Journal Entry Record

Journal entries are a fundamental component of the accounting process in R365. Creating a new journal entry allows users to record and manage financial transactions that are not automatically captured through other processes. These entries serve as a way to adjust the general ledger and ensure that financial statements accurately reflect the business's financial activities.

Beta
The journal entry record has been updated and is currently in beta. All users can access the new experience.
Learn about the new journal entry features and how to switch to the new journal entry.
See documentation for the classic journal entry record.

Journal Entry Record New Layout

The Journal Entry record has been updated. Users can switch between the classic layout and the new layout within the journal entry record.

From New to Classic:

From Classic to New

Security

The following permissions are associated with journal entries:

General Ledger → Journal Entries → View Journal Entries
General Ledger → Journal Entries → Edit Journal Entries
General Ledger → Journal Entries → Create Journal Entries
General Ledger → Journal Entries → Approve Journal Entries
General Ledger → Journal Entries → Unapprove Journal Entries
General Ledger → Journal Entries → Delete Journal Entries

These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.

Navigation

To open a new journal entry:

In the accounting application, hover over Account then select Journal Entry.

To view an existing journal entry, navigate to the journal entries page:

Journal Entry

Buttons and Fields

	Field	Description
1	Transaction Status	Displays status information and references for the journal entry, including: Current approval status. Link to the account used for bank reconciliation, if applicable. Link to the clearing payroll journal entry, if applicable.
2	Save	Provides the following options for saving the record: Save - Saves the record and remains on the current page. Save and New - Saves the record and opens a new, blank record. Save and Close - Saves the record and closes the page.
3	Approve/Unapprove	Provides the following options for approving the record: Approve - Approves the record and remains on the current page. Approve and New - Approves the record and opens a new, blank record. Approve and Close - Approves the record and closes the page. Once the transaction has been approved, this button is replaced with an unapprove button.
4	Action	Opens a menu of the following options: Reverse: Creates an offsetting reversal journal entry. Memorize: Opens the memorize window where the name and auto-recurrence for the memorized transaction is set. Import: Opens the import window where files are uploaded and attached to the journal entry. Email Link: Opens the email link window there a link to the transaction can be sent to an email address. Spread: Opens the spread transaction window where the spread details are entered. Use GL Allocation: Opens the GL allocation window where existing GL allocation templates are available for selection. Classic form: Switches to the classic journal entry record. Once the journal entry is saved, the following options are added to the menu: Duplicate: Creates a copy of the journal entry. Delete: Deletes the journal entry. This option is not available for approved entries. This action cannot be undone. Transaction Summary: Generates a downloadable report of the details of the journal entry.
General Information
5	General Information Tab	Opens the general information tab.
6	Attachments Tab	Opens the attachment tab where files are uploaded and attached to the journal entry. The journal must be saved to attach a file.
7	Split View	Splits the screen to display the journal entry on the left side and the attachment on the right side.
8	Date	The date of the journal entry. Defaults to the current date. R365 Best Practice For payroll journal entries, this date typically reflects the final day of the associated pay period.
9	Number	A system-generated number used to identify the transaction. This number auto increments based on autonumbering and is editable.
10	Comment	An optional field for comments about the journal entry.
11	Location	Location to which the journal entry is assigned.
12	Type	The type of journal entry. Options include: Standard: The default journal entry type used for daily transactions. Amortization: Used to expense an intangible item over a service period. Adjustment: Used to correct a standard journal entry mande in a current or prior period.
13	Link to Asset	When selected, items in the Details tab can be linked to assets.
Details
14	Expand/Collapse	Collapses or expands the general information tab.
15	Details Tab	Opens the details tab where the debits and credits of the journal entry are entered and viewed.
16	Statistical Tab	Opens the statistical tab where statistical entries that do not impact the general ledger are entered. Only statistical GL accounts are available for selection in this tab.
17	Distribution	Opens the distribution tab where the GL (general ledger) impact is viewed. Entries are not editable in the distribution tab.
18	Filter	Opens the Filter Columns window where users can create and apply filters to the table.
19	X	Deletes the row.
20	Add	Adds a row to the details table.

Columns

Button/Field	Description
Account	The GL (general ledger account) for the debit/credit row.
Debit	The debit amount for the selected GL account.
Credit	The credit amount for the selected GL account.
Comment	The comment for the detail row.
Location	The location for the detail row.

Attachments Tab

	Field	Description
1	Split View	Splits the screen to display the journal entry on the left side and the attachment on the right side.
2	Document Link	Opens the View Attachment window where attachments can be previewed or downloaded.
3	Trashcan	Deletes the file from the transaction.
4	Upload	Opens a file selector window.