|Several journals can be set up, each with its own name and purpose (daily posts, payments, monthly posts, bank, currency etc.) Each journal can be set up individually based on how the user would like to handle data and input. This article describes how to set up a journal (journal layout is discussed in a separate article – English link coming soon). The journal’s set up will be visible to all users of the company account that the journal belongs to. The journal’s layout, however, is specific to each user individually in all company accounts that the user has access to.
A journal can be used for different purposes and can therefore be set up to handle individual posting requirements. For example, whether a voucher number should be added automatically, whether a VAT code should be added to both debit and credit postings etc.
Where do journal set ups apply?
To reiterate, a Journal Set Up only applies to a specific Journal in the currently selected Company. All users with access to these particular accounts will see this set up. The setup will not be applied to the same named journal in other company accounts that the user may have access to.
Setting up a journal
SearchAdditional InformationVoucher number series
|Journal setup fields
|Journal||Journal ID. Enter or edit to any text here. All posted journals and their individual transactions will be edited accordingly, so renaming a journal is not an issue.|
|Name||A more detailed description of the Journal ID.|
|Sequence Number series||Number series for allocating voucher numbers in the journal. A number series must be selected. Number series can be managed under General Ledger/Maintenance/Voucher number series. Journals can share the same number series. Read more here.
Note: If several journals use the same number series, one of them is not posted right away, and in the mean time another journal is filled out, then the posting will be allocated the same number.
If the user separates out the posting of vouchers in several finance journals by type or by user, then the same voucher number series can be shared. Order and purchase voucher number series should not be used for journals. Also, a journal’s number series name should not be changed after the journal has been used.
|Manual allocation||Voucher number to be allocated manually in the journal.|
|Voucher number allocation at posting||Voucher numbers are automatically allocated to each voucher upon posting the journal, beginning with the ‘First number’ according to the chosen voucher series. Read also here.
When the journal is posted, each voucher will automatically receive a number.
The user could also just choose to write a number on each voucher with a pen after posting. However, the automatic allocation method ensures that there are no gaps in the voucher number series.
The voucher number field will no longer appear on the journal if this option is chosen.
|Post all transactions to ledger on the same voucher number||As above under Voucher number allocation at posting, all vouchers get the same voucher number.|
|Blocked||The journal is blocked for posts. This is used if the journal should no longer be used. Journals that have been posted to cannot be deleted, only blocked for future use.|
|Auto-save||If checked, the journal will automatically save continuously.|
|Delete lines after posting||All lines are deleted when posted. If this box is not checked, the lines remain in the journal and it can be used as a ‘standing journal’ which records can occasionally be posted from (with a new date and a new voucher number). This is practical for posts that are repeated at regular intervals, for example payroll journals.
|VAT Code for both Account and Offset Account||It is possible to insert a VAT code for both the account and the offset account. This is useful if the accountant has to reclassify any posts at period end, and the posts need to be moved from one ledger account to another and both have a VAT code. Should not be used for daily posts, where usually only one of the accounts has a VAT code.|
|Use debtor/creditor VAT in journal||If checked, this uses the debtor/creditor VAT code in the journal.|
|Generate amount in offset transaction||This allows the user to select whether a new line should automatically suggest an imbalance in the ‘Amount’ column so that the journal balances to zero.|
|Show empty date when unbalance||The date field on the lines following an unbalance are left blank and considered to relate to the last line with a date.|
|Jump to ‘Account’ on unbalance||If this box is checked and an unbalance in the journal occurs, then the cursor jumps out of the date and voucher fields and directly to the ‘Account’ field on the next line. This is a quick way to enter posts in the journal without an offset account.|
|Put ‘blank account’ on hold||If the account field is empty then the line will be put on hold and will not be posted, nor will an error be reported.|
|The journal line needs approval before posting||If this is selected then the journal line needs approval. All lines will have a ‘approved’ column. The lines will then only be posted if they are approved.|
|Link payments to invoice document||If this box is checked then the physical voucher from the inbox will follow the invoice through to payment.|
|Posting date principle||Select one of the following:
’Line date’: The voucher date will be the line date.
’Posting date = today’: All vouchers will be posted as of the computer’s date.
’Posting date for job’: All vouchers will be posted as of the posting date for the job.
|Specifies that VAT is not to be calculated||If checked then VAT will not be calculated.|
|Check if the invoice number is used||If this box is checked then the journal will be checked to see if the invoice number from the vendor has already been used (and perhaps already paid).|
|Total pr date must be zero||The journal must balance on that date.|
|Total pr voucher must be zero||The journal must balance for that voucher.|
|Trace accounts||Inventory accounts show a running balance for selected accounts in the journals, as they are posted.
’Trace accounts’ are shown on the posting lines.
All trace accounts are shown in at the bottom of the journal.
The inventory changes line by line as they are posted or scrolled through in the journal.
As with other set ups, inventory accounts only apply in the current journal.
|Default values||Account type, Account and VAT are standard variables that are filled out automatically by line in the journal. This is useful for a bank import for example, where the offset account is always the ‘bank’ account. Also, for example, with receipts when the Account type is always ‘Customer’.
Default values can always be overwritten in the journal.
|Dimensions||This is only shown if dimensions are set up and activated. This suggests dimensions and can always be overwritten in the journal.|
|Post without VAT||Used upon conversion where the VAT is registered and the user wishes to show the VAT code. If this box is checked then posting will be performed without VAT.|
Other related functions
Import bank statement
Read about importing bank statements here.
Import from file
Import a file in the journal highlighted by the cursor. Read more here.
Delete journal transactions
Deletes all transactions in the journal that the cursor is on.
Default offset account
From the screenshot above:
The ‘Default offset account’ dropdown menu allows the user to set up default accounting entries.
The ‘Add record’ button in the toolbar/ribbon adds offset journal entry lines.
The ‘Add’ button next to the ‘Default offset account’ dropdown menu allows the user to add the name of a new default offset account.
The ‘Edit Name’ button allows the user to edit the name of the offset account at any time.