A journal entry is a record of the business transactions in the accounting books of a business. A properly documented journal entry consists of the correct date, amounts to be debited and credited, description of the transaction and a unique reference number. The purpose of the Journal Lines List View is to show (open/unposted) 'Manual' and 'Accrue & Reverse' journal lines assigned a Status of New and Approved. From here, users can add, edit, delete, or post unposted 'Manual' and 'Accrue & Reverse' journal entries. When these are posted, the General Ledger is updated.
Software Version: 2020.xx.xx and newer
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| Toolbar Icons | Description |
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| 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! |
| Edit | Opens the selected record for editing. If a record is not selected, the page will not open. |
| Excel | Export the contents of the list view to an Excel file that will automatically download. The contents that export are those that are visible to the user. Therefore, if the user has filtered the view only the filtered contents will be exported. |
| Favorites |   Clicking on the star icon when it is an outline, adds the page to the 'My Shortcuts' tab and fills in the star. Clicking on the star icon when it is filled in (solid color), removes the page from the 'My Shortcuts' tab and returns the icon to an outline.
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| 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).
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| Help | Opens the online WIKI help page for the current page.
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| More Actions | Opens a drop-down menu for the user to select Reverse/Correct, which opens the Reverse/Correct Journals record view and allows the user to Reverse or Reverse & Correct a journal entry. |
| New | Opens a new blank record for data entry. |
| Fields | Description |
| Checkbox | Used to select one or more records for Mass Update or Delete. |
| Account Description | Displays the name of the GL Account Description associated with the Journal line. This is required to save a Journal line and can be edited from the 'Account Number' field on the Journal lines grid of the Journal Entry record view while in a Status of 'New'. Database Field: ERPx_GLAccount.Description |
| Account Number | Displays the GL Account Number associated with the Journal line. This is required to save a Journal line and can be edited from the 'Account Number' field on the Journal lines grid of the Journal Entry record view while in a Status of 'New'. Database Field: ERPx_GLAccount.AccountNumber |
| Comment | Shows the Comment entered for the transaction. This is not required and comes from the 'Comment' in the header of the Home tab on the Journal Entry Record View. This defaults to blank and is always editable for 'Manual' journal entities and for 'Accrue & Reverse' journal entries while they are in a Status of 'New'. Database Field: ERPx_GLJournalHeader.Comment |
| Created | Identifies the Created Date & Time of the record, formatted from the users 'Date Format' preference. This is a system assigned value and is never editable by a user. This is a required field. Database Field: ERPx_GLJournalHeader.CreatedDate |
| Created By | Identifies the name of the user that created the record. It is formatted to be the "logged-in" users [User First Name] + [User Last Name]. This is a system assigned value and is never editable by a user. This is a required field. Database Field: ERPx_GLJournalHeader.CreatedBy |
| Credit | Displays the amount credited from the Journal line. This field is required and if no amount was entered, it will displays as "0.00". This can be edited from the 'Credit' field on the Journal lines grid of the Journal Entry record view while in a Status of 'New'. Database Field: ERPx_GLJournalLine.CreditAmount |
| Debit | Displays the amount debited from the Journal line. This field is required and if no amount was entered, it will displays as "0.00". This can be edited from the 'Debit' field on the Journal lines grid of the Journal Entry record view while in a Status of 'New'. Database Field: ERPx_GLJournalLine.DebitAmount |
| Distributed To | Displays the name of the Project the amount is distributed to. This is not required and can be edited from the 'Project' field on the Journal lines grid of the Journal Entry record view while in a Status of 'New'. Database Field: ERPx_GLProject.ProjectDescription, ERPx_GLJournalLine.DistributionAccountSK |
| Distributed Type | Identifies the type of distribution based on the selected Distributed To field. This is not required and is not editable. Journal lines displayed from this list view will always be of type 'Project'. Database Field: ERPx_GLJournalLine.MFDistributionAccountTypeEN |
| GL Period | Identifies the Fiscal Period based on the GL date on the source transaction or manual journal entry. This is required and can be edited by changing the 'Date' field on the Home tab of the Journal Entry record view while in a Status of 'New'. |
| GL Year | Identifies the Fiscal Year based on the GL date on the source transaction or manual journal entry. This is required and can be edited by changing the 'Date' field on the Home tab of the Journal Entry record view while in a Status of 'New'. |
| Journal Date | A non-editable text box that displays the date that the journal entry will post to the GL, formatted from the users 'Date Format' preference. Database Field: ERPx_GLJournalHeader.JournalDate |
| Journal ID | Identifies the unique Journal ID (transaction ID) for the journal entry. Clicking on the link opens the Journal Entry Record View for the selected Journal Entry. This comes from the 'Journal ID' in the header of the 'Home' tab on the Journal Entry Record View and is auto-assigned when a new Journal Entry is initially saved/created. This is never editable. Database Field: ERPx_GLJournalHeader.JournalID |
| Journal Type | A non-editable text box that displays the type of the corresponding journal entry. The options include "Manual" and "Accrue & Reverse". Database Field: ERPx_GLJournalHeader.JournalTransactionTypeSK |
| Last Updated | Identifies the Last Updated Date & Time of the Transaction, formatted from the users 'Date Format' preference. This is a system assigned value and is never editable by a user. Database Field: ERPx_GLJournalLine.LastUpdated |
| Last User | Identifies the name of the user that last updated the Transaction. It is formatted to be the "logged-in" users [User First Name] + [User Last Name]. This is a system assigned value and is never editable by a user. Database Field: ERPx_GLJournalLine.LastUser |
| Line Comment | A non-editable text box that displays the comment corresponding to the journal line item. Database Field: ERPx_GLJournalLine.Comment |
| Note | A non-editable text box that displays the note applied to the journal entry. Database Field: ERPx_GLJournalHeaderNote.NoteHTML where ERPx_GLJournalHeaderNote.JournalHeaderSK = ERPx_GLJournalLine.JournalHeaderSK |
| Posted | A non-editable text box to identify the Date & Time of the Journal was Posted. This is a system assigned value and is never editable by a user. This field is populated when journals are saved as "Ready to Post".
Database Field: ERPx_GLJournalHeader.PostedDate |
| Posted By | A non-editable text box that displays the name of the user that Posted the Transaction. It is formatted to be the "logged-in" users [User First Name] + [User Last Name]. This is a system assigned value and is never editable by a user. This field is populated when journals are saved as "Ready to Post".
Database Field: ERPx_GLJournalHeader.PostedBy |
| Reference | Identifies the Reference entered for the transaction. Database Field: ERPx_GLJournalHeader.Reference |
| Source Module | A non-editable text box that displays the name of the functional area in which the transaction resulting in the line item's corresponding journal entry was created. Database Field: ERPx_GLJournalHeader.SourceModuleSK |
| Source Trans Date | A non-editable text box that displays the date of the transaction that resulted in the corresponding line item's journal entry, formatted from the users 'Date Format' preference. Database Field: ERPx_GLJournalHeader.SourceTransactionDate |
| Source Trans ID | A hyperlink that displays the Journal ID for the transaction that resulted in the line item's corresponding journal entry. When clicked, the Journal Entry record view of the clicked transaction will open. Database Field: ERPx_GLJournalLine.SourceTransactionID |
| Source Trans Type | A non-editable text box that displays the type of transaction that resulted in the line item's corresponding journal entry. Database Field: ERPx_GLJournalHeader.SourceTransactionTypeName |
| Status | Identifies the Status of the transaction. The entry will be listed as either “New”, “Approved”, or “Ready to Post”. Database Field: ERPx_GLJournalHeader.TransactionStatusSK |
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