Overview of journal entries
Menu path
- Finance ➔ Entries ➔ Bank/ Cash
- Finance ➔ Entries ➔ Purchase
- Finance ➔ Entries ➔ Sales
- Finance ➔ Entries ➔ General journal
Introduction
Posting journal entries is one of the most important steps in the financial administration process as it records the financial facts into the system. An overview of journal entries displays all entries for the relevant journals such as purchase, sales, bank/cash, and general journal. You can also choose to display unprocessed, processed, and voided entries in the overview.
What version are you using?
The information in this document is based on product update 404. If you have versions lower than this, certain features explained here will not be applicable.
How do I view journal entries?
- Define the criteria.
- Click Refresh.
- Select a journal, and then click Zoom.
- Select an entry, and then click Open.
- Click Close to exit.
How do I void journal entries?
- Define the criteria.
- Click Refresh.
- Select a journal, and then Void entries. A message will be displayed to ask for confirmation of the deletion.
- Click Yes to continue. A message will be displayed to show the results of the deletion.
- Click OK.
How do I create journal entries?
- Define the criteria.
- Click Refresh.
- Select a journal, and then New.
- Fill in the required information.
- Click Close to exit.
How do I edit journal entries?
- Define the criteria.
- Click Search.
- Select a journal, and then click Zoom.
- Select an entry, and then click Open.
- Click Edit, and then make the necessary changes to the entry.
- Click Close to save and exit.
How do I delete all entries in a journal?
- Define the criteria.
- Click Search.
- Select a journal, and then click Delete. A message will be displayed to ask for confirmation.
- Click Yes. A message will be displayed to show the result of the deletion.
- Click Close to exit.
How do I delete a single entry in a journal?
- Define the criteria.
- Click Search.
- Select a journal, and then click Zoom.
- Select an entry, and then click Delete. A message will be displayed to ask for confirmation.
- Click Yes. A message will be displayed to show the result of the deletion.
- Click Close to exit.
Fields
Range section
Range, to
Select the preferred range by Date or Reporting date, and then type or select the date range. Select the All check box to display the journal entries for all dates.
Note: In general journals, the Total column is not displayed.
Show transactions
Select this check box to enable the Unprocessed, Processed, and Void check boxes. When this is selected, the Entries, Last entry date, and Total columns will be displayed.
Note: This check box is disabled once you have clicked Zoom to view the entries in a journal.
Unprocessed
Select this to display all entries that have not been processed.
Processed
Select this to display all processed entries.
Void
Select this to display all canceled or voided entries.
Buttons
Refresh
Click this to display the respective journals based on the defined criteria.
eInvoice
Click this to import the XML file of the respective journals in UBL and fInvoice format. For more information, see Using electronic file to create purchase journal entries.
Note: This button is available at Finance à Entries à Purchase.
Transaction
Click this to view the complete transaction of the selected entry. For more information, see Viewing transactions.
Note: This button is only enabled when you browse a selected journal to view its journal entries.
Import
Click this to start the import process and display the Import screen. For more information, see Overview of importing account statements.
Note: This button is only available at Finance à Entries à Bank/ Cash.
Void entries
Click this to cancel the selected entry or entries. A message “Void entries? Note: Entries originated from logistics will not be voided” will be displayed. Click Yes to continue the void process or click No to exit.
Note: This button will be disabled:
- If you do not have the Edit/ Maintain right to the specific journal. The Edit/ Maintain right can be assigned to a user under the Rights tab of a selected journal at System à Finance à Journals.
- At Finance à Entries à Bank/ Cash if an entry has been reconciled and marked as finished. For general journals and purchase journals with landed cost, a message "Not allowed: Landed Cost Allocated." will be displayed when this button is clicked.
Zoom
Click this to display the entries of the selected journal. This button is disabled when you open by the specific entry.
Back
Click this to return to the journals listing. This button is only enabled when you browse a selected entry.
Delete
Click this to delete the journal entry. A message will be displayed to ask whether you want to delete the selected journal entry. Click Yes to delete the journal entry or No to cancel the deletion.
Note: This button will be disabled:
- If you do not have the Edit/ Maintain right to the specific journal. The Edit/ Maintain right can be assigned to a user under the Rights tab of a selected journal at System à Finance à Journals.
- At Finance à Entries à Bank/ Cash if an entry has been reconciled and marked as finished. For general journals and purchase journals with landed cost, a message "Not allowed: Landed Cost Allocated." will be displayed when this button is clicked.
Open
Click this to open and edit the selected journal entry. This button is only enabled if you have selected a journal.
New
Click this to create a journal entry.
Note: This button will be disabled if you do not have the Edit/ Maintain right to the specific journal. The Edit/ Maintain right can be assigned to a user under the Rights tab of a selected journal at System à Finance à Journals.
Close
Click this to exit.
Related documents
| Main Category: |
Attachments & notes |
Document Type: |
Online help main |
| Category: |
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Security level: |
All - 0 |
| Sub category: |
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Document ID: |
12.211.874 |
| Assortment: |
Exact Globe+
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Date: |
26-09-2022 |
| Release: |
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Attachment: |
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| Disclaimer |