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 this page is to view, add, edit, remove, and post manually created Journal Entries, including Accrue & Reverse type transactions.

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

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Header Toolbar

Toolbar Icons	Description
Delete	Deletes the transaction, batch, or master file record. When clicked, users will be prompted with: "Are you sure you want to delete this record?". Click "OK" to confirm, or "Cancel" to return without deleting. _{WARNING: Records cannot be recovered once they are deleted!}
Help	Opens the online WIKI help page for the current page.
New	Allows users to select the type of transaction or record they want to add. The list contains the options 'Manual' and 'Accrue & Reverse'.
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. Notes are used throughout the application to add additional details to Master Files and Transactions. Transactions and Master Files that support Notes store the text of the note in one or more 'Note Types' as a way to classify/organize notes.
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.
Save	Saves the changes made to the record.
Save & Close	Saves your changes and closes the page.

Home Tab

Fields	Description
Comment	Identifies the header comment/description of the transaction or batch. 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	Identifies the Currency assigned to the transaction. 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". The Currency identifies the kind of money used for transactions. For example, if a Customer or Vendor is setup with a Currency of "USD" then all transactions for them are stated in terms of US Dollars and all payments received or made must be in US Dollars. Database Fields: ERPx_MFCurrency.CurrencyID, ERPx_GLJournalHeader.CurrencySK
Date	Identifies the date of the transaction. 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. 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. The record must be saved first in order to edit the field. Database Fields: ERPx_MFCurrencyExchange.ExchangeID, ERPx_GLJournalHeader.ExchangeSK
Journal ID	Identifies the unique Journal ID (transaction ID) for the journal entry. 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	Identifies the Journal Type assigned to the Journal Entry. This field is for informational use only and 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 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. The record must be saved first in order to edit the field. Database Field: ERPx_GLJournalHeader.ExchangeRateCalculationMethodEN
Reference	Identifies the Reference entered for the transaction. 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. 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”. 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 Fields: ERPx_GLJournalHeader.TransactionStatusSK

Properties Tab

Fields	Description
Group: All
Class	The unique identifier of the Transaction Class. 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. Transaction Classes are used to categorize transactions within transaction types and assign specific default values and business rules for each. 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	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. 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. Database Field: ERPx_GLJournalHeader.CreatedBy
Posted	Identifies the Date & Time the transaction was posted. This is a non-editable text box that is required when the transaction is posted. Database Field: ERPx_GLJournalHeader.PostedDate
Posted By	Identifies 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 is a non-editable text box that is required when the transaction is posted. Database Field: ERPx_GLJournalHeader.PostedBy
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_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. 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	A non editable text box that shows the name of the Attribute. Attributes are user-definable fields that are used on master files and transactions and are editable from the Attributes List View. The Attribute will only be displayed if the Applies property on the Assign Attribute Rules by page is set to either "Yes - Required" or "Yes - Not Required". Attributes set to "No" will not be displayed. The Attributes displayed here are setup and assigned in the Attributes section of the Company module (Company → Setup → Attributes → Financial).
Required	A 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	Identifies the value assigned to the corresponding attribute. Because Attributes are configurable as either Text, List, Date, or Date/Time the data entry is either a text box, lookup, or date picker. The value defaults to blank and is only required if the Attribute's 'Applies' property is set to "Yes - Required" in the Assign Attribute Rules page. Attribute Values for Master Flies are always editable. Attribute Values for transactions are always editable for unposted transactions. This is always editable until the transaction is Closed.

Page Details

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 line(s) from the transaction. When clicked, you are prompted with the message "Are you sure you want to delete n item(s)? Okay or Cancel". This icon is only enabled for transactions with a Status of 'New'.
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.
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.
New	Adds new blank row in the grid section to allow for data entry.
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.
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 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. A General Ledger Account (synonymous with Account and GL Account) is a unique identifier used to store specific accounting data in the General Ledger. A General Ledger is made up of multiple General Ledger Accounts. A GL Account Description is the name given to a GL Account ID. 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 Debit	Displays 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	Identifies the Comment for the line item. 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.	Identifies the Line # for each Transaction Line Item. The Line # sets the sort of the items on grids, list views, inquiries, and reports. 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).

NorthScope

Journal Entry / Accrue & Reverse Record View

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