A Journal Entry is a record of a business transaction that is stored in the General Ledger. A journal entry consists of a unique reference number (Journal ID), Date, a description of the transaction, and two or more Journal Lines consisting of either a Debit Amount or Credit Amount.

The purpose of the Journal Entries List View is to show (open/unposted) 'Manual' and 'Accrue & Reverse' journal entries 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.

This list 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: 2023.12.19 and newer

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Toolbar Icons	Description
Column Filter Show/Hide	Toggles between displaying and hiding a filter row in the grid under the column headers. The filter row will be displayed by default if the Quick Column Filter is also implemented in the page. When enabled, this will allow users to type in text to filter by a specific column.
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 either not open or will open the first record (depending on how the page was coded).
Excel	Exports the contents of the grid 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, or excluded columns, only the contents in the grid 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. Users must log out and back in before the pages will be visible in the 'My Shortcuts' tab.
Group By Show/Hide	Toggles between displaying and hiding a row in the grid above the column headers to enable grouping by one or more column(s). Once displayed, users may drag and drop column headers to group by a specific column. Once the grid is grouped by a column(s), a subtotal footer row will display in the grouping for columns that have a page footer total.
Help	Opens the online WIKI help page for the current page.
Mass Update	Opens the mass update dialog, which allows to mass update the following properties: Status: A single-select lookup that defaults to "(No Change)", but also has options for "New", "Approved" and "Ready to Post". Assigns the selected Status to selected/filtered transactions when the 'Apply' icon is clicked.
More Actions	Displays a drop down menu of related actions. The list of options includes: Reverse/Correct: Opens the Reverse/Correct page and allows the user to either Reverse or Correct a journal entry.
New	Allows users to select the type of transaction or record they want to add. Manual: Opens a blank journal entry record. A Journal Entry is a record of a business transaction that is stored in the General Ledger. A journal entry consists of a unique reference number (Journal ID), Date, a description of the transaction, and two or more Journal Lines consisting of either a Debit Amount or Credit Amount. Accrue & Reverse: Opens a blank Accrue & Reverse journal entry record. An Accrue & Reverse Journal Entry (aka Reversing Entry) is an automated journal entry, typically made on the first day of an accounting period, to remove accrual adjusting entries that were made at the end of the previous accounting period. Reversing Entries are used because they: Reduce the chance of double-counting revenues and/or expenses, and Allow for more efficient processing of the actual invoices that will be processed in the new accounting period Unrealized Currency Gain/Loss: Opens a blank Unrealized Gain/Loss record. An Unrealized Gain or Loss occurs when the invoice/transaction amount owed has not been paid by the end of the accounting period and the outstanding balance of the invoice / transaction is revalued using a new exchange rate. An unrealized loss results in a Debit to the Unrealized Loss Account and an unrealized gain results in a Credit to the Unrealized Gain Account.
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 window, where transaction and/or analysis reports can be downloaded, printed and/or emailed. When clicked, all the Reports that launch from the Print Dialog that are assigned to this page, and that the user has rights to (if Report Data Access is enabled) are displayed.
Quick Column Filter	Used to filter across all columns in the grid. When the user types text into the Quick Column Filter text box, the grid's Filter Row will be automatically hidden. The text in the Quick Column Filter text box automatically replaces any existing Filter Row filters. The results of the data immediately refresh as you enter text.
Saved Layouts	Displays the column layout lookup and related icons. This tool allows users to select a previously saved layout, create a new layout, save changes to a layout, forget/delete a layout and/or assign a saved layout as the default for the page. Once changes are made to the layout, such as columns are added or removed, the user can click the Save Layout icon and save the changes to the column layout. The visibility of the Filter Row is also saved with a saved layout. The new layout can also be set as the default. This is useful for creating specific views to separate master files or transaction types (i.e. Invoice specific vs. Credit Memo specific). Default layouts can be removed by clicking the 'Set as Default' button again when the current default layout is selected. Please note that existing saved grid layouts will display the Filter Row as hidden by default.
Fields	Description
Checkbox	Used to select one or more records to perform an action, such as Mass Update, More Actions, or Delete.
Comment	Shows the Comment entered for the transaction or transaction line. This is not required and comes from the 'Comment' in the header of the Home tab on the Journal Entry RV. 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
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	Identifies the date the transaction posted (or will post) to the general ledger. This comes from the 'Date' in the header of the 'Home' tab on the Journal Entry RV. This defaults to the current date and is only editable for journal entries in a Status of 'New'. 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 RV and is auto-assigned when a new Journal Entry is initially saved/created. This is never editable. Database Field: ERPx_GLJournalHeader.JournalID
Journal Type	Identifies the Journal Type assigned to the Journal Entry. This is required and comes from the 'Journal Type' in the header of the 'Home' tab on the Journal Entry RV and is auto-assigned based on the type of journal entry selected on New. This is never editable. Journal Types are used to identify different types of journal entries. The list of potential Journal Types changes depending on where and how the journal entry was created. The list of applicable Journal Types for this page include: Manual Journal Entry: A Journal Entry is a record of a business transaction that is stored in the General Ledger. A journal entry consists of a unique reference number (Journal ID), Date, a description of the transaction, and two or more Journal Lines consisting of either a Debit Amount or Credit Amount. Accrue & Reverse Journal Entry: An Accrue & Reverse Journal Entry (aka Reversing Entry) is an automated journal entry, typically made on the first day of an accounting period, to remove accrual adjusting entries that were made at the end of the previous accounting period. Reversing Entries are used because they: Reduce the chance of double-counting revenues and/or expenses, and Allow for more efficient processing of the actual invoices that will be processed in the new accounting period Correct: A Reverse & Correct Journal Entry creates two Journal Entries when processed: Part 1: An automated journal entry that reverses a previously posted Journal Entry by converting all Debit amounts to Credits and all Credit Amounts to Debits, as of the date specified as the 'Reverse Date', with no additional user intervention. Part 2: An unposted journal entry, in the status of New, that is a clone of the original Journal Entry that was reversed. The "Reverse & Correct" is used when a previously posted Journal Entry contains one or more errors. Part 1 reverses the incorrect Journal Entry and Part 2 provides a starting point for a user to edit and re-post. 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. This is a required field. Database Field: ERPx_GLJournalHeader.LastUpdated
Last Updated By	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. This is a required field. Database Field: ERPx_GLJournalHeader.LastUser
Note	Identifies the first 30 characters from the 'Internal' Transaction Note. This is note required and comes from the value entered in the Internal Note Type. This is always editable. Database Field: ERPx_GLJournalHeaderNote.NoteHTML where ERPx_GLJournalHeaderNote.JournalHeaderSK = ERPx_GLJournalHeader.JournalHeaderSK
Reference	Identifies the Reference entered for the transaction. This comes from the 'Reference' in the header of the 'Home' tab on the Journal Entry RV. This is not required 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.Reference
Status	Identifies the Status of the transaction. This comes from the 'Status' on the 'Home' tab on the Journal Entry RV. 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”. Status is used to identify where a transaction, Purchase Order, Price List, BOM, or Master File record is in its life cycle. Records start in a Status of 'New' and progress sequentially through additional statuses until they are 'Posted' or 'Closed'. The list of potential Statuses changes depending on the transaction type. This page includes all the Manual and Accrue & Reverse journal entries in a the statuses of: New: This is the default Status for all new Transactions. While in the Status of 'New' transactions are considered open and all editable fields are open for edit, no posting or approval validations are performed, GL Dates are not assigned, and journal entries are not created. If the transaction was moved back from Approved to New, the GL Date will be assigned and a Journal Entry will exist. Approved: Performs all the data validations required to post the transaction and applies to all Transactions. While in the Status of 'Approved' transactions are considered open but have limited fields open for edit. If one or more validations fail, messages are provided indicating what needs to be corrected. If all the validations pass, then all the fields are disabled except for the Status lookup (and any fields that are always editable), journal entries are created/updated, journal ID's are assigned to the journal entry, and blank 'GL Dates' are assigned. Database Field: ERPx_GLJournalHeader.TransactionStatusSK

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Journal Entries List View

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