Following are the steps for entering journals and having them authorised (where the Authorise Transactions checkbox has been ticked in Ledger Definition). Note that there are two different options, depending on whether the paperless workflow has been enabled in the ledger or not.
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Paperless workflow, with authorisation required
Enter a journal
| 1 | Be in the ledger that you wish to enter the journal for. |
| 2 | Go to Input and click on Journal Entry. |
| 3 | Choose the correct period (or confirm that the period displayed is correct), and enter the Journal Reference. |
| 4 | Enter the journal lines as required. Tip - the F5 key will copy the information in the field directly above it. |
| 5 |
Note that these steps involve printing the journals as part of the authorisation process, but a paperless workflow is planned to be developed.
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| To add backing documents have been scanned, click the Attachments button. Add attachments to the journal and/or specific journal lines, and click OK. Note that attachments must be less than 1MB compressed. | |
| 6 | When the journal is done, click Save. |
| 7 | A message window will appear asking if the journal is ready to post. Click Yes if it is ready to be posted. Otherwise, click No to save the journal as being On Hold. |
The journal now has a journal number assigned and will show in Authorise and Update Transactions.
Authorise and update (post) the journal/s
This step must be done by a user with the Advanced or System Administrator role.
| 1 | Go to Input and click Authorise and Update Transactions. |
| 2 | Click on the journal number to view the Journal Preview screen. This will show the journal lines, the Journal Listing report, and any attachments. If the attachments have not already been added, they can be added in this screen.
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| 3 | Click Authorise and Update to post the journal. Alternatively, if the journal is not to be authorised and posted, click on the cross to close this screen and return to the Authorise Pending Transactions screen. The Save Attachment button can also be clicked to download and save the journal listing. Then it could be printed and the required amendments written on it. |
| 4 | Repeat the process if there are more journals to be authorised and posted. |
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Non-paperless workflow, with authorisation required
Enter a journal
- Be in the ledger that you wish to enter the journal for.
- Go to Input and click on Journal Entry.
- Choose the correct period (or confirm that the period displayed is correct), and enter the Journal Reference.
- Enter the journal lines as required. Tip - the F5 key will copy the information in the field directly above it.
- If backing documents have been scanned and are to be added to the journal, click the Attachments button. Add attachments to the journal and/or specific journal lines, and click OK. Note that attachments must be less than 1MB compressed.
- When the journal is done, click Save.
- A message window will appear asking if the journal is ready to post. Click Yes if it is ready to be posted. Otherwise, click No to save the journal as being On Hold.
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The journal now has a journal number assigned and will show in Print Pending Transactions.
Print the journal listing/s
- Go to Input and click on Print Pending Transactions.
- Choose the correct printer, then select all the journals to be printed.
- Click Print.
Authorise the journal/s
This step must be done by a user with the Advanced or System Administrator role.
- Go to Input and click Authorise Pending Transactions.
- If required, click on the journal number to view the Journal Preview screen. This will show the journal lines and any attachments. Close the preview screen when done.
- Select all the journals to be authorised.
- Click Authorise.
Update (post) the journal/s
- Go to Input and click Update Pending Transactions. Only transactions that have been authorised will show in this list.
- Select the transactions to be posted and click the Update button.