Journal entry

• Site (field FCY)

The site code for the operation is initialized with the site associated with the user code. It can be modified on the condition that it is chosen in the list of authorized sites.
The site must be a financial one.
It can be modified on the line and the record of the journal will generate line postings (on the accounts defined in the chart of accounts).

• Entry type (field TYP)

Each accounting journal entered is linked to a given type. The journal type corresponds to the nature of the entered posting: customer invoice, miscellaneous operations, cash receipt, etc.

This information entails management rules relating to the VAT, reminders, etc. It is one of the key elements of the journal entry.

Based on the parameters of the selected journal type, you can open or close the propagation to the manual ledgers.

The journal type prevails and interrupts the propagation to the other ledgers of the company of the entry site.

• Number (field NUM)

This field represents the unique identifier of a journal in a journal type.
The journal number is generated automatically via a counter linked to the journal type. This number can also be entered manually, if such an option has been defined when creating each journal type.
If the entry of the journal number is authorized and this number is blank, the journal number is generated according to the setup of the sequence number counter associated with this type of journal.

• Date (field ACCDAT)

This date corresponds to the date of the generated accounting postings. It must belong to a fiscal year or period that is open for all the ledger types.
It is the reference date by default.

• Journal (field JOU)

Enter the journal code (1 to 5 alphanumerical characters).
The journal can be initialized by default depending on the journal type that has been chosen. It corresponds to the accounting journal in which the entry will be recorded.
 The entry of a non authorized journal code at the journal type level is not possible.

 Journal codes can apply to a specific company, a specific site or a specific group. This information is defined when the journal code is created but the selection window for this field (using the selection tool) does not take this into account. These controls will, however, be applied when you select or confirm the journal code. You can amend the journal code if an error message warns that it is invalid.

• Category (field CAT)

The category is set up in the journal type.
The accounting journal category can take one of five values:

Actual:
The actual journal can also be viewed and printed (GL, Balance, etc.). The document is integrated into the balance when said document is saved.

Active simulation/inactive simulation:
Once activated, the simulation journal is also integrated to the inquiries and print-outs. It can be converted into an actual journal or de-activated in order to become an inactive simulation journal (i.e. it is not visible in inquiries and prints: for instance, the stock count postings).
 A period of a ledger type cannot be closed until the simulation postings have been either converted to actual postings or cancelled. The change of status of the simulation journals is made using the processes in the accounting functionality.

Off balance sheet:
The off balance-sheet journal can only be posted to off balance-sheet category accounts (via the account classification). It is generally used to track financial commitments.

Template:
The journal template can be used as the basis for the generation processings of actual or simulation entries (e.g. generation of recurring entries). It is not integrated to the GL accounting.

• Status (field STA)

Use this field to select the journal status: Temporary or Final.

When set to Final,  the only modifications you can make on a journal are for informational purposes only or if they concern the analytical postings. The date, amounts, accounts, VAT code, and other purely accounting information can no longer be modified.

• Transaction (field DACDIA)

The entry transaction must be selected before starting the entry of the journal.
The action "transaction", accessible by the menu Display/Choose the transaction, is used to open a selection window of the various entry transactions.
After selecting a transaction, only the documents entered via this transaction will be displayed in the left list (provided that the transaction setup authorizes it).

 According to the selected transaction, it will be possible or not to create, modify or view a journal.

 The transactions with the type "Tab" do not allow the creation or the modification of journals.

The Transaction field is initialized according to the entry transaction selected.

Four standard transactions are delivered:

• Standard tab (STD): only for inquiry and used to view all propagated, manual and automatic ledgers.
• Standard column (STDCO): entry transaction used when the transaction is not specified in the automatic journal. This transaction is used to create, modify and view any journal stemming from a transaction in column.
• Standard line (STDLI): transaction that has the same properties as the transaction in column but is not used as transaction by default for the automatic journals.
• Customized column and line: only the journals created from these very transactions will be viewable.

A journal can only be viewed by means of:

• the transaction used to create it,
• the adapted generic transaction (specified in the Column Entry Transaction and Line Entry Transaction) parameters.

 A default entry transaction can be added to the user favorites.

• Default description (field DESVCR)

Enter a value in this field to initialize the header description of journal entries.

You cannot modify this field when the entry is final and the parameter value FRADGI - French fiscal regulation is set to 'Yes' for the company.

• Bollato sequence number (field BOLLATO)

Field specific to the Italian law.

• Entry date (field ENTDAT)

The default value for this field is the entry date.

• Default due date (field DUDDAT)

Indicate the journal due date.
This field can be used for the printing of reminders, as a due date schedule etc.

• Value date (field VALDAT)

The default value of the value date is the entry date.

• Bank date (field BANDAT)

This field is specific to the Italian law and used to specify the posting date of the operation.

• Rate type (field TYPRAT)

This field is used to select different types of rate : daily rate, average rate, etc.
It is loaded according to the entry type setup.

• Rate date (field RATDAT)

Date initialized with the system date.

• Currency (field CUR)

The currency in which the posting will be recorded (called the transaction currency) is, by default, the main general ledger currency for the company to which the site belongs. If the currency is different from the original currency the conversion will be based on the exchange rates recorded in the database for the chosen rate type and the rate date.

 All amounts and rates, either entered or imported, are converted and stored in the transaction and ledger currency. Hence, the journal can only be created if both conversion exchange rates relevant to this operation are entered (for all ledgers types included in the posting).
For conversions between IN currencies, the conversion exchange rates are automatically defined in the currency table. For other conversions, a rate must have been defined for the date of the journal or for an earlier date.

• Source document (field BPRVCR)

The 'source document' and 'document date' fields respectively correspond to the reference (journal number) and date of the BP journal.
For example:
for the supplier, it is the number and date of the supplier invoice.

• Document date (field BPRDATVCR)

• Source module (field ORIMOD)

It identifies the source module of the accounting journal.
The source document, its date and the module are automatically entered whenever the journal scomes from a different module.

 A journal coming from a module other than the accounting cannot be deleted.

• Project (field PJT)

• Interbank code (field BANCIB)

The Inter-banking code is used by all the banks to specify the bank operation type on the lines of the bank statements that are sent to their customers.

It is used to facilitate (sort, selection) and control the bank reconciliation between the postings in a bank account with the lines in the bank statements.

This field is initialized in the journals generated for the entered payment lines with an appropriate payment attribute.

• Fees declaration (field FLGDAS)

Specify if this entry must be taken into account in the French 'DAS' declaration.

For a company where the FRADGI - French fiscal declaration parameter (TC chapter, CPT group) is set to 'Yes', the 'Fees declaration' flag cannot be modified if the entry is final.

The Fees declaration flag can only be modified when the following conditions are met:

• The accounting entry can be modified (open journal).
• The entry type is set to 'Fees declaration' and the entry category is either 'Actual' or 'Template'.
• The entry status is temporary or final.
• Either the FRADGI parameter is set to 'No' for the company.
• Or the parameter is set to 'Yes' for the company and the fiscal year for the main General ledger is open at the current accounting date (the period can be open or closed).

• Reminder (field FLGFUP)

Indicate whether a reminder must be issued for this journal.

• Pay approval (field FLGPAZ)

This field is only accessible upon creating or duplicating a journal. It is initialized according to the NIVBONPAYE parameter data.
Upon recording the journal, the open item is created and the value entered here calls the payment approval of the open item (pending, conflict, payment approval...).

• Reference (field REF)

This field contains the journal reference.
Entry in this field is free and not subject to controls. You can use this field to look for a journal without knowing its number, or to match accounts for instance.

You cannot modify this field when the entry is final and the parameter value FRADGI - French fiscal regulation is set to 'Yes' for the company.

• Simulation reference (field REFSIM)

This technical field is fed upon generation of a simulation posting.

• Reversal (field RVS)

Two values are possible for this field:

• "No": The journal does not need to be reversed.
• "To reverse": The reversal of the concerned journal is automatically launched and generated. The accounting journal can then be selected for a mass reversal on the indicated reversal date.

 When the journal has already been reversed, the fields "Reversal" and "Reversal date" cannot be accessed anymore.

 To reverse a journal unitarily , the journal to be reversed only needs to be selected, then, in the Tool Bar the Reversal function of the Zoom menu should be selected. A date as well as a modifiable reversal title are proposed by default.

• Reversal date (field RVSDAT)

Actual reversal date.

• Source type (field RVSORITYP)

Fields recalling the journal type and the number of the reversed.

• Original number (field RVSORINUM)

• No. (field NUMLIG)

Line number.

On "In column" entry, the line number is used as in unique identifier of the line and is used to link lines with different ledger types that relates to the same logical line (for an ex-tax line, there can be a line for the social ledger, one for the associated analytical ledger and one for the linked IAS ledger).

• Site (field FCYLIN)

You can enter on the entry line a site that is different from the one indicated in the header.
Both sites must belong to the same company. Depending on the situation, link postings will be automatically generated on the link accounts previously set up.

• Ledger (field LEDTYP)

These fields specify the ledgers impacted by the netry of the current journal.

For the 'In line' entry, only one ledger can be specified. If the setups in the accounts, the entry transaction and the journal type establishes it, the propagation to the other ledgers of company ACM is carried out automatically.

• Ident. (field IDTLIN)

This field (maximum five alphanumerical characters) is used to link lines that belong to different ledgers but relate to the same information line.
In 'In line' entry mode, the default identifiers are composed of letters.

• Ctrl. (field SAC1)

The account associated to the collective account is displayed by default. The BP is left to specify.

In the case of a multi-role BP, the search algorithm is function of:

• the transaction used,
• and the presence or not of the "Company BP" tab.

The initialization of the code for the Control field depends on whether or not the BP/Company tab is present in the BP record (GESBPR).

No BP/Company  tab on the BP record.

When the customer or supplier code is specified, the Control account defined on the Financial tab on the first line of the accounting code is used.

P BP/Company tab present on the BP record.

For a document, the site and the customer or supplier code are the first information entered. The BP record is searched on the BP/Company tab to see if an exception line has been created for the entry site company and, if required, finds the customer or supplier accounting code.

The account of the first line of the accounting code is then used. When the exception line is absent for the entry site company, the Financial tab of the BP record is referenced to identify its code.

• field ACC1

This field is used to select the accounts recorded on the current chart of accounts.

On this ACC field, the user can access the current ledger's accounts only.
The ACC1 field can be entered 'In line' and 'In column'. ACC2 fields and above can be accessed only for the 'In column' entry.
In 'In column' entry mode, the column's name is the one that has been parametrized in the chart of accounts.

 In the case of a general account that is not attached to a collective account, enter its number or its calling code (of the account file or the journal).

When you enter the short code for an account, it is replaced with the actual account code.

• Description (field ACCDES)

Title of the account.

• BP (field BPR)

Specify the BP code.

If the Collective and Account fields are empty, the number of the collective account is determined by the BP accounting code. This account is searched according to the priority order in the journal entry transaction, (field BP search),and takes into account the BP/Company tab if it is present.

To search using the auto select option, enter several characters of the supplier name or code and press the Tab or Enter key. The selection window opens with a list of suppliers based on those characters. The results include active and inactive records.

Auto selection is available if the AUTOSEL – Auto selection parameter (SUP chapter, INT group) is set to Yes.

• Debit (field DEB)

Enter an amount if the entry line is a debit.

The default sense is set up in the account file. If the default account sense is not determined, the cursor is positioned on the field that is used to balance the journal.

The journal must necessarily be balanced in the transaction currency. A rounding variance line is generated automatically in order to balance the journal in the ledger currency if necessary.
For a cash journal, the offset is generated automatically.
The button [Currency] is used to visualize the amounts in the stored currencies.

Three options are proposed using the right-click menu:

• Close: balances the posting and initializes field "debit" or "credit" of the line by closing the current entry (this option is available if the ledger is ticked "Balance" or "Balance/Site").
• Account balance: displays the total amount that should be recorded to balance the account.
• Forced amount: this function is used to enter a converted amount in the ledger currency by replacing the amount calculated during the conversion (e.g. entering an amount equal to that used by the bank).

• Credit (field CDT)

Enter an amount if the entry is a credit.

The default sign for an account may be defined during the setup of this account (see the GL accounts documentation).

• Pointer (field DOEPTR)

• Description (field DES)

This is a free field, designed to explain the posting of this entry
The default value of this field is the Description field entered in the journal header.

By using " / ", the account title is displayed by default ; and with "=", the previous line description is copied.

• Free reference (field FREREF)

Text box which content can be used as automatic matching criteria.

• Tax (field TAX)

When the account on the line is subject to tax, the tax field is accessible for entry. It is initialized with the tax code associated with the account. According to the context, it is necessary to verify that this tax code corresponds to the tax actually applicable, or it should be modified. The tax code defines the rate, the rules, and the terms for the deduction applicable to the operation.

If the Control type field is set to Inactive for the Account, you can enter any value on the line.

If the Control type field is set to Authorization for the Account, you can only enter a code listed in the Tax control grid on the Management tab in the Account. Otherwise, you receive a blocking message.

If the Control type field is set to Restriction for the Account, you can only enter a code that is not listed in Tax control grid. Otherwise, you receive a blocking message.

• field CPA1

This field is used to indicate the contra account.
The offset of each entry line is updated upon creation.

• For BP accounts, by the first expense account found,
• for expense or tax accounts, by the first BP found (or other balance sheet account).

If left blank, it will be initialized upon journal posting.

• Partner (field CSLBPR)

You can only enter a Business partner with one of the following characteristics: Customer, Supplier, or Miscellaneous BP.

The Partner is the partner of original record if an account class is set to Yes, and it is empty if the account class is set to No.

For a profit and loss account (set up in the chart of accounts line 11), there is no partner regardless of the Partner management setup.

Partner initialization: The initialization rule only applies to accounts with Optional or Mandatory Partner management selected and only for the first ledger defined in the journal entry transaction with consolidation management selected.

For control accounts
The Business Partner defined at the journal entry line level setup is the default partner.

If no Business Partner is defined at the journal entry line level setup, the partner defaults to the CSLBPRDEF – Default partner (CPT chapter, CSL group) parameter value. If this parameter is defined, there is no default partner value.

For General accounts
If the Entry partner check box is selected for the general account defined at the journal entry line level setup, the partner for this general account line defaults to the partner defined in the first control line.

If the Entry partner check box is not selected for the general account defined at the journal entry line level setup, the partner defaults to the CSLBPRDEF – Default partner parameter value. If this parameter is not defined, there is no default partner value.

If no control account line has been found, the partner defaults to the CSLBPRDEF – Default partner parameter value. If this parameter is not defined, there is no default partner value.

Limit: If the journal entry is posted with several control account lines, the partner defaults from the first control account line. The partner is the same for all the general account lines where the Entry partner check box is selected.

Note: When the journal entry transaction has several ledgers with consolidation management, the partner initialized on the first ledger is propagated to the other consolidated ledgers. If for any reason no partner can been initialized on the first ledger but is mandatory on another ledger, a blocking message appears notifying you that partner management is mandatory.

• Partner (field CSLCOD)

This field is only available if the CSL - Consolidation activity code is active at the folder level.

This is a display-only field that is populated according to the following:

The value can default from the setup of the corresponding Journal entry transaction (GESGDE).

There is no default value for this field when a journal entry is created from an automatic journal entry or manually. However, you can define a default value for this field when you create an automatic journal entry using the Automatic journal variables function (GESGVG).

For example, on a sales invoice, to create a default value for the partner field on duty free and VAT lines, use the syntax [ F: SIH ] BPR. The automatic journal field is then populated with the partner code charged on TTC line of the sales invoice.

The field can also default to the partner for the Extraction for Consolidation (BALCONSO) if the option Free criteria is selected.

• Flow (field CSLFLO)

Flow code coming from the account if the flow code management has been chosen for the account.

Flow initialization: The initialization rule only applies to accounts with Optional or Mandatory flow management selected and only for the first ledger defined in the journal entry transaction whose consolidation management is selected.

When creating or posting a journal entry, the journal entry line flow code defaults as follows:

If a flow code is parameterized on the journal, it defaults to that value.

If there is no flow code on the journal, the flow code defaults to the value defined on the account.

The flow depends of the direction on the journal entry line.

If the direction is Credit, the flow defaults to Flow if Credit. 

If the direction is Debit, the flow defaults to Flow if debit.

If the amount is 0 for both debit and credit, the flow defaults to Flow if debit

If there is no flow code on the account, the flow code defaults to the flow defined in the CSLFLODEF - Default flow parameter.

If this parameter is not defined, there is no default flow code value.

Note: When the journal entry transaction has several ledgers with consolidation management selected, the flow initialized on the first ledger is propagated to the other consolidated ledgers. If for any reason no flow has been initialized on the first ledger but is mandatory on another ledger, you receive a blocking error message that flow management is mandatory for the current account.

• Quantity (field QTY)

Because of the analytical nature of a line, you have to enter a quantity expressed in the indicated non-financial unit.
The default value of this field is calculated based on the amount of the entry line and the "Unit value" line of the analytical account, by dividing the ex-tax amount (converted into devise commune) by the value of the non-financial unit. The quantity can be modified.

 This information can be processed on the analytical and budgetary reports and be useful for the automatic calculation of the analytical allocations.

• Unit (field UOM)

On analytical inquiry, this field determines the non-financial unit linked to the displayed account.
The non-financial unit is determined when setting up an account associated with a given value.
This unit is called upon entry.

• Project (field PJTLIN)

• Distribution (field DSP)

Defined here are the allocation methods for the line amount on the different dimensions of each dimension type.

These methods are defined as follows:

• the entry of an analytical allocation key previously configured,
• in amount: it is then possible to allocate the amount to as many dimensions as required.
• in percentge: a calculation is performed based on the sum of the coefficients used in the allocation.

For instance:
On a basis of 100, a coefficient of 10 will be read as 10%. But, on a basis of 50, a coefficient of 10 will be equivalent to 20%.

For these two later cases, it is possible to pre-initialize the allocation with an already existing key. The final display will be " $ ". 

• field CCE1

Enter the dimensions that should be assigned to the posting line.

To search for a dimension using the auto select option, enter a keyword for the dimension, like “printer,” and press the Tab or Enter key. The selection window opens with a list of dimensions that include that keyword. The results include active and inactive records.

Auto selection is available if the AUTOSEL – Auto selection parameter (SUP chapter, INT group) is set to Yes.

Important

• Entering a dimension could be mandatory for a dimension type depending on the Company record setup.
• This field is controlled by the setup of the prohibited account-dimension and dimension-dimension codes.

If the accounting amount is not distributed over several analytical dimensions, the allocation field cannot be assigned. The entry is achieved directly in the following columns, in the dimension concerned, for each of the dimension types.

Default dimensions can be specified in the analytical account and taken into account or not, according to the default dimension setup.

For the journals automatically generated from other modules, the default dimensions are defined by a process (see the Default dimensions documentation).

• Statistic 1 (field STT1)

These free fields use the miscellaneous tables no. 351, 352 and 353.
They can also be used to perform statistics.

• Statistic 2 (field STT2)

• Statistic 3 (field STT3)

• Capital flow (field CAPFLOTYP)

• Matching (field MTC)

Matching code after the automatic or manual matching has been carried out.

• Matching date (field MTCDAT)

Actual date where the matching is carried out.

• Maximum group date (field MTCDATMAX)

• Minimum group date (field MTCDATMIN)

• Mark (field CHK)

• Reconciliation date (field CHKDAT)

• Declared tax (field AMTVAT)

• Internal number (field ACCNUM)

• Chronological number (field CHRNUM)

Sequence number attributed to all entry lines when the entry is set to definitive. This number coms from the counter specified in the Sequence number assignment / Financials module / Document types / accounting sequence no..

No gap should exist in its sequence, which insures that no entry line has been deleted, added or inserted.

• Total debit (field TOTDEB)

Total of the debit lines which compose the posting lines.

• field CURAFF

• Total credit (field TOTCDT)

Total of the credit lines which compose the posting lines.

• field CURAFF2

• Description (field AFFICHE)

• Balance (field SOLDE)