Coming soon - Add-on module: Journal (line by line document entry)

This module is an alternative to the day books on the Bookkeeping tab. Like the day books, it allows you to create and book entries for all document types, but with an improved overview and more ease of navigation.

The module appears in a new tab called ‘Finance’.

If you selected a default setup, the journal type(s) of the module will reflect the selected default setup. Journals can be added, deleted (if there are no entries in them) and edited.

The navigation of the Journal differs from that of other modules. Here are some tips:

1. There are two buttons on the tab: A ‘List’ view of multiple entries and a ‘Form’ view that shows details of one entry.
2. Navigate the list using the arrow/ tabulator keys or your mouse.
3. Note that many fields will automatically suggest e.g. account names when you begin typing.
4. The line just above the column titles is a filter. To show only entries that contain a given number or text, enter the number or text in the filter field above the column. Several filters can be combined to reduce the number of lines shown. Clear the filters by clicking on the ‘Remove filters’ icon to the right.
5. Undo typing by clicking the ‘Undo (Esc)’ icon or pressing the ‘Esc’ key once to undo the cell, twice to undo the line. It is not possible to undo once the line has been saved, e.g. by moving the cursor to a different line.

Entries can be created, edited and deleted in the journal. Entries are saved and can be booked later.

To create a new entry:
1. Click ‘Finance’ > ‘Journals’ > Select the relevant journal, e.g., ‘Cost’
2. Click the ‘Create new (Ctrl + Shift + n) icon above the list area
3. Edit the Field details

The entry is saved when you change lines or click ‘Save’. If the document balances, the next document number appears in the Document field, ready for the next entry.

If the document does not balance, the same document number will be suggested for the next entry.

Note that not all fields are mandatory.

• Date: The date is filled in automatically, but can be edited.
• Document: The document number is filled in automatically, but can be edited.
• Text: A brief text describing the entry.
• Debit: Enter the amount in Debit, Credit or Amount.
• Credit: Enter the amount in Debit, Credit or Amount.
• Amount: Enter the amount in Debit, Credit or Amount.
• Account no.: Begin typing the desired account number or name to select it from a list.
• Currency: The base currency is filled in automatically, but can be edited.
• Exchange rate: An exchange rate is suggested, but can be edited.
• VAT code: Select the VAT to be applied to the amount (to apply no VAT, select the blank line in the drop-down list).

For cost journals: To let the system automatically match supplier entries when booking, enter the supplier’s invoice number when you register both the invoice and your company’s payment.

The journal is a list of your documents. Entries in the journal can be edited, booked or deleted. When you book entries, the accounts are updated with the information from the journal.

To book entries in a journal:
1. Click ‘Finance’ > ‘Journals’ > Select the relevant journal, e.g., ‘Cost’
2. Check the box on the left of the entries to book (check the topmost box to select all entries)
3. Click the ‘Book’ icon above the list area.

See the ‘Balance, total’ at the bottom of the list to see if the entries balance before booking. If the entries do not balance, an error message will be displayed when booking.

To delete entries in a journal:
1. Click ‘Finance’ > ‘Journals’ > Select the relevant journal, e.g., ‘Cost’
2. Check the box on the left of the entries to delete (check the topmost box to select all entries)
3. Click the ‘Delete (Ctrl. + Shift + d) icon above the list area

NOTE: This action cannot be undone.

If you selected a default setup, one or more journals will be available for you to use. Journals can be added, deleted (if there are no entries in them) and edited.

Entries can be created, edited and deleted in the journal. They are saved and can be booked later.

To create a new journal:
1. Click ‘Finance’ > ‘Journals’ > ’Setup’
2. Click the ’Create new journal’ icon at the top of the Journal setup window
3. Edit the Field details
4. Click ’OK’

• Journal name: Enter the desired name
• Number series: Define the number series for the journal
• Book only when all entries balance (Finance journals only): Check this to ensure that all documents balance before booking. If not checked, only documents that balance will be booked.
• Repeat text if document does not balance: Check this to repeat text in the next row if the document does not balance, e.g. if several rows are necessary to complete a document.
• Recurring journal: Check this to ensure that entries are not deleted when the journal is booked, so you need only change e.g., date and document number next time.
• Lock VAT codes: Check this box if it should not be possible to change VAT codes when making entries in the journal.
• Use balance as default amount: Check this to enter the balance of the journal as the amount for the next row. This is used primarily for documents stretching over several entries.
• Base type:
  1. Finance: For financial transactions
  2. Cost: For supplier invoices and payments
  3. Sales: For customer invoices and payments

• Sub type : For Cost/Sales journals: Define whether this journal should handle payments or invoices or both. For Finance journals: Define whether this journal should handle payments or financial transactions or both.
• Account for customer/supplier payments (Sales/Cost journals only): The selected account will be suggested as the payment account, but can be edited when entries are made.
• Automatic text for customer/ supplier payments (Sales/Cost journals only): Enter a text to be inserted automatically each time payment is registered. Wildcards (%+abbreviation) can be used as a supplement to plain text. See examples in the window. E.g., to insert the text “Payment of invoice no. xx”, enter “Payment of invoice no. %invno” in the field.
• Contra account for finance entries (Finance journals only): The selected account will be suggested, but can be edited when entries are made.
• Link amount to: When you fill in two account columns for an entry, this account is the one the amount will be debited/credited to. An opposite amount will be debited/credited to the other account. E.g. if you have selected supplier account and you create an entry in which the supplier account is 102, the cost account is 3620 and the amount is -1000, the amount will be credited to the supplier account 102 (because the amount is negative) and debited to the cost account 3620.

1. Click ‘Finance’ > ‘Journals’and select the journal from the drop-down menu
2. Click the ‘Setup’ button to enter the Journal setup window
3. Edit the fields details
4. Click ’OK’

Related topics: Creating a new day book.

To delete a journal:
1. Click ‘Finance’ > ‘Journals’ and select the journal from the drop-down menu
2. Click the ‘Setup’ button to enter the Journal setup window
3. Click the ’Delete journal’ icon at the top of the Journal setup window
4. Click ’OK’
Journals can only be deleted if they are empty.

Profile editing and setup

A ‘profile’ defines the columns or fields shown in lists and tables. To edit the profile:
1. Go to the list/table for which you want to edit the profile.
E.g. to edit the Journals profile, click ‘Finance’ > ‘Journals’
2. Click the ‘Edit profile’ pencil icon at the top 3. Click the column names you wish to show/hide
Note that holding down the ‘Ctrl’ key enables the selection of multiple columns
4. Click the ‘Add/ Remove’ icons to move the selected columns
a. Hide these columns: These will not be shown
b. Show these columns: These will be shown
c. Columns in Line info: These will be shown in the Line info section at the bottom of the screen
5. To change the order of the columns, select the column(s) and click the ‘Move up/down’ icons
6. Click ‘Save’

The line just above the column titles is a filter. To show only entries that contain a given number or text, enter the number or text in the filter field above the column. Several filters can be combined to reduce the number of lines shown. Clear the filters by clicking on the ‘Remove filters’ icon to the right.

• Date: Filter by all or part of a date.
  • ‘01’ filters for the 1st day of the current month of the current year.
  • Days: ’01-03’ filters for March 1st of the current year.
  • Ranges: ’01..31’ filters for dates between the 1st and 31st of the current month.
  • Multiple ranges: ‘01-01-2010..31-01-2010;24-12-2009’ filters for dates between January 1st and 31st of 2010 as well as December 24th 2009.
• Amounts and numbers:
  • ’10’ filters for all numbers containing ’10’ (i.e. 10, 100, 110, 20010 and 201000)
  • Specific numbers: Use quotation marks (‘ and “). I.e. ’1000’ and ”1000” will result in rows that contain the number 1000.
  • Ranges: ’10..20’ will filter for all numbers between 10 and 20.
  • Multiple ranges: ’10..20; 30..40’ filters for all numbers between 10 and 20 as well as between 30 and 40.
• Text: Filter by all or part of a word. Note that the filters are not case sensitive.
  • ’Payment’ filters for all text strings containing ’payment’ (e.g. Payment for chauffeur, VAT payment, Deferred payment etc.).
  • Specific words: Use quotation marks (‘ and “). I.e. ’Payment’ and ”Payment” will result in rows that match the word ‘Payment’ exactly.
  • Several words: Use semi-colon (‘ ; ‘) to search for text strings containing several words, e.g. ‘Payment; invoice no.’
  • Use ‘ * ‘ as a variable to show text strings that include the text entered before/after the asterisk. E.g. ‘Payment*‘ will filter for all of ‘Payment’,‘Payments’ and ‘Payment inv.’.