Manage Summary Journal Entries

Overview

Auto-created journal entries are well-formatted and suitable for importing into your GL system. This article explains how to view and manage summary journal entries for an accounting period.

How to Manage Summary Journal Entries

Summary journal entries are available for review and analysis after journal runs complete.

Journal Entry permissions are required to manage summary journal entries. See Finance Roles for more information.

Navigation: Click your username at the top right, navigate to the Finance > Accounting Periods > Accounting Periods tab, and select the accounting period. Click the Summary Journal Entries tab. You can also access summary journal entries from a journal run. See Journal Runs for more information.

Summary Journal Entry Column Descriptions

Column Heading

Description

Date

The date of the journal run.

Journal Entry

ID for the journal entry and the number of transactions included in the summary. You can:

View a summary journal entry. Click the journal entry ID link, such as JE-00000040.
Download transaction detail on a summary journal entry. Click [download]. See Download Transaction Details for more information.

Status

Indicates the journal entry status. Possible values:

Created. The journal run completed. Debits and credits are posted to accounting codes.
Cancelled. The journal run or the journey entry was canceled. Debits and credits are no longer posted to accounting codes.

Transaction Types Included

The transaction type associated with the journal entry.

The table below describes the various transaction types that are used to generate journal entries. For more information on sample journal entries, see Sample Journal Entries.

Transaction Category	Transaction Type
Billing	Transactions related to customer invoices, including taxes and adjustments. Select all billing transaction types or select specific transaction types: Invoice Item Taxation Item The following transaction types are not supported when Multi-Org is enabled. If you need Journal Run reports for these transaction types, ensure you run the Journal Run before enabling Multi-Org. Invoice Item Adjustment (Invoice) Invoice Item Adjustment (Tax) Invoice Adjustment (Invoice Adjustment transaction is deprecated on Production.) Credit Balance Adjustment (Applied from Credit Balance) Credit Balance Adjustment (Transferred to Credit Balance) The following transaction types are only available if you enable the Invoice Settlement feature. The Invoice Settlement feature is generally available as of Zuora Billing Release 296 (March 2021). This feature includes Unapplied Payments, Credit and Debit Memos, and Invoice Item Settlement. If you want to have access to the feature, see Invoice Settlement Enablement and Checklist Guide for more information. After Invoice Settlement is enabled, the Invoice Item Adjustment feature will be deprecated for your tenant. Debit Memo Item (Charge) Debit Memo Item (Tax) Credit Memo Item (Charge) Credit Memo Item (Tax) Credit Memo Application Item
Cash	Transactions related to payments and refunds. Select all cash transactions or select specific transaction types: Electronic Payment External Payment Electronic Refund External Refund The following transaction types are not supported when Multi-Org is enabled. If you need Journal Run reports for these transaction types, ensure you run the Journal Run before enabling Multi-Org. Electronic Credit Balance Payment External Credit Balance Payment Electronic Credit Balance Refund External Credit Balance Refund If you enable the Invoice Settlement feature, the Electronic Payment, External Payment, Electronic Refund, and External Refund transaction types will be replaced by the following transaction types: The Invoice Settlement feature is generally available as of Zuora Billing Release 296 (March 2021). This feature includes Unapplied Payments, Credit and Debit Memos, and Invoice Item Settlement. If you want to have access to the feature, see Invoice Settlement Enablement and Checklist Guide for more information. After Invoice Settlement is enabled, the Invoice Item Adjustment feature will be deprecated for your tenant. Electronic Payment Application External Payment Application Electronic Refund Application External Refund Application If you enable both the Invoice Settlement feature and the Invoice Item Settlement feature, the Electronic Payment, External Payment, Electronic Refund, and External Refund transaction types will be replaced by the following transaction types: The Invoice Item Settlement feature is only available if you have Invoice Settlement enabled. The Invoice Settlement feature is generally available as of Zuora Billing Release 296 (March 2021). This feature includes Unapplied Payments, Credit and Debit Memos, and Invoice Item Settlement. If you want to have access to the feature, see Invoice Settlement Enablement and Checklist Guide for more information. Electronic Payment Application Item External Payment Application Item Electronic Refund Application Item External Refund Application Item
Revenue	Transactions related to revenue schedules. Revenue Event Item
Unrealized FX Gain Loss	Transactions related to unreleased FX gain loss. For more information, see Journal entries for unrealized gains and losses. Unrealized FX Gain Loss Contact Zuora Global Support to enable this feature. Make sure the Invoice Settlement feature is enabled.

If Invoice Settlement Harmonization is enabled, you can see the additional attributes in the select objects.

The following table illustrates the behavior mappings in the harmonization phase of Invoice Adjustments/Invoice Item Adjustments and Invoice Item Settlement/Invoice Settlement:

Supported Objects

Legacy Invoice Adjustment/Invoice Item Adjustment (IA/IIA)

Invoice Settlement Harmonization(ISH)

Invoice Item Settlement (IIS)

Invoice Settlement(IS)

Billing

Invoice Item, Taxation Item, Invoice Item Adjustment (Invoice), Invoice Item Adjustment (Tax), Invoice Adjustment (Invoice Adjustment transaction is deprecated on Production.), Credit Balance Adjustment (Applied from Credit Balance), Credit Balance Adjustment (Transferred to Credit Balance)

+

Debit Memo Item (Charge), Debit Memo Item (Tax), Credit Memo Item (Charge), Credit Memo Item (Tax), Credit Memo Application Item

N/A

Debit Memo Item (Charge), Debit Memo Item (Tax), Credit Memo Item (Charge), Credit Memo Item (Tax), Credit Memo Application Item

Cash

Electronic Payment, External Payment, Electronic Refund, External Refund, Electronic Credit Balance Payment, External Credit Balance Payment, Electronic Credit Balance Refund, External Credit Balance Refund

+

Electronic Payment Application, External Payment Application, Electronic Refund Application, External Refund Application

N/A

Electronic Payment Application, External Payment Application, Electronic Refund Application, External Refund Application

Electronic Payment, External Payment, Electronic Refund, External Refund, Electronic Credit Balance Payment, External Credit Balance Payment, Electronic Credit Balance Refund, External Credit Balance Refund

+

Electronic Payment Application Item, External Payment Application Item, Electronic Refund Application Item, External Refund Application Item

N/A

Journal Run

View the details about the journal run. Click the journal run link, such as JR-00000012. See Journal Runs for more information.

Segments

Segments on the journal entry.

Accounting Codes

The accounting codes used for this journal entry. One journal entry can have many credit accounts and debit accounts.

View or edit accounting codes details in the chart of accounts. Click an accounting code. See Configure Accounting Codes for more information.

Debit

Sum of all transactions included in the summary journal entry posted as a debit on the accounting code.

Credit

Sum of all transactions included in the summary journal entry posted as a credit to the accounting code.

Total

Sum of debits and credits from all journal entries generated for this accounting period.

Specific to the Revenue Event Item transaction type, it is excluded from the journal entries if the following conditions are met:

The revenue recognition rule is Recognize upon invoicing.
Credit is blank, Debit is blank, or Credit Account = Debit Account.

View a Summary Journal Entry

You can view the details of a single journal entry and edit basic information or download transaction details.

Navigation: Click your username at the top right, navigate to the Finance > Accounting Periods > Accounting Periods tab, and select the accounting period. From the Summary Journal Entries tab, click the journal entry link, such as JE-00000040. The summary journal entry is displayed.

You can:

Edit basic information on a summary journal entry, such as add a note about this summary journal entry and update the Transferred to Accounting status.
Download transaction detail on a summary journal entry.
View accounting codes and amounts in the journal entry.
Cancel and delete the journal entry.
View change history.

View or Edit Basic Information

Basic information includes information that defines the summary journal entry such as date created, currency, and transaction types includes. These fields are view only.

The Additional Fields panel provides more information such as the journal run ID and link, Transferred to Accounting status, and Notes.

Navigation: From Journal Entry page, select Edit Basic Information from the more menu. The Additional Fields panel expands in edit mode. Updates are recorded in the History panel at the bottom of the page after saving changes.

Additional Field Descriptions:

Field	Description
Journal Run	View only. Link to the journal run details associated with this journal entry. See Journal Run for more information.
Transferred to Accounting	Indicates if the journal entry was transferred to an external GL system. Possible values: No Processing Yes Error Ignore You cancel a journal entry when this field is set to No, Error, or Ignore. The Finance Override Transferred to Accounting permission is required only when changing this value from Yes to any other value. See Finance Roles for more information.
Notes	Optional information about this journal entry. Character Limit: 2,000
[custom field]	Any custom field.