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Journal Runs

Overview 

Journal runs auto-create summary journal entries that are suitable for importing into your GL system. This article explains how to create, cancel, and delete journal runs.

What is a Journal Run?

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.

The following is an example of the summary journal entries auto-created from a journal run:

How to Manage Journal Runs

You can:

Navigation: Click Finance > Accounting Periods and select the Journal Runs tab.

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.

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.

  • 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.

  • 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 > Accounting Period > Journal Runs tab and click new journal run

Do the following:

  1. Select at least one transaction type to include in the run. By default, all transactions types are selected.
  2. Choose a Target Date(s) option by specifying the accounting period, date, or time period.
  3. Enter or select a date in the Journal Entry Date field. By default, the end date of the selected accounting period.
  4. Click create journal run to start the process.

​​Upon completion of the run, journal entries are auto-created and available to view and export.

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

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

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.

Check Mark Check Mark Check Mark Check Mark

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.

Check Mark Check Mark Check Mark File:Z_Media/xmark.png

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.

Check Mark Check Mark Check Mark File:Z_Media/xmark.png
Journal Entry Date

Required. The date associated with the summary journal entry. By default, the end date of the selected accounting period.

Which Transactions are Picked up During a Journal Run?

Transaction types not yet associated with a journal entry and that meets the following criteria are included in a journal run:

Transaction Type Date Type on or within the Period Transaction Has Status
Invoice Invoice Date Posted
Tax 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

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.

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.

Last modified
00:48, 27 Mar 2017

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