General Journals

Overview

Enter and edit journals and view the history of changes.

How to use the General Journals

Entering Journals

1. '''Reference Code''' The field is a unique identifier normally generated by the system (however it can be manually entered if required). will display indicating that if you do not enter a code in the system will create one for you.
2. Account Code is required
3. Debit or Credit is required
4. Enter other information as required
5. At the bottom of the screen Total Credits must balance total Debits
6. Save Reviewing Journals
7. '''Reference Code''' 
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8. Double click any journal line to populate the details of that line into the form Journal Status

• Field on bottom of screen displays if the journal is locked Action Button
• Changes depending on information in the journal
  • Print
  • Email to entity listed (if linked to a consultant)
  • Reverse this journal to create an exact opposite journal that you can then change the date of

Journal Tab

 Review or enter information here and then save the journal when finished.

• Journal date is date effective
• Reference code is unique for each journal and can be system generated from this screen. 
  • Many journals created other ways have system generated reference codes.
• External Reference allows capturing of a reference from an external organisation
• Created date, Create user is initial creation
• Description can be use description, on system generated journals a system generated description may be present
• Unnamed field is for Agents reference so all journals related to a Agent will be visible from the Agent record
• Misc Comments field will have "This xxx was electronically generated" if system generated and is not able to be changed by users.
• Account Code is the account to be impacted
• Notes will be system generated if a system generated journal
• Debit or Credit will be completed
• Taxable Supply if tax is required to be calculated
• Tax Amount
• GST Inc flag used to track GST across the system
• Link to link the journal line to an entity in the system such as a sales order, purchase order, service order etc.
  • ERP.Order links to a Sales Order - is normally used to track revenue and expenses
  • ERP.Event links to an Event - see Event Maintenance
  • ERP.Asset links to Financial Fixed Asset Registernormally for purchase, disposal or depreciation
  • ERP.Business Entity links to Company
  • ERP.StockTranItem links to an Article used for sales, purchases and stock movements
  • ERP.AnonymousQuestionaire links to a payment for an anonymous questionairre.
  • ERP.Stock links to stock transactions
  • ERP.ItemForSale links to Article or Services General Overview
• Once you have selected a link you would like to make select the linked transaction
• Link Description The Journal lines have some additional information
• Tax code is shown as a code
• Qty if the journal relates to a stock movement
• Cleared if the journal line is to be cleared by matching. 
• The audit for this journal.

Audit Tab

 Shows a list of Journals that have been deleted or changed. To use this tab:

1. Clear the form
2. Enter the information you would like to use to refine your search in the Journal Tab
3. Use Refresh button to run the search

Import Tab

 Used only on initial import of journals to the system.