The first step in the Journal Entries business process workflow is the Creation step. Members of the Creator group can create this business process.
To create a new Journal Entries record
- Go to your project. Ensure that you are in the User mode.
- Expand the Financial Transactions node and expand the Payment and Journal Entries node.
- Select Journal Entries.
- From the BP log page, click Create.Complete the Upper form according to the Upper form table below. You must enter a value in all required fields before you can send the record to the next step in the workflow. If you save the form before you send it, Unifier will save it in your Drafts folder.
- In the Line Items section click Add or Grid. The Line Items form opens.
- Complete the Line Items form according to the Line Items table below. For each line that you enter, you must complete all required fields before you can save the Line Items form.
- Click OK (if using the Line Item form), or Save (if using the grid) to save the form. The Line Items form closes.
If you are using the grid and do not click Save before closing it, you will lose your line item changes.
- In Workflow Actions select the workflow action to take. In this case, your selection is Submit. This selection activates Action Details.
- In Action Details, select who should receive the record.
- Click To... The User/Groups picker opens showing a list of available task recipients.
- Select the user or group who will receive the task on the Approval step.
- Click Add.
- Click OK. The User/Group picker closes and the selection appears in the To field. Upon sending, the record will appear in the recipients Tasks log.
- (Optional) Click Cc... and follow steps a - d. The record will appear in the recipients Notifications log.
- Click Send to route the record to the Approval step.
Upper Form
In this field | Do this |
|---|---|
General block | |
Record Number | This is a read-only field that Unifier populates when you send the form to the Approval step. |
Title* | This is a required field - Enter a name for the record. |
Project Number | This field is auto-populated from the project. |
Project Name | This field is auto-populated from the project. |
Creator | This is a read-only field that identifies the person that created the record. The field appears as a link to the creator's contact information. |
Creation Date | This is a read-only field that Unifier populates when you send the record to the next step in the routing. |
Due Date | This is a read-only field. Due Date shows when the record is due, based on the business process setup. If the record becomes late, Unifier displays the record Title in bold red. |
Status | This read-only field is blank while on the Creation step. The status will change when the task is accepted on the next step in the workflow. |
Journal Entry Summary | |
PO Number | If the Journal Entry is for a Purchase Order select the Purchase Order from the Select drop-down menu. |
Contract Reference | If the Journal Entry is for a Contract select the Contract from the Select drop-down menu. |
Retainage Information block | |
Retainage Adjustments | Select either Yes or No. |
Retainage | Enter the retainage percentage. |
Description block | |
Description | Enter a description for the journal entry. |
Item Logs
Line Items Tab
In this field | Do this |
|---|---|
General block | |
Cost Code* | This is a required field -Enter the cost code for this line item. You can either enter it directly or use the cost code picker. |
Code Name | This field is auto-populated from the cost code. |
Short Description* | This is a required field - Enter a brief description of the item specified on the line item. |
Amount | Enter the amount of the journal entry. |