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      How to create an annual Journal Entry for GASB Lessee

      Some users may want to see one journal entry for an entire years worth of data. Follow these steps to create an annual journal entry.

      • First, highlight the data you’d like to include in the pivot table
      • Next, click insert and then pivot. We’ll create our table on a new worksheet within our exported file. 
      • Drag and drop the following columns. 
      • Reporting Entity to Filters
      • Journal Entry Number, GL Number, GL Description and Cost Center to Rows
      • Debit, Credit and Values 2 to Values
      • The Sum of Values2 column is the total debit/positive or credit/negative.

      This will create a table that gives you the annual Journal Entry. If you’d like to further format the table, proceed as follows.

      1. Make sure the table is selected, then navigate to the Design Tab. Click Report Layout, then click Show in Tabular Form
      2. To remove subtotals from the table, select the table and click the Design tab, click Subtotals and then click Do Not Show Subtotals
      3. Next format the numbers. RIght click any number in the Sum of Debit column, click Number Format, Select Number, change to (1234.00) and select the checkbox to Use 1000 separator (,)
        1. Repeat this step for Sum of Credit and Sum of Values 2 columns.
      4. To remove the (blank) format, select the column you’d like to change, from the Home tab, click Conditional Formatting dropdown, Create a new rule:
        1. Format only cells that contain:
          1. Cell Value equal to {Select a cell that contains (blank)}
        2. Click Format, select Custom, then add ;;; (3 semicolons)
        3. Click OK twice
      5. To repeat GL Description on rows when there are multiple cost centers create a Row Repeat (this step is not necessary if the organization is not using cost centers
        1. Highlight the cells where you want to repeat the GL Description 
        2. Right click and select Field Settings
        3. Select the Layout & Print tab then select Repeat Item Labels
        4. Click OK
      6. To remove the Expand/Collapse buttons, 
        1. Select the pivot table, then PivotTable Analyze tab
        2. Deselect the +/- Buttons 
      7. To remove the last line (blank) in the table, select the filter and deselect (blanks)