Journal Runs

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.

Manage Journal Runs

You can:

• Create a journal run.
• View and manage summary journal entries. 
• Cancel and delete a journal run.

Navigation: Click Finance > Journal Runs.

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.

Navigation:  Click Finance > Journal Runs 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 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) 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 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. Unrealized FX Gain Loss  Note: Customers have to contact Zuora Global Support to enable it.

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.
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.
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.

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 meets 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

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.