Journal Entry Record

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

Menu

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

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.

8

Number

A system-generated number used to identify the transaction.

• This number auto increments based on autonumbering and is editable.

9

Comment

An optional field for comments about the journal entry.

10

Location

Location to which the journal entry is assigned.

11

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.

12

Link to Asset

When selected, items in the Details tab can be linked to assets.

Details

13

Expand/Collapse

Collapses or expands the General information tab.

14

Details Tab

Opens the details tab where the debits and credits of the journal entry are entered and viewed.

15

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.

16

Distribution

Opens the distribution tab where the GL (general ledger) impact is viewed.

Entries are not editable in the distribution tab.

17

Edit/Edit Complete

Edit: Enables edit mode in the details section of the journal entry.

Edit complete: Replaces the edit button in edit mode and applies the changes made to the journal entry.

This option is only available for approved journal entries that have not yet been reconciled and is only accessible for users with the following permissions:

• General Ledger

  • Journal Entries

    • Approve Journal Entries

    • Unapprove Journal Entries

    • Edit Journal Entries

18

Table Options

• Filter: Opens the filter columns window where users can create and apply filters to the table. 

• Menu - Contains the following additional table actions:

  • Row Height - Switches table row spacing between tall, medium, or short. Changes made to the table using this selector apply only while the page is open. To make this setting permanent across all tables, update it in User Preferences.

19

X

Deletes the row.

20

Add

Adds a row to the details table.

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.