Journal Entries

Journals can be set up in Uniconta in as many different ways as required. See also Setting up Journals.

Special journal set-ups are recommended for:

Day book
Bank
Standing Journals
Debtor/Customer
Creditor/Vendor

Journal layouts can be edited and saved using the ‘Layout’ button in the toolbar/ribbon. See also Layout.

Additional journal feature: If a user with access to two accounts sets up a journal with the same name, then the Layout will appear under that name in both accounts.

General posting

Individual journal line items can be posted, once both the account and the offset account have been completed.  Journals automatically carry a paper trail of any vouchers/attachments with them through to posting.

If the user has selected a sales account for a customer or an expense account for a vendor, these accounts will automatically be suggested as an offset account in the journal. This offset account will not be inserted until the user defines whether the amount is positive or negative. This ensures, for example, that the offset account is not suggested, for example, for payments. Read more here.

Several journal lines can be posted together, where they have a zero balance (i.e. debit = credit). It is easy to check that the balance is zero by looking at the top of the journal as shown in the screenshot below.

Check Journal

Use the check journal button in the local menu to check the journal before posting. This function will tell you if there are any errors in the journal and which line they are in.

Enumerated text

It is possible to create records/posts and classify them into groups using the ‘Enumerated text’ field, as shown in the screenshot below.

‘

So, instead of typing in the whole accounting record, the user can just choose the ‘Enumerated text’ and its related accounting rule in the ‘Enumerated text’ field.

Read here for how to set up ‘Enumerated text’.

(Link coming soon in English)

The ‘Enumerated text’ is saved together with the field text in the ‘Text’ field for each record.

Offset Account

It is possible to separate an accounting record out into several lines. This can be done using the ‘Offset account’ button as shown in the screenshot below.

Instead of entering the offset account, the user can just click the button and an accounting rule can be added. See here for more information on standard set-up of offset accounts.

(Link coming soon in English)

On hold

If there is a tick in the ‘On hold’ column in the journal lines, then these journal lines will not be posted upon clicking on ‘Post journal’.

Accruals

Accrual journals can also be created.

The accrual type can be selected using the ‘Allocation’ field.

If accrual periods have not been set up, then the ‘Accrual date (From)’ and ‘Accrual date (Until)’ fields can be used, as shown in the screenshot above. Read more about accruals here.

(Link coming soon in English)

Uniconta then automatically calculates the accruals. The resulting entry can be viewed under General Ledger/Posting in the navigation panel. Click on the ‘Post journal’ button in the toolbar/ribbon. The user can insert a check mark in the box to indicate that a ‘Simulation’ is required prior to actual posting.

Posting in Debtor/Customer and Creditor/Vendor

Individual line items can be posted where both the account and the offset account have been completed. A paper trail of any attachment/voucher will automatically follow the post.

An account can be ‘settled’ using F8. It is recommended that the account type is set to ‘Finance’ and the offset account is set to Debtor/Creditor.  Any VAT accounts can be set up for both the account and the offset account at the same time. (Country specific)

Standing Journals

Standing journals are used, for example, when the same transactions are posted each month. Setting the posting date to ‘Todays date’ or ‘ Select date’ is recommended.

Check voucher/attachment

Uniconta can check which voucher/attachment does not balance by adding the ‘Total’ field to the form. This is done by clicking on the ‘Layout’ button in the toolbar/ribbon and selecting ‘Edit’.

This field is also added automatically if a journal posting is simulated and does not balance (does not equal zero).

Totals are shown by line. When the total is equal to zero, then it is correct.

I.e. Debit = Credit.

Partial posting

A journal can be partially posted by marking the line items that are to be posted with ‘On hold’. If the ‘On hold’ field is not shown in the column headings, then it can be added by clicking on the ‘Layout’ button in the toolbar/ribbon and selecting ‘Edit’. Read more about Layouts here.

Posting in foreign currency

The following fields can be added to the journals:

Debit (currency)
Credit (currency)
Amount currency
Currency

The ‘Currency’ field is used to choose the currency.

The ‘Amount currency’ field is used to enter the amount.  E.g.: Select ‘EUR’ in the ‘Currency’ field and enter 100 in the ‘Amount currency’ field. This will result in 100 being shown in the Debit (currency) field. The local currency equivalent of 100 EUR will show in the ‘Debit’ field (i.e. approx. 743 DKK if the local currency is Danish Kroner).