cat.
Revenue well/category distribution cannot be
Descriptions 1 and 2 on revenue entries
cannot be edited.
Entries that have already been billed on JIB
or Land Billing.
Entries to a control account – such as AR
control, AP control, etc. that have a