Overview tab

Create a new journal, and view open, posted, or all journals according to the selection in the Showlist at the top of the form.

General tab

Select or view additional posting parameters for the journal that is selected on the Overviewtab.

Setup tab

Select additional setup options, such as offset account options, currency options, and whether sales tax is included on the journal lines, for the journal that is selected on the Overviewtab.

Blocking

Enter and view parameters that indicate how the journal that is selected on the Overviewtab is blocked for use.

To exclude users or user groups from the journal, either select the Privatecheck box, or select a group in the Private for user groupfield. For security reasons, only one user at a time is allowed to enter lines in a particular journal.

Bill of exchange

Enter bank information for the journal that is selected on the Overviewtab, if the journal is a bill of exchange journal.

Promissory note

Enter bank information for the journal that is selected on the Overviewtab, if the journal is a promissory note journal.

Dimension tab

Select dimension values that are to be proposed on the journal lines for the journal that is selected on the Overviewtab.

History

View details about the approval procedure, if any, for the journal that is selected on the Overviewtab.

If the journal is created through intercompany accounting, you also can view origin details.

Lines

Create or view the journal lines of the journal that is selected on the Overviewtab.

To activate the Linesbutton in a remittance journal, click the Bill of exchangetab and enter a bank account. You cannot change the bank account on journal lines.

Validate

Verify that the lines in the journals that are selected on the Overviewtab are ready for posting.

Post

Open a menu with the following items:

• Post– Post all the lines in the journals that are selected on the Overviewtab. If an error exists, no lines are posted and an error message is displayed

• Post and transfer– Post lines without errors and transfer lines with errors to a new journal.

If the selected journals require approval, the Postand Post and transferoptions are available only if the journal has been approved. For more information, see Set up financial journal approvals.

Approval

Open a menu with the following items:

• Report as ready– Specify that the selected journal is ready for approval.

• Approve– Approve the selected journal.

• Reject– Reject the selected journal.

Note
This button is available only if the Activecheck box is selected in the Journal names form.

Print

Print journal reports.

Show

Select one of the filter settings:

• All– All transactions.

• Open– Transactions that are not posted.

• Posted– Posted transactions.

The default selection is Open.

Show user-created only

Select this check box to display only journals that you created. You might want to do this if you can post only journals that you created. For more information, see Posting restrictions (form).

Name

Enter the name of the journal, or select the name from the selection list. The selection list contains only journal names with the relevant journal type. You can create and define journal names in the Journal names form.

Journal number

The number of the current journal, which is assigned by following the voucher series that was set up on the Number sequencestab in the Parameters form.

Description

Enter a description for the journal. The description from the Journal names form is automatically inserted, but can be overwritten.

Journal type

When you create a new journal, this field is automatically completed with the journal type that was specified in the Journal names form, and it cannot be changed.

Posted on

If this check box is selected, the journal has been posted.

Note
An indication of whether a journal has been posted allows you to filter the journals that appear in the Journals form.

Log

Select the check box to store the error messages that were generated while validating the journal.

In use

If this check box is selected, the journal is currently in use.

Reversing entry

If this check box is selected, a default reversing date is provided for the first entry in the voucher.

Reversing date

Enter a default reversing date for the reversing transactions in the selected journal. You also can modify the date in the Journal voucherform.

Posting layer

The type of transactions that can be posted in this journal.

Note
The transaction type for the journal is copied from the Posting layerdrop-down list in the Journal names form.

Detail level

Specify the summation level.

• Select Detailsto post every instance of an account number in the journal lines as a separate account transaction.

• Select Summaryto combine the journal lines into one transaction during posting if vouchers have the same date, account number, dimension, and currency code values, and the Payment referencefield is blank.

Delete lines after posting

Select to delete journal lines when posting has been completed. However, when you delete journal lines, you also lose the ability to inquire into journal lines later.

Lines limit

If the number of lines in a journal exceeds this number, the posting process distributes the lines into several smaller journals. The setup from the Lines limitfield in the Journal names form is proposed but can be overwritten.

Account type

Select the account type that you want this journal to use as the default offset account type. It is copied from the Offset accountsetup in the Journal names form, but can be changed.

Offset account

View the default offset account that is automatically copied to all lines in the journal. It is set up in the Journal namesform. For a payment journal, specify the account number so that all payments can be posted to the correct account. Any changes to this field do not affect previous transactions.

Document

The number of the external document, such as a purchase invoice that generated the voucher. The number is copied to the journal lines, where it can be associated with a document date.

Number allocation at posting

The voucher number allocation in journals at the time of posting.

Currency

The default currency code copied from the Currencyfield in the Journal names form; this can be overwritten. The code is inserted in the Currencyfield in the journal lines. If the field is left blank, the default currency is inserted in the journal lines.

Forced rate

Select this check box to use an exchange rate, other than the rate that would normally be used according to the posting date, for the selected currency code.

The setting is copied from the Fixed ratecheck box in the Journal names form, but it can be changed.

Triangulation

Select if the exchange rate is included in triangulation. The setting is filled in from the Exchange rates form, but can be changed.

Exchange rate

The currency exchange rate that applies to the transaction. The exchange rate is expressed as the number of units of the foreign (non-company) currency that is indicated in the Express exchange ratefield on the Ledgertab in the General ledger parametersform.

Note
To open the form that contains the Express exchange ratefield, click General ledger> Setup> Parameters .

Secondary exchange rate

The secondary exchange rate.

Amount incl. sales tax

Select if the amount entered in the journal line includes sales tax. It is copied from the Amount incl. sales taxfield in Journal names , but can be changed for the current journal.

Used by user

The user that is currently using the journal.

Private

If the current user of the journal selects this check box, the Private for userfield is automatically completed with the user identification.

Private for user

The identification of the user that has selected the Privatecheck box.

Locked by system

If the journal has been blocked by the system, this check box is selected, and you cannot post in the journal. You also can select this check box manually. To release a blocked journal, clear this check box.

Note
If the journal has been blocked, all the transactions in the journal should be validated.

Private for user group

The user group that has access to the journal. Only the users associated with the group can access the journal.

Remittance type

Specify the type of remittance made to the bank for the bill of exchange.

Bank account

Select the default bank account for the journal lines.

Protest settlements

Select this check box if you use the journal to protest a settled bill of exchange or promissory note.

Protest settled process

Select the method for handling protests:

• As invoice– The protest of the settled transactions creates new open transactions.

• As open payment– The transactions can later be resubmitted.

Department

Specify the department. For more information, see Dimensions.

This field is completed from the corresponding fields in the Journal names form, but can be changed. The fields can then be copied to the corresponding fields in the journal lines.

Cost center

Specify the cost center. For more information, see Dimensions.

This field is completed from the corresponding fields in Journal names , but can be changed. The fields can then be copied to the corresponding fields in the journal lines.

Purpose

Specify the purpose. For more information, see Dimensions.

This field is completed from the corresponding fields in the Journal namesform, but can be changed. The fields can then be copied to the corresponding fields in the journal lines.

Reported as ready by

If the journal has been designated as ready, this field displays the identification of the user who reported it as being ready.

Approved by

If the journal has been approved, this field displays the identification of the user who gave the approval.

Rejected by

If the journal has been rejected, this field displays the identification of the user who rejected it.

Workflow approval status

This field displays the workflow status for the journal:

• None– Workflow approval is not used for the journal.

• Not submitted– The journal has not been submitted or the workflow approval was canceled.

• Submitted– The user who created the journal has submitted it for approval. The journal cannot be changed.

• Pending approval– The workflow approval element is started, the approver delegated the approval to another approver, or the workflow is restarted after a change is complete.

• Change requested– The approver rejected the journal and a task is assigned to the user who created the journal or to another user. Only the user that the task is assigned to can make changes to the journal.

• Approved– All steps in the workflow approval element are complete and the journal is approved.

Intercompany accounting

For intercompany accounting, the set of company accounts from which the journal has been created.

Original journal No.

The original journal number.

Posted on

The date of posting, if the current journal has been posted.

Log

Stores the error messages that were generated while validating the journal. After the errors have been corrected and a new validation has been successfully run, the error messages are automatically deleted.