Journalising

About Journalising

Journalising is the process of organizing documents into journals and posting them to update the ledger.

After documents have been released they can be processed from the Journals Summary as described below. In this example, 13 Expense documents have been released but not fully posted (or rough posted).

If you click on Expenses (or the number in the document column) the following view will be displayed:

Check the checkbox to identify the documents you wish to include in the same journal and click the green tick.

All documents selected will be posted to the currently selected period whatever their document date.

This will create a Journal Document (including the above expense invoices in our example) as shown on the right:

A Journal Document is simply a group of documents that are waiting to be posted to the ledger in the same journal. It is automatically given a temporary reference. When the Journal Document is posted a journal with a unique number is created in the ledger and the Journal Document is deleted.

You can select all documents or individual document(s) and remove them from the journal using the check box (and the delete icon which appears if any document(s) have been selected). You can add a comment to the journal. You also have the following options:  Add document(s) to journal, Preview journal as it will be posted and Edit source document.

The Journal Preview in this case will be as shown on the right:

You can post (or rough post) from either the Journal Document or the Journal Preview.

Some documents (e.g. Purchase Order) can update more than one ledger (e.g. Main Ledger and Commitment Ledger). The Journal Preview will identify the ledger that will be posted to for each journal line.

If you remove all documents from a Journal Document the header to that Journal Document will also be deleted (and if rough posted the ledger entries will also be removed).

If you delete a document that has been journalised, it is removed from its parent Journal Document (and if rough posted the ledger entries will also be removed).