Creating Journals

You use journals to enter adjustments to account balances and maintain an audit trail of changes to your data. You create journals by entering a journal label and description, balance type, point of view, and adjustment amounts. You can create single entity or multiple-entity journals. You can also enter a security class for the journals, and a journal group that you can use to filter and sort journals. After you create a journal, its status is Working.

Before you create a journal, check the point of view to be sure that the scenario, year, period, and value are the ones to which you want to enter adjustments. See Opening and Closing Periods.

When you enter adjustments, you can scan the detail lines and ensure that the lines are valid. In this way, you can make any necessary changes before you post the journal. See Scanning Journals.

Web Procedure

  To create regular journals:

  1. In the Browser View, expand Tasks and select Journal Tasks.

  2. Select Process Journals, set the journal point of view, and click New.

  3. For the type of journal, click Regular.

  4. Select an option:

    • To create a journal from a template, click Create from a template, select the template from the list, and click OK.

    • If you are not creating a journal from a template, select Start with Blank Journal, and click OK.

    • To create a journal for one entity, select Create as Single Entity Journal, and click OK.

      Note:

      When you create a single-entity journal, the system displays the corresponding currency in the top right of the detail window for the entity being adjusted. The system displays the currency of the entity or the parent, depending on the type of adjustment.

  5. Enter a journal label.

    Note:

    The label can contain a maximum of 80 characters. Do not use these characters: . + - */ # {} ; , @ ”

  6. Optional: From the Group, select a group for the journal.

    Note:

    The journal group that you assign must exist in the application. See Viewing Journal Lists.

  7. From Balance Type, select a balance type: Balanced, Unbalanced, or Balanced by Entity.

  8. Optional: From Security class, select a security class.

  9. Optional: Enter a journal description.

  10. For each dimension, enter a member or click Pick Members to select members.

    Tip:

    You can also double-click the dimension to display the Pick Members dialog box, or you can right-click and select Pick Members. When you select an account, only the valid ICP or Custom members for that account are displayed.

  11. Enter an adjustment in the Debit or Credit column.

    Note:

    If you made any changes, save your changes before you take the following step.

  12. Optional: To scan the detail lines and ensure that the lines are valid, click Scan. See Scanning Journals.

  13. Take one of these actions:

    • To add rows to the journal, click Add Rows. Rows are added to the bottom of the grid.

    • To save the journal, click Save.

    • To restore the last saved version of the journal, click Reset.