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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.

This table shows journal entries created by journal runs with target dates that fall within the accounting period.

View of Summary Journal Entries from the Accounting Period

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.

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
  • Tax
  • Invoice Item Adjustment (Invoice)
  • Invoice Item Adjustment (Tax)
  • Invoice Adjustment (Invoice Adjustment transaction is deprecated on Production.)

Cash

Transactions related to payments and refunds. Select all cash transactions or select specific transaction types:

  • Electronic Payment
  • External Payment
  • Electronic Refund
  • External Refund

Credit Balance

Transactions related to credit balances. Select all credit balance transactions or select specific transaction types:

  • Electronic Credit Balance Payment
  • External Credit Balance Payment
  • Electronic Credit Balance Refund
  • External Credit Balance Refund
  • Credit Balance Adjustment (Applied from Credit Balance)
  • Credit Balance Adjustment (Transferred to Credit Balance)

Revenue

Transactions related to revenue schedules. 

  • Revenue Event Item

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.

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:

Summary Journal Entry Detail View

You can:

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.

Expanded Additional Fields Panel for Journal Entry Detail

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.

Last modified
00:04, 17 Jan 2017

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