Journal Entry (Manual) Record View

Description: The Journal Entry record view is used to create or edit journal entries and contains all the details for each record shown in the Journal Entry list view. From this screen, users can edit information about the record, create new records, or delete them.

Header Toolbar

Toolbar Icons	Description
Delete	Deletes the selected record(s). When clicked, users will be prompted with: "Are you sure you want to delete the selected records?". Click "OK" to confirm, or "Cancel" to return without deleting. _{WARNING: Records cannot be recovered once they are deleted!}
Grid Layout	Opens the Saved Grid Layout menu that allows the user to select another saved layout, create a new layout, save changes to a layout, or assign a saved layout as the default for the page. Once changes are made to a grid, such as columns are added or removed, the user can click the Saved Grid Layout icon and save the changes to the grid layout and name the new layout. The new layout can also be set as the default, instead of the System View. This is useful for creating specific views to separate master files or transaction types (i.e. Invoice specific vs. Credit Memo specific). The bolded view is the default view, which will determine the view will automatically display in when opened.
New	Allows the user to create a new master file record or transaction by opening a blank record view page. This icon is always enabled.
Notes	Opens the Notes dialog, filtered for the appropriate Note Type(s). From here, users can add, review, or edit Notes associated with the record. This icon is always enabled.
Print	Opens the Print dialog, showing any applicable printable reports to be printed, downloaded, and/or emailed.
Save	Saves the changes made to the record. In order to successfully save, the following criteria must be completed: Account Number Date Either a Debit or Credit Amount Source Status The Save button is only activated when a change is detected on the page. When the Save button is active, a ‘ + ‘ character is displayed in the page border. Saving reloads the page.

Home Tab

Fields	Description
Comment	Displays the comment entered for the journal entry.
Currency	This drop-down menu displays all active currencies configured in the system to allow users to select the Journal Entry currency. The currency defaults to the company currency saved in the Company Preference ‘Default Currency ID’. This field is only editable, if the company has multiple currencies configured in the Currencies list view and the record status is New.
Date	Identifies the date that the journal entry will post to the GL.
Exch. Rate	This field is only editable when the Currency selected is other than the Company currency, the Exchange Table selected is Manual and the record 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. The field defaults to the Exchange Rate Type when an existing Exchange Table is selected. The record must be saved first in order to edit the field.
Exch. Table	This drop-down menu allows users to select an Exchange Table for the Journal Entry. The field is only enabled when the Currency selected is other than the company currency and the record status is New. The field defaults to the first exchange table with the selected currency, but can be changed to Manual to allow manual rate entry. The record must be saved first in order to edit the field.
Journal ID	Displays the ID number for the journal. This number is automatically generated by the system and cannot be edited. When the Journal Entry integrates with the host system, it will inherit the next Journal ID from the host system.
Journal Type	Identifies the journal entry type ‘Manual’ or ‘Accrue & Reverse’. This field is for informational use only and is never editable.
Rate Type	This field is only editable when the Currency selected is other than the Company currency, the Exchange Table selected is Manual and the record status is New. The 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. The field defaults to the Exchange Table Rate Type when an existing Exchange Table is selected. The record must be saved first in order to edit the field.
Reference	Displays the reference entered for the journal entry.
Source	Identifies the source of the journal entry and is either ‘GL-Manual’ or ‘GL-Accrue & Reverse’. This field is for informational use only and is never editable.
Status	Identifies the current status of the journal entry. The entry will be listed as either “New”, “Approved”, or “Ready to Post”. Line items must be added in order to approve or post a journal entry. Records with a Status of "New" can be fully edited, records with a Status of "Approved" will only allow edit of the Status, and records with a Status of "Ready to Post" cannot be edited.

Properties Tab

Property Name	Description
Class	Displays the Transaction class associated with the Journal. This value defaults to ‘Default’ and is for information only.
Created	Displays the date and time the Journal was created. This field populates when the record is created and does not update after that. A journal record can be created from a transaction; when clicking journal details for the first time from a record view of a transaction or when approving or posting a transaction without first clicking the journal details button. This field is not editable and is for information only.
Created By	Displays the username of the user that created the Journal. This field populates when the record is created and does not update after that. A journal record can be created from a transaction; when clicking journal details for the first time from a record view of a transaction or when approving or posting a transaction without first clicking the journal details button. This field is not editable and is for information only.
Journal Header SK	Displays the unique identifier from the database for the Journal. This field is not editable and is for information only.
Last Updated	Displays the date and time the Journal was last updated. This field is not editable and is for information only.
Last User	Displays the User name of the user that last updated the Journal. This field is not editable and is for information only.
Master Number	Displays the unique identifier from the database for the record. This field is not editable and is for information only.
Posted	Displays the date and time the Journal was posted. This field is populated when manual journals or transaction journals are saved as Ready to Post or Posted. This field is not editable and is for information only.
Posted By	Displays the username of the user that posted the Journal. This field is populated when manual journals or transaction journals are saved as Ready to Post or Posted. This field is not editable and is for information only.

Grid Toolbar

Toolbar Icons	Description
Delete	Deletes the selected line(s) from the transaction or master file. This icon is only enabled for transactions with a Status of 'New'.
Excel	Clicking the Excel toolbar icon exports the current contents of the grid to an Excel file that is automatically downloaded. The contents that export are only those currently visible. If the grid is filtered, only the filtered contents will be exported.
New	Adds new blank lines in the grid section to allow for data entry.

Grid Columns

Column Headers	Description
Account Number	Identifies the GL Account for the journal entry transaction.
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.
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.
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 cannot be edited.
Home Debit	Displays the debit amount in the home currency. This is calculated by multiplying/diving the Debit amount with the Exchange Rate as determined in the header section of the record. This field is for informational use only and cannot be edited.
Line Comment	Allows users to enter additional comments to line items. This field is not required and is editable until the record status is New.
Project	For companies using Project Accounting, this field allows users to associate a Journal Line Item to a Project. The list contains all the Active projects that are within the open date range.

Header Toolbar

Home Tab

Properties Tab

Grid Toolbar

Grid Columns

Related Topics

Page Definitions

Technical Details

Table Names:
dbo.ERPx_GLJournalHeader
dbo.ERPx_GLJournalLine
dbo.ERPx_GLJournalLineDetail
dbo.ERPx_GLJournalLineType

Stored Procedures:
SPx_GLSEL_JournalHeader
SPx_GLSEL_JournalHeaderProperties
SPx_GLSEL_JournalLine