Column Definitions for Enterprise Journals
This section provides the definitions for the Journals columns.
Table 24-1 Column Definitions for Journals
| Column Attribute | Description |
|---|---|
| Accounting Date | Typically used as a header attribute, which determines the accounting period |
| Ad-Hoc | Indicates whether the journal is ad-hoc or not |
| Alert | Alert associated with the journal |
| Approver 1 | User, Group, or Team responsible for approving the journal at Approver level 1 |
| Approver 1 (Actual) | User who approved the journal at Approver Level 1 |
| Approver 1 (Claimed) | Indicates if the journal is claimed by the Approver Level 1 when the journal is assigned to a team or a group. |
| Approver 1 (Primary) | User, group, or team that was specified to approve the journal at Approver level 1 |
| Approver 1 End Date (Actual) | Actual end date for the approver |
| Approver 1 End Date (Assigned) | End date set for the approver |
| Approver 1 Rejections (Count) | Total count of rejections by the approver |
| Approvers (Count) | Total count of approvers for the journal |
| Comments (Count) | Number of comments entered for the journal |
| Count (Line Items) | Number of line items in a journal |
| Created By | User who created the journal |
| Created On | Date and time when the user created the journal |
| Current Due Date | Due date for the current responsible user |
| Description | Description of the journal |
| Direct Integration | Indicates whether integration to Target is a push or not |
| End Date | Overall due date of the journal |
| End Date (Actual) | Date when the journal moved to Closed workflow status |
| Entered Currency | Currency in which the journal entry amounts are recorded |
| Ever Been Late | Has any Role Ever Been Late (Yes/No)
If the Preparer was late, or any Reviewer was late, then Ever Been Late is set to Yes. |
| Ever Been Late (Approver 1) | Indicates whether approver 1 has ever been late or not. |
| Ever Been Late (Approver 2) | Indicates whether approver 2 has ever been late or not. |
| Ever Been Late (Preparer) | Indicates whether preparer role has ever been late or not.
For example, assume that the Preparer was on time with the original submission. However, a Reviewer rejected the journal and it’s now reassigned to the Preparer. If the Reviewer was late, then Ever Been Late (Preparer) is set to Yes. |
| External Validation |
Indicates whether external validation is performed or not:
|
| Integration Type | Indicates the type of integration to the target ERP system |
| Journal Description | Description about the journal. |
| Journal ID | Unique identifier for the journal (unique per period and year combination) |
| Journal Name | Name of the journal |
| Last Updated By | Name of the user who last updated the journal |
| Last Updated On | Date and time when the journal was last updated |
| Late | Late when the current date is greater than the Due Date of the journal |
| Late (Approver 1) | Approver 1 is late when the current date is greater than the due date for any approver |
| Late (Approver 2) | Approver 2 is late when the current date is greater than the due date for any approver |
| Late (Preparer) |
Preparer is late when either of the following is true:
Once the preparer submits the journal, Late is set to No. If the journal is re-opened to the Preparer after their submission End Date, this attribute is set to Yes. Once the Preparer submits the journal, Late is set to No. |
| My End Date | End date for the role you have on the journal |
| My Role | Role that you have on the journal |
| Period | Period associated with the journal |
| Post Message | Message returned from ERP after posting |
| Post Status | Posting status of the journal:
|
| Preparer | User, group, or team who is responsible to prepare the manual journal entries. |
| Preparer (Actual) | User who prepared the journal |
| Preparer (Claimed) | Indicates if the journal is claimed by the preparer when the journal is assigned to a team or a group. |
| Preparer (Primary) | User who is assigned as the Primary Preparer |
| Preparer End Date | End date when the role must be completed |
| Preparer End Date (Actual) | Actual end date when the role was completed |
| Rejections (Count) | Number of times the journal was rejected (per user) |
| Responsible | Name of active user for the journal |
| Source | Name of the source from where you want to connect to the target ERP system. |
| Start Date | Overall start date of the journal |
| Status (Detailed) | Detailed workflow status for the journal |
| Status (Icon) | Status of the journal indicated by an icon |
| Target Display ID | Unique identifier of the target |
| Target Name | Name of the target that contains the definition and properties of the target ERP system to which the journals must be posted |
| Template | Associated template for the journal |
| Total (Journal Line Items.Amount) | Total value of amount attribute line items (debit and credit) |
| Total (Journal Line Items.Credit) | Total value of credit attribute line items |
| Total (Journal Line Items.Debit) | Total value of debit attribute line items |
| Validation Message | Shows the results of the last validation attempt |
| Validation Status |
Displays the current validation status. The validation statuses can be:
|
| Year | Year associated with the journal |
Example
The following example shows the workflow.
| Sl. No. | Action | Preparer/Approver | Preparer/Approver (Actual) | Preparer/Approver (Primary) | Comments |
|---|---|---|---|---|---|
| 1 | Initial State | PREP_TEAM | PREP_TEAM | Before any claim action - Actual value empty
(for Ad-Hoc preparer, the team or group is not applicable, and Preparer (Primary) will show the user that it’s assigned to) |
|
| 2 | Barry Mills claims the journal | Barry Mills | PREP_TEAM | User information based on claim action | |
| 3 | Barry Mills submits the journal | Barry Mills | Barry Mills | PREP_TEAM | Actual value based on workflow action |
| 4 | Admin re-assigns the journal to Susan Chang | Susan Chang | Barry Mills | Susan Chang | Re-assignment impact by admin on columns |
| 5 | Journal gets rejected | Susan Chang | Susan Chang | User information based on a workflow rejection | |
| 6 | Susan Chang submits the journal | Susan Chang | Susan Chang | Susan Chang | User information post workflow rejection |