Overview tab

Enter and view the journal lines in the selected journal.

General tab

View additional information about the journal line that is selected on the Overviewtab.

Dimension tab

Enter or view dimension values for the journal line that is selected on the Overviewtab.

Invoice

Enter or view information about the invoice that is related to the selected journal line.

Payment

Enter or view information about the payment that is related to the selected journal line.

Payment fee

Enter or view information about the payment fee that is related to the selected journal line.

Project

Enter or view information about the project that is related to the selected journal line.

Note
This tab appears only if you have selected Projectin the Account typedrop-down list.

Fixed assets

Enter or view information about the fixed asset that is related to the journal line that is selected on the Overviewtab.

History

View the history of the journal line that is selected on the Overviewtab.

Post

The function that you select is carried out on the lines that are selected on the Overviewtab.

To post lines without errors and to transfer lines with errors to a new journal, click Post and transfer.

Otherwise, click Post. If an error exists, no lines are posted, and you receive an error message.

Note
For users with permission to post fixed asset transactions: If you try to post a line that makes the net book value of a fixed asset value model higher than the sum of all acquisition and acquisition adjustment transactions, an error message prompts you to decide whether to continue or cancel. The error message does not appear for the acquisition and acquisition adjustment transaction types.

Validate

The function that you select is carried out on the lines that are selected on the Overviewtab.

The validation checks that the journal lines that are selected are ready for posting.

Approval

Change the approval status of the selected journal line.

Sales tax

View (and edit before posting, if necessary) the expected sales tax transaction that is related to the journal line that is selected on the Overviewtab.

Period journal

Retrieve period journals, or save the journal lines that are in this journal as a period journal.

Functions

Perform various functions that facilitate the handling of journal lines. Most of these functions open a form in which you can press F1 for more information. Options include:

• Journal texts- Create new journal texts (transaction texts for the journal).

• Delete journal lines- Delete all lines in the journal.

• Ledger accruals- Generate ledger accrual transactions based on the Accrual schemes form.

• Import account statement (transactions)– Import transactions from an account statement as journal lines.

• Import account statement (totals)- Import totals from an account statement as journal lines.

• Select voucher template– Select a voucher template and copy it to the journal.

• Save voucher template– Save the selected voucher as a template.

• Change BLWI code- Verify and correct payment balance settings for the selected transaction.

  Note
  (BEL) This option is available only if theconfiguration key for Belgium and the Foreign tradeconfiguration keys are selected.

Fixed assets

Select how to create journal lines as proposals for fixed asset transactions, using a query for range and sorting.

All lines from proposals can be modified as any other journal lines. The text that the program generates can also be modified.

Inquiries

Make various inquiries that depend on the posting status of the selected journal line.

For example, before you post the line, click Balance controlto view the balances of each bank account.

After you post the line, click Voucherto view the resulting transactions.

Print

Print reports that are relevant to the journal lines.

( Balance )

Journal

View the balance for the journal.

( Balance )

Per voucher

View the balance for the selected journal line.

( Total debit )

Journal

View the total debit amount for the journal.

( Total debit )

Per voucher

View the debit amount for the selected journal line.

( Total credit )

Journal

View the total credit amount for the journal.

( Total credit )

Per voucher

View the credit amount for the selected journal line.

Date

View or enter the posting date. The system date (today's date) is suggested, but you can select another date as appropriate. When the date on a line has been changed, this date is suggested when a new line is created.

Note

If the Check for voucher usedfield in the Parameters form is set to anything but Accept duplicates, a voucher comprises more than one line, and the date is changed on one of the lines, this date is the posting date for all the lines of the voucher, even though this is not apparent on all the lines. As you move the cursor through the lines of the voucher, the date changes on each line. If the New voucherfield in the Journal names form is set to Manualor One voucher number only, and the Check for voucher usedfield in the Parameters form is set to Accept duplicates, you can use the same voucher number on different transaction dates. You might use this when you set up ledger accruals in the Accrual schemes form.

Transaction date

The posting date when the company gains knowledge of the transaction.

Note
(ITA) This field is available only if the configuration key for Italy is selected and the Transaction date reference to competence datecheck box is selected in the Parameters form.

Voucher

The voucher number for the transaction. Set up voucher series in the Number sequences form (click Basic> Setup> Number sequences). The voucher series is attached to the journal name in the Voucher seriesfield in the Journal namesform (click General ledger> Setup> Journals> Journal names). If the number sequence is set to Continuous, and no user changes are enabled, the field is skipped.

Note

The value in the Voucherfield normally increases when the balance of the preceding lines is zero. When you enter a transaction, you can enter an offset account on the same line. To use more than one offset account, you must enter several lines for the voucher. The default value ( In connection with balance) in the New voucherfield on the Generaltab in the Journal names form in General ledgeris therefore an easy way to control that the transaction and offset transactions are in balance as you enter journal lines, but you can change the method if required.

Account type

Select the account type.

If you select one of the first three options, the transaction is posted in the account that is entered in the Accountfield. For example, when you enter a vendor payment and specify Vendorin this field, you can select a vendor account in the Accountfield. During posting, a transaction is also made automatically in the vendor summary ledger account, which is defined by the posting profile that is attached to the vendor:

• Project–Post to a specific project.

• Fixed assets–Post to a specific fixed asset.

• Bank– Select if the transaction is a bank account transaction is involved, and the transaction is to be reconciled later with a bank statement.

• Outdated

Account

Select the account number of the account type that is selected in the Account typefield.

You can also find the account by entering the search name of the account.

Transaction text

Enter or select a description that applies to the transaction. You can either select text from the lookup selections.

The same text is used for offset account transactions, unless you enter different text in the Offset-transaction textfield.

Debit

Enter the debit amount in the currency that is selected in the Currencyfield.

Credit

Enter the credit amount in the currency that is selected in the Currencyfield.

Offset account type

Select the account type of the offset account as you selected the account type in the Account typefield.

Use a deposit slip

Select this check box if the line is a payment transaction that is deposited in a bank account by a deposit slip. For more information, see Create a deposit slip.

Reversing entry

Select this check box if the transaction is a reversing transaction. For more information, see Create a reversing entry.

Reversing date

Enter the date for the transaction to be reversed.

Note
Transactions that are grouped into the same voucher must have the same reversing date. Modifying the reversing date for one transaction automatically will modify the reversing dates for other reversing entries included in the same voucher.

Currency

Select the currency of the transaction, if it is different from the currency that is entered in this field by default.

The default priorities for this field are:

1. The currency that is associated with the account type and account for ledger accounts, customer accounts, and vendor accounts.

2. The default currency in the Currencyfield in the Journalform (the journal header for the journal lines). This value is the currency that is defined as the currency of the journal template on which the journal is based. To view the journal templates, click General ledger> Setup> Journals> Journal names .

3. The company currency as it is defined in the Currencyfield in the Company information form ( Basic> Setup> Company information).

Note
In the Validate currency codefield in the Chart of accountsform, you can select validation rules for the use of currencies in relation to each ledger account.

Although a transaction amount may be in a foreign currency, the balance fields show the journal amounts in the company currency.

Note
Each currency is set up with appropriate exchange rates before transactions can be made in the currency.

Exchange rate

Currency exchange rate that applies to the transaction. The currency rate that is expressed here is the rate that is set up in the Exchange rates form, but it is possible to change this rate if necessary.

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 ( General ledger> Setup> Parameters ).

Sales tax group

Sales tax group of the transaction. The default value is the sales tax group that is associated with the account type and account for ledger accounts, customer accounts, and vendor accounts.

Item sales tax group

Item sales tax group of the transaction. The default value is determined by the priority:

1. The default item sales tax group for the ledger account as shown in the Item sales tax groupfield in the chart of accounts.

2. The value in the Item sales tax groupfield on the Sales taxtab in the Parameters form in General ledger.

Note
If the Exemptcheck box on the selected ledger account in the chart of accounts is selected, the field is not automatically filled in, but you can enter a value yourself if appropriate.

( Dimensions )

Department

Select the dimension value that is attached to the transaction. If there is a default value, it is derived as follows:

1. The value in the relevant dimension field in the Dimensionssection in the Journalform (the journal header).

2. The dimension value that is associated with the account type and account for ledger accounts, customer accounts, and vendor accounts.

Note
The dimension values that you post for the transaction may be restricted by the controls that are set for dimensions (dimension sets, dimension set hierarchies, dimension set rules, or mandatory dimensions). For more information, see Dimensionsand Dimension sets and dimension set hierarchies.

( Dimensions )

Cost center

Select the dimension value that is attached to the transaction. If there is a default value, it is derived as follows:

1. The value in the relevant dimension field in the Dimensionsfield group in the Journalform (the journal header).

2. The dimension value that is associated with the account type and account for ledger accounts, customer accounts, and vendor accounts.

Note
The dimension values that you post for the transaction may be restricted by the controls that are set for dimensions (dimension sets, dimension set hierarchies, dimension set rules, or mandatory dimensions). For more information, see Dimensionsand Dimension sets and dimension set hierarchies.

( Dimensions )

Purpose

Select the dimension value that is attached to the transaction. If there is a default value, it is derived as follows:

1. The value in the relevant dimension field in the Dimensionsfield group in the Journalform (the journal header).

2. The dimension value that is associated with the account type and account for ledger accounts, customer accounts, and vendor accounts.

Note
The dimension values that you post for the transaction may be restricted by the controls that are set for dimensions (dimension sets, dimension set hierarchies, dimension set rules, or mandatory dimensions). For more information, see Dimensionsand Dimension sets and dimension set hierarchies.

( Intercompany dimensions )

Department

Select the dimension value that applies to the transaction in the company that is selected in the Offset company accountslookup field. Enter an offset company if your company uses intercompany accounting and the journal line is an intercompany transaction.

( Intercompany dimensions )

Cost center

Select the dimension value that applies to the transaction in the company that is selected in the Offset company accountslookup field. Enter an offset company if your company uses intercompany accounting and the journal line is an intercompany transaction.

( Intercompany dimensions )

Purpose

Select the dimension value that applies to the transaction in the company that is selected in the Offset company accountslookup field. Enter an offset company if your company uses intercompany accounting and the journal line is an intercompany transaction.

Method of payment

If the transaction is a payment, invoice, or credit note, select the method of payment that is appropriate for the transaction.

Payment specification

Select the payment specification, if any, for the selected method of payment.

Prepayment

Select this check box if the payment is a prepayment. For more information, see Post prepayments to prepayment accounts.

Balance

The amount remaining on the customer or vendor balance when the selected line is posted.

Discount amount

Cash discount amount that applies to the transaction. The cash discount is calculated automatically when a payment is made before the deadline.

Discount pct.

The percentage of the transaction amount that is the cash discount of the transaction.

Bank transaction type

If the journal line is a bank payment, select the relevant bank transaction type.

Payment reference

Enter a reference or text that describes the bank payment. If the Use a deposit slipcheck box is selected, this field must be completed.

The information in this field will be included as part of the criteria for summarizing voucher information. If the information for vouchers is identical, the transaction details will be summarized. For example, suppose you have the following voucher information.

Although the account and date are identical for voucher 1, the transaction details will not be summarized because the payment references do not match. The transaction details for voucher 2 will be summarized, because all the information for both vouchers is identical.

Deposit slip

The deposit slip number, if the Use a deposit slipcheck box is selected.

Fee ID

Select the code that identifies the payment fee.

Fee amount

Enter the payment fee amount.

Currency

Select the currency code of the fee.

Sales tax group

Select the sales tax group of the fee.

Item sales tax group

Select the item sales tax group for the fee.

Module

Select whether the specified account is a customer or vendor.

Account type

Select the account type that the transaction is applied to.

Account

Select the account number of the account type that is selected in the Account typefield.

Settlement type

View the settlement type of the voucher by which the posted journal line was settled.

With payments made using customer/vendor, you can use the Open transaction editingform to settle previously posted invoices.

When you record a customer payment and specify Customeror Vendorin the Account typelookup field, the transaction is posted for the customer/vendor account that is selected. At the same time, a transaction is automatically posted in the customer/vendor summary account in the ledger accounts.

For information about the setup or posting profiles, see Customer posting profile (form)or Vendor posting profiles (form).

Withholding tax group

Enter the vendor's withholding tax group. The default value in this field is the withholding tax group that is set up for the vendor; you can change this value or delete the value if no withholding tax is calculated for the line.

Calculation of withholding tax is performed when the following conditions are met:

• A vendor account that is set up to calculate withholding tax is selected on the journal line.

• There is no entry in the Invoicefield on the Invoicetab.

Transferred

Select this check box if the journal line is a transaction to be transferred to the closing sheet. The transaction type of the posted transaction is Transfer.

Sales tax code

Select the sales tax code for the transaction. A sales tax code must be specified if the ledger account that is specified is a tax account.

Sales tax direction

If this check box is selected, the sales tax direction for the selected journal line is controlled by the setup of the Sales tax directionfield in the Chart of accounts form for the ledger account that is selected in the Accountfield on the journal line.

To view the sales tax direction for the journal line, click Sales tax.

Example

If customer payments are recorded on a voucher together with a fee from the bank, the sales tax direction on the sales tax posting of the fee is to start with determined to be outgoing ( Sales tax payable), because a customer account is part of the voucher posting. If the Sales tax directionfield is selected on the line with the fee, however, the sales tax direction is instead taken from the chart of accounts. The sales tax direction changes to Sales tax receivableif the sales tax direction on the ledger account is set to Purchase.

Reason code

Select the reason for the transaction.

The reason codes that are displayed in the list are the reason codes that are set up for the account type that you selected for the line.

Reason comment

Enter a reason description (optional).

If you select a reason code before you enter a reason comment, the default comment that is set up for the reason code is displayed. You still can change the comment.

Offset company accounts

If you are using intercompany accounting, enter the three-character abbreviation (code) that defines the set of company accounts in which the journal line transaction is offset. The transaction between accounts is posted in the Intercompany accounting form for both sets of company accounts.

Offset account

Enter or view the account number for the current Offset account typetype.

In Chart of accounts, you can set up a default offset account that will automatically appear in this field. This is also possible in the Offset accountfield in the Vendors form.

Offset-transaction text

Enter new transaction text if information other than the text entered in the transaction text field on the Overviewtab should be used for the offset company transaction.

Triangulation

This check box is selected if the currency code is included in triangulation. The default setting comes from the selected currency, but this setting can be changed if appropriate.

Quantity

Enter the quantity of the current transaction.

(Enter quantity for project transactions in the Quantityfield on the Projecttab.)

To display quantities on a financial statement, use the Current quantitycolumn type. For more information, see Financial statement setup (form).

Release date

To put a transaction on hold until a specified date, enter that date. You still can modify the transaction, and it can be posted on or after this date.

If this field is blank, the transaction can be posted at any time.

Note
You can clear this field to remove the hold.

Company accounts

The three-character abbreviation for your company. This is the abbreviation that you see at the lower-right corner of the screen.

Posting profile

The posting profile of the transaction. If the transaction is a vendor, customer, or fixed assets transaction, a default value that is defined by the setup for the selected account type and account appears in this field.

Terms of payment

The terms of payment of the invoice that is selected in the Invoicefield.

Invoice

Enter or view the invoice number that is related to the journal line.

When you post transactions to a customer or vendor account in general journals and fill in this field, the item sales tax group that was attached to the invoice is transferred automatically to the sales tax group of the journal line.

If you do not enter the invoice number, the item sales tax group is retrieved from the ledger account or, as the last priority, the item sales tax group on the Sales taxtab in the Parameters form in General ledger.

Due date

Due date for the invoice that is calculated on the basis of the terms of payment of the invoice ( Terms of paymentlookup field). If appropriate, you can change this date.

A due date can be calculated only if an invoice number is entered.

Payment ID

Enter identifying text for a payment. If the payment proposal is used to create the journal lines, the payment ID from the invoice/credit note is entered in this field, but you can change this as appropriate.

Tax exempt number

The tax exempt number of the customer or vendor account that has been entered on the line.

To create a tax exempt number, click General ledger> Setup> Sales tax> External> Tax exempt numbers .

Cash discount

Enter or view the code for the cash discount that applies to the journal line. If you have selected a customer or vendor account for the line, the default value for that account appears here, but you can change this value if appropriate.

Cash discount date

The last invoice payment date that qualifies the payment for a cash discount. This is calculated using the Cash discountfield and the date of the invoice. You can change this date if appropriate.

If a cash discount sequence is used, the last date of the first cash discount is shown.

Discount pct.

The percentage of the transaction amount that is the cash discount of the transaction.

Note
(ESP) This field is available only if the configuration key for Spain is selected.

Document

Enter the name or number of the document that is the basis of the transaction.

Document date

Enter the date of the document. The date is used to determine the due date and the cash discount date. For more information, see the field description of the Use document date for vendorfield in the Accounts payableform.

Approved by

Select the employee who approves the transaction. By default, the user who logged on to the database is entered in this field, but this value can be changed.

To restrict the approval function for a particular journal template (and the journals based on that template) to a specific user group, select a user group in the Approvefield in the Journal names form.

Approved

If this check box is selected, the journal line is approved. The default status of this field is selected.

1099 amount

Enter or view the amount to be reported on the 1099 form.

1099 box

Select the box on the 1099 form in which you want to print the 1099 amount.

State

Specify the state for the delivery.

1099 state amount

Specify the amount to be reported to the delivery state on the state 1099 form.

List code

Select the list code for use with the EU sales list. The default for this field is Not included.

Activity number

Select the number of the activity for the project.

Category

Select the project category that applies to the transaction.

Employee

Select the employee number.

Line property

Select the status of the transaction.

Transaction ID

View the project transaction identification if such an ID is attached to the project.

Quantity

Specify the number of units for project transactions.

Cost price

Enter or view the cost price of the hours spent on the transaction.

Sales currency

Currency code for project sales transactions.

Sales price

Enter or view the sales price of the hours that were used in the transaction.

Sales tax group

Enter the sales tax group for project invoicing.

Item sales tax group

Enter the item sales tax group for project invoicing.

Transaction type

Enter the type of transaction for the fixed assets transaction.

For more information, see Fixed asset transaction types.

Select or view the value model of the fixed asset that is selected in the Accountfield on the Overviewtab. If only one value model is available, this value is entered automatically.

Only value models that are appropriate for the posting layer of the journal are available in the list. For example, if the journal is set up to the Taxposting layer, only value models set up for tax are available.

Value models with a status of Soldor Scrappedare not available for additional transactions.

Depreciation run date

Displays the system date when the fixed asset was acquired. You can change this date when the transaction type is Acquisitionor Acquisition adjustment, or if there is not a value model depreciation convention.

Note
(ITA) This field is available only if the configuration key for Italy is selected.

Reported as ready by

The user who reported the journal as ready.

Approved by

The user who approved the journal.

Rejected by

The user who rejected the journal.

Posted on

View the posting date of the transaction.

Foreign company accounts

If the transaction is an intercompany accounting transaction, view the other company in which the transaction is also posted.

Foreign voucher

View the voucher number in the intercompany accounting company for the transaction that is related to the posted journal line transaction.

Transferred on

The transfer date of the transaction.

Transferred by

The user who transferred the voucher.

Transferred to journal

The number of the journal that the transaction was transferred to.

Errors detected

View the error messages that relate to the transaction, if any.