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Def - Journal Entry
Def - Journal Entry
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 The purpose of this page is to view, add, edit, remove, and post manually created Journal Entries, including Accrue & Reverse type transactions.  

(lightbulb) This record view also contains columns for each Attribute that is set up for the 'Financial' attribute type. Because these are user defined, they are not included in the default view but can be added a saved column layout. Financial attributes are not included in the help documentation.

Software Version: 2024.05.20 and newer

Table of Contents
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Home Tab

Fields
Description

Comment


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Comment - Header
Comment - Header
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This is text box that defaults as blank for manually entered transactions and is not required but If entered, it must be <=500 characters. This is always editable even after the transaction is posted.

Database Field: ERPx_GLJournalHeader.Comment

Currency

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Currency
Currency
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 This is a single select lookup that defaults to the home currency saved in the Company Preference ‘Home Currency’, and is required.  This is editable while the transaction is in a Status of "New"

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Def - Currency
Def - Currency
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Database Fields: ERPx_MFCurrency.CurrencyID, ERPx_GLJournalHeader.CurrencySK

Date

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Doc Date
Doc Date
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 This is a date picker to assign/edit a date for the transaction. This defaults to the current date on New and is required to save the transaction. If missing, the message "Journal Date is required." will be displayed on Save. This is editable while the transaction is in a Status of "New"

Database Field: ERPx_GLJournalHeader.JournalDate

Exch. Rate

Identifies the exchange rate associated with the Exchange Table and Journal Date assigned to the transaction. This is a numeric textbox that is only editable when the Currency selected is a value other than the home currency, the Exchange Table selected is Manual and the transaction status is New. This field allows users to enter an Exchange Rate, which is used to calculate the Home Debit and Home Credit amounts in the grid section. When a currency other than the home currency is saved, this defaults to the most recent rate on the selected Exchange Table that corresponds to the Journal Date on the transaction, else for the home currency it defaults to blank and is disabled. 

(lightbulb)  The record must be saved first in order to edit the field.

Database Field: ERPx_GLJournalHeader.ExchangeRate

Exch. Table

Identifies the Exchange Table used to calculate the exchange rate associated with the transaction. This is a single select lookup that allows users to select an Exchange Table for the Journal Entry. This is only enabled when the Currency selected is a value other than the home currency and the record status is New. The field defaults to the first exchange table with the selected currency, but can be changed to another table for that currency or Manual to allow manual rate entry.

(lightbulb)  The record must be saved first in order to edit the field.

Database Fields: ERPx_MFCurrencyExchange.ExchangeID, ERPx_GLJournalHeader.ExchangeSK

Journal ID

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Journal ID - LV
Journal ID - LV
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 This number is auto-assigned when a new Journal Entry is initially saved/created. This is never editable.

Database Field: ERPx_GLJournalHeader.JournalID

Journal Type

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Journal Type
Journal Type
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 This field is for informational use only and is never editable.

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Def - Journal Type
Def - Journal Type
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 The list of applicable Journal Types for this page include:

Manual Journal Entry: 

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Def - Journal Entry
Def - Journal Entry
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Accrue & Reverse Journal Entry: 

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Def - Journal Entry - Accrue & Reverse
Def - Journal Entry - Accrue & Reverse
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Database Field: ERPx_GLJournalHeader.JournalTransactionTypeSK

Rate Type

Identifies the calculation method for the exchange rate. This field is only editable when the Currency selected is a value other than the home currency, the Exchange Table selected is Manual and the transaction status is New. This field allows users to select a Rate Type from Multiply and Divide. The Rate Type determines how the Home Debit and Home Credit amounts are calculated in the grid section. This defaults to the Exchange Table Rate Type for the selected currency when an existing Exchange Table is selected.  When the home currency is selected this defaults to 'Multiply' and is disabled.  

(lightbulb)  The record must be saved first in order to edit the field.

Database Field: ERPx_GLJournalHeader.ExchangeRateCalculationMethodEN

Reference

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Reference
Reference
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This is text box that defaults to blank and is not required, but if entered, it must be <=100 characters. This is always editable even after the transaction is posted.

Database Field: ERPx_GLJournalHeader.Reference

Reversing Date

Identifies the date for the reversing journal entry. The date defaults to the current date and is required else the message "Reversing Date is required." will be displayed on Save. The date must be the same or later than the Date on the record, else the message "Reversing Date must be on or after the Journal Date." will be displayed on Save.  This is only editable prior to the initial Save.  

(lightbulb) This field is only displayed when the Journal Type is Accrue & Reverse.

Source

Identifies the source of the journal entry and is either ‘GL-Manual’, ‘GL-Accrue & Reverse’, or 'GL-Correct'. This field is for informational use only and is never editable.

Database Field: ERPx_GLTransactionType.TransTypeName

Status

This is only editable for Journal Entries in a Status of New or Approved.

The entry will be listed as either “New”, “Approved”, or “Ready to Post”.  

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Def - Status
Def - Status
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This page includes all the Manual and Accrue & Reverse journal entries in a the statuses of:

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Def - Status - New
Def - Status - New
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Def - Status - Approved
Def - Status - Approved
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Database Fields: ERPx_GLJournalHeader.TransactionStatusSK


Properties Tab

Fields
Description
Group: All

Class

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Transaction Class
Transaction Class
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This is required and comes from the Transaction Class for the corresponding record when the Journal was initially created. This is never editable and the value is always 'Default' for both Journal Entry and Accrue & Reverse transactions. 

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Def - Transaction Class - General
Def - Transaction Class - General
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Database Field: ERPx_GLJournalHeader.JournalTransactionClassSK

Journal Header SK

Identifies the SK value of the Transaction. This field is never editable and is for information only.

Database Field: ERPx_GLJournalHeader.JournalHeaderSK

Created

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Created
Created
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Database Field: ERPx_GLJournalHeader.CreatedDate

Created By

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Created By
Created By
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Database Field: ERPx_GLJournalHeader.CreatedBy

Posted

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Posted Date
Posted Date
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 This is a non-editable text box that is required when the transaction is posted.

Database Field: ERPx_GLJournalHeader.PostedDate

Posted By

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Posted By
Posted By
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 This is a non-editable text box that is required when the transaction is posted.

Database Field: ERPx_GLJournalHeader.PostedBy

Last Updated

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Last Updated
Last Updated
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Database Field: ERPx_GLJournalHeader.LastUpdated

Last Updated By

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Last Updated By
Last Updated By
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Database Field: ERPx_GLJournalHeader.LastUpdatedBy

Master Number

Displays the unique identifier from the database for the record.  This field is never editable and is for information only.

Database Field: ERPx_GLJournalHeader.MasterNumber


Attributes Tab

Fields
Description
Attributes

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Attribute - Attribute
Attribute - Attribute
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 The Attributes displayed here are setup and assigned in the Attributes section of the Company module (Company → Setup → Attributes → Financial). 

RequiredA non-editable text box that shows whether the Attribute Value is required or not. If the Attribute Value is required, it will display "Yes". If it is optional, it will display as blank. This value is only editable from the 'Assign Attribute Rules' page (Company → Setup → Attributes → Financial → Transactions hyperlink). 
Value

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Attribute - Value
Attribute - Value
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 This is always editable until the transaction is Closed. 


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Note: Users may only replace an account with active accounts that are set to 'Use in GL' in the GL Accounts master file.  easily updated using the quick replacement feature, for information on how this works please see this FAQ.

Note: Statistical Accounts are only available in manual Journal Entries and not Accrue & Reverse type transactions.

Toolbar IconsDescription
Column Filter Show/Hide
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Column Filter Show/Hide - Global
Column Filter Show/Hide - Global
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Delete
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Delete - RV Grid 3.0
Delete - RV Grid 3.0
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Excel
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Excel - RV Header 3.0
Excel - RV Header 3.0
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Group By Show/Hide
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Group By Show/Hide - Global
Group By Show/Hide - Global
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New
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New - Blank Row - RV Grid 3.0
New - Blank Row - RV Grid 3.0
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Quick Column Filter

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Quick Column Filter
Quick Column Filter
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Saved Layouts

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Column Layouts for Framework 3.0 - Global
Column Layouts for Framework 3.0 - Global
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FieldsDescription
Checkbox
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Checkbox
Checkbox
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Account

Identifies the GL Account and Account Description for the line item.  This is an editable textbox that is required, if other field values are entered and no Account is entered the line will not be saved.  It defaults to blank and is editable until the transaction is in a status of 'Approved', 'Ready To Post' or 'Posted'.  

The Account can be updated by entering a new account segment value along with the separator to quickly replace an account with a new account value (for example an account in the same division but different department), or search for an account based on the account segment(s) entered.  For example, if the line item Account displays ‘6300-200-10 - Depreciation Expense: Plant’ and a user enters '-12' and an active account number '6300-200-12' exists, the Account field will be automatically updated to display the new account number and account description. 

Additionally, the "Account Segment for Quick Replacement" preference in Financial > Configuration > Preferences can be set for the most commonly replaced Account Segment to allow for the account to be updated automatically based on the segment value entered without the segment separator. 

For example:

  • The Account Format in NorthScope is setup with three segments, broken down as follows: Segment 1 = "Account" and is 4 digits long, Segment 2 = "Division" and is 3 digits long and Segment 3 = "Department" and is 2 digits long.
  • Account Segment for Quick Replacement Financial Preference is set to ‘3 - Department’
  • User opens Journal Entry Record View with a line item Account of ‘6300-200-10 - Depreciation Expense: Plant’
  • User deletes Account content and types in ‘12’
  • NorthScope uses the entry of ‘12’ combined with the Account Segment for Quick Replacement preference of ‘3 - Department’ to determine the ‘12’ is referencing the department segment of the GL Account and does one of two things:
    • Defaults the Account to the only account that matches, if there’s only one, reading “6300-200-12 – [Account Description]”
    • Displays the Account Lookup with all the Accounts available that match the value entered for the user to select the correct account

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Def - GL Account SegmentDef - GL Account Segment
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Def - General Ledger Account
Def - General Ledger Account
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Def - GL Account Description
Def - GL Account Description
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Database Fields: ERPx_GLAccount.AccountNumber - ERPx_GLAccount.Description, ERPx_GLJournalLine.GLAccountSK

Credit

Identifies the credit amount for the line item. Each row in the grid must have a value entered for either the Debit Amount or Credit Amount. If there is a value in either the Debit or Credit Amount field, then the other field will be disabled.

Database Field: ERPx_GLJournalLine.CreditAmount

Debit

Identifies the debit amount for the line item. Each row in the grid must have a value entered for either the Debit Amount or Credit Amount. If there is a value in either the Debit or Credit Amount field, then the other field will be disabled.

Database Field: ERPx_GLJournalLine.DebitAmount

Home Credit

Displays the credit amount in the home currency. This is calculated by multiplying/dividing the Credit amount with the Exchange Rate as determined in the header section of the record. This field is for informational use only and is never editable. 

Database Field: ERPx_GLJournalLine.TransCurrencyCreditAmount

Home DebitDisplays the debit amount in the home currency. This is calculated by multiplying/dividing the Debit amount with the Exchange Rate as determined in the header section of the record. This field is for informational use only and is never editable. Line Comment

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Comment - Line Item
Comment - Line Item
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 This is a textbox that defaults as blank and is not required. If entered, it must be <=500 characters. This is always editable even after the transaction is posted.

Database Field: ERPx_GLJournalLine.Comment

Project

Identifies the Project associated with the line item. This is a single select lookup that defaults to blank and is not required.  This is editable while the transaction is in a Status of "New".

The lookup contains a blank value, the current assigned value, and a list of all the 'Active' projects that are within the open date range. 

Database Field: ERPx_GLJournalLine.DistributionAccountSK

Seq.

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Ln. - RV Items Grid
Ln. - RV Items Grid
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 This is an editable text box that defaults to the next available base-10 number. It is required, and is editable while the transaction is in a Status of "New". To re-sequence the line items, edit one or more lines with a new positive number that would put the line item where you want it sorted, and click the Save button. On save, the line items will be resorted, and the Ln. values will be re-set to base-10 values.

For example, if you had line items 10, 20, and 30 and you wanted the last one (Ln. 30) to be second, you could edit the value to any number between 10 and 20 (i.e., 15) and on save the lines would be sorted in the new sequence (10, 15, and 30) and then all Ln.'s would be re-set to base 10 numbers (10, 20, 30).

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