Journal Runs
With the 2023.11.R1 release, Zuora has enhanced the performance of Journal Run by processing financial data before a Journal Run is triggered at month-end. This design can significantly reduce the processing time.
All new tenants on Performance Booster or Performance Booster Elite will have the enhanced Journal Run enabled by default. Existing Performance Booster and Performance Booster Elite customers will be upgraded to Journal Run with improved performance beginning 2023.11.R1. If you need enhanced Journal Run enabled in your tenant quickly, contact Zuora Global Support. For more information, see Performance Booster and Performance Booster Elite.
Because data is prepared in advance under the new design, in the case of subsequent changes to segmentation rules and currency conversion settings, the system has the following behaviors by design:
- Segmentation rule change: Prepared data will be refreshed to use the new segmentation rule.
- Currency conversion setting change (depending on the type of the change):
- Set home currency: Prepared data will be refreshed to use the newly set home currency.
- Other changes: Prepared data will NOT be refreshed. Original settings will be used to create journal entries.
Cancelling a journal run will take longer once the new design is enabled in your tenant.
Overview
Journal runs auto-create summary journal entries that are suitable for importing into your General Ledger (GL) system. This article explains how to create, cancel, and delete journal runs.
A journal entry in Zuora is a summary of all Zuora transactions, such as account receivables, credit balance adjustment, and revenue. A journal run auto-creates journal entry objects from Zuora transactions. A journal run is similar to a Zuora billing run or payment run.
Finance permissions are required to manage journal runs. See Finance Roles for more information.
Manage Journal Runs
You can:
Navigation: Click Finance > Journal Runs.
Run status
The following table describes the Zuora statuses for journal runs.
| Status | Description |
|---|---|
| Pending | The journal run in the queue for processing. This status appears upon starting a journal run. |
| Processing | The journal run is processing all transactions and summary journal entries. |
| Completed | The journal run completed successfully. Journal entries are auto-created and available for review and export. |
| Cancel in progress | Canceling the journal run is in progress. |
| Cancelled | The journal run is canceled. You can cancel a run when the status is either Pending or Completed. |
| Delete in progress | Deleting a canceled journal run is in progress. You must cancel a journal run before you can delete it. |
| Error | An exception happened during the journal run where some journal entries might be generated successfully. You can run a journal run for the same accounting period again to catch the failed transactions after the issue causing the error is resolved. |
Create a Journal Run
The following is an example of a journal run configured to auto-create journal entries for Billing and Revenue transactions for the June 2014 accounting period. If created, the run process will factor in the GL Segmentation rule when auto-creating the journal entries.
You cannot create a new journal run if you have a pending journal run in your tenant.
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If the summary journal entry feature was enabled on your Zuora tenant before March 1st, 2015:
The earliest Target Date you can set for a Journal Run is two months before the month in which the summary journal entry feature was enabled. For example, if the feature was enabled on February 15th, 2015, the earliest Target Date of a Journal Run is December 1st, 2014.
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If the summary journal entry feature was enabled on your Zuora tenant on or after March 1st, 2015:
The earliest Target Date you can set for a Journal Run is January 1st, 2015.
Navigation: Click Finance > Journal Runs and click NEW JOURNAL RUN.
Do the following:
- Select at least one transaction type to include in the run. By default, all transactions types are selected.
- Choose a Target Date(s) option by specifying the accounting period, date, or time period.
- Enter or select a date in the Journal Entry Date field. By default, the end date of the selected accounting period.
- Click create journal run to start the process.
Upon completion of the run, journal entries are auto-created and available to view and export.
- Make sure to create a journal run after closing the accounting period to include all the transactions.
- The following fields will not be updated when a Journal Entry ID or Journal Run ID is created:
- Updated by ID
- Updated Date
- Only one journal run can be executed at a time. This is also applicable for Multi-Org customers.
Journal Run options
Journal run gives you the flexibility to create journal entries by filtering on transaction type and date. Filtering lets you see different views of information to address many of your operational and financial reporting requirements. For example, monthly reconciliation of invoices or daily tracking of incoming cash and payments.
Transaction types
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:
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.
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.
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Cash |
Transactions related to payments and refunds. Select all cash transactions or select specific transaction types:
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.
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.
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.
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|
Revenue |
Transactions related to revenue schedules.
|
| Unrealized FX Gain Loss |
Transactions related to unreleased FX gain loss. For more information, see Journal entries for unrealized gains and losses.
|
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) |
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, 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, 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 |
Electronic Payment Application Item, External Payment Application Item, Electronic Refund Application Item, External Refund Application Item | N/A |
Date options
Filter transactions by target date or date range. Create journal entries on a specified Journal Entry Date:
Target date(s)
Date or date range for filtering the transactions included in the run:
| Option | Description | Valid for Transaction Type | |||
|---|---|---|---|---|---|
| Billing | Cash | Credit Balance | Revenue | ||
|
in accounting period |
Transactions posted to a specific open or closed accounting period. By default, the current, open accounting period is selected. The open-ended accounting period is not supported. |
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on specific date |
Transactions posted on a specified date. Used when looking to reconcile specific transaction types on a daily basis. The date must be within an open or closed accounting period. Date cannot fall within an open-ended accounting period. |
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in time period |
Transactions posted within a specified date range. Start and end dates are required. Valid date range must be within one accounting period. End date cannot fall within an open-ended accounting period. |
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Journal Entry date
Required. The date associated with the summary journal entry. By default, the end date of the selected accounting period.
Types of transactions picked up during a Journal Run
Transaction types not yet associated with a journal entry and that meet the following criteria are included in a journal run:
| Transaction Type | Date Type on or within the Period | Transaction Has Status |
|---|---|---|
| Invoice Item | Invoice Date | Posted |
| Taxation Item | Invoice Date | Posted |
|
Invoice Adjustment Note: Invoice Adjustment transaction is deprecated on Production. |
Adjustment Date | Processed |
| Invoice Item Adjustment | Adjustment Date | Processed |
| Payment | Payment Date | Processed |
| Refund | Refund Date | Processed |
| Credit Balance Adjustment | CBA Date | Processed |
| Revenue Event Item | Accounting Period | N/A |
|
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. |
||
| Credit Memo Item | Credit Memo Date | Posted |
| Debit Memo Item | Debit Memo Date | Posted |
|
Credit Memo Application Item Note that the Credit Memo Application Item transaction type of unapplied Credit Memo will not reflect in JE. |
Credit Memo Application Date | Posted |
|
Payment Application Note that this field will be replaced by Payment Application Item if you enable both the Invoice Settlement and Invoice Item Settlement features. |
Payment Application Date | Processed |
|
Refund Application Note that this field will be replaced by Refund Application Item if you enable both the Invoice Settlement and Invoice Item Settlement features. |
Refund Application Date | Processed |
|
If you enable both the Invoice Settlement and Invoice Item Settlement features, Payment Application Item will replace Payment Application, and Refund Application Item will replace Refund Application. 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. |
||
| Payment Application Item | Payment Application Date | Processed |
| Refund Application Item | Refund Application Date | Processed |
Types of transactions excluded from a Journal Run
Transactions that only adjust or move amounts between applied and unapplied states between Payment/Credit memo's applied an unapplied states without altering the balance are excluded from the journal run.
This condition is also applicable to the Credit Memo Application Items.
Sample use case
Consider the payment P-00000003 as an example, applied to INV-00000005, which has two invoice items.
2024-04-21 P-00000003created with10$unapplied amount.2024-04-21 P-00000003applied toINV-00000005, which has two invoice items- The payment application with ID
8a368aeb8f00478f018f01469e545f5dand the amount of-10$reduces the payment balance after it is fully applied. - The journal run or trial balance run will exclude payment application item
8a368aeb8f00478f018f01469e545f5das it is a balance adjustment without impacting Finance.
- The payment application with ID
2024-05-09 P-00000003unapplied fromINV-00000005- The payment application with ID
8a3694f18f4d3ea5018f5de45£797664and the amount of10$increases the payment balance after it is fully unapplied. - The journal run or trial balance run will exclude payment application item
8a3694f18f4d3ea5018f5de45£797664as it is a balance adjustment without impacting Finance.
- The payment application with ID
There are seven records in the payment application item data source export result as given below:
| Event |
Payment Application Item: ID |
Payment Application Item: Amount |
Invoice: Invoice Number |
Invoice: Payment Number |
Payment Application Item: Created Date |
Payment Application Item: Effective Date |
|---|---|---|---|---|---|---|
| Create unapplied payment |
8a3699608006200180142be0035f5 |
10 (increase unapplied amount from 0 to 10 = 0 +10 = 10) |
P-00000003 |
2024/4/21 11:25 |
2024/4/21 |
|
| Apply payment |
8a368aeb800478018014b95455a |
3.25 |
INV00000005 |
P-00000003 |
2024/4/21 11:34 |
2024/4/21 |
| Apply payment |
8a368aeb800478018f014b9e545f5b |
6.75 |
INV00000005 |
P-00000003 |
2024/4/21 11:34 |
2024/4/21 |
| Record created to reclassify movement from unapplied to applied state |
8a368aeb8f00478f018f01469e545f5d |
-10 (decrease unapplied amount from 10 to 0 =10 -10 = 0) |
P-00000003 |
2024/4/21 11:34 |
2024/4/21 |
|
|
8a3694f18f4d3ea5018f5de45f787661 |
-3.25 |
INV00000005 |
P-00000003 |
2024/5/9 11:06 |
2024/5/9 |
|
|
8a3694f184d3ea5018f5de45787b62 |
-6.75 |
INV00000005 |
P-00000003 |
2024/5/9 11:06 |
2024/5/9 |
|
|
8a3694f1 8f4d3ea5018f5de45£797664 |
10 |
P-00000003 |
2024/5/9 11:06 |
2024/5/9 |
After running the reports, only the following five reports are picked up in the AR forward report and Journal Run as given below:
|
Consolidated AR Transaction: Date |
Payment: Payment Number |
Consolidated AR Transaction: Transaction ID |
Consolidated AR Transaction: Amount |
Debit Accounting Code: Name |
Credit Accounting Code: Name |
|---|---|---|---|---|---|
|
Apr 21, 2024 |
P-00000003 |
8a3699608006200180142be0035f5 |
10 |
Payments - 10002.000.00 |
Unapplied Payments - 10488.000.00 |
|
Apr 21, 2024 |
P-00000003 |
8a368aeb800478018014b95455a |
3.25 |
Unapplied Payments - 10488.000.00 |
Accounts Receivable |
|
Apr 21, 2024 |
P-00000003 |
8a368aeb800478018f014b9e545f5b |
6.75 |
Unapplied Payments - 10488.000.00 |
Accounts Receivable |
|
May 9, 2024 |
P-00000003 |
8a3694f18f4d3ea5018f5de45f787661 |
3.25 |
Accounts Receivable |
Unapplied Payments - 10488.000.00 |
|
May 9, 2024 |
P-00000003 |
8a3694f184d3ea5018f5de45787b62 |
6.75 |
Accounts Receivable |
Unapplied Payments - 10488.000.00 |
Cancel and Delete a Journal Run
Occasionally, you may want to cancel a journal run, such as to rerun an entire batch of summary journal entries. Once canceled, the transactions in all journal entries associated with the run are released and available for update. Alternately, you can cancel a single journal entry. See Cancel and Delete a Journal Entry.
You can cancel a journal run when the run status is "pending" or "completed". You can only delete canceled journal runs.
After you cancel a journal run, the status changes to Cancel in progress and to Cancelled after the cancellation is complete. If an error occurs, the cancellation process status returns to its original state (pending or completed).
Cancel a Run from the Journal Run List View
Click cancel from the view list when the journal run has a "pending" or "completed" status.
Delete a Run from the Journal Run List View
Click delete from the view list when the journal run has a "cancelled" status.
You can also cancel a completed journal run or delete a canceled run from the journal entry page.