Creating Journals

You use journals to enter adjustments to account balances and maintain an audit trail of changes to your data. They indicate which user made adjustments and which accounts, entities, and time periods are affected.

Any user with the User role and above can create journals.

You create journals by entering a journal label and description, Point of View for the data, adjustment amounts, and optional journal group that you can use to filter and sort journals. You can create a new journal, or create a journal from an existing journal template. If you use a template, by default, the journal label created will be the same as the template label.

During application creation, the system creates the FCCS_Journal Input seeded member as a level 0 descendant under FCCS_TotalInputAndAdjusted in the DataSource dimension. It is automatically assigned Journal as the Source Data Type attribute and Entity Currency as the Source Currency attribute.

You can create journals using the Entity Currency of the Currency dimension as well as Input Currencies for both Entity Input and Translated Currency Input.

If you want to create journals that use Input Currencies, you must first create a custom Data Source member. The member must be a level 0 descendant of FCCS_TotalInputAndAdjusted. You then specify Journal as the Source Data attribute, and select an Input Currency for the Source Currency Type.

Note:

You must first set up currencies before you can create a custom Data Source member and assign a currency attribute. After you have created journals that use the new Data Source member, you cannot modify the currency assignment.

For Entity Input journals, either Entity Currency or an Input Currency can be used. You must select a matching Data Source member that was previously defined as either Entity Currency or one of the Input Currencies. If an Input Currency is used, the system reverse translates the currency into the Entity Currency and then processes the journal during the consolidation and translation process.

For Translated Currency Input journals, only Input Currencies can be used. You must select the matching Data Source member that was previously defined. The entered data is then copied to the relevant and matching Parent Currency or Reporting Currency members after translation / FX / CTA has been calculated.

You can select the FCCS_Translated Currency Input member when you create journals, journal templates, and journal reports, and export and import journals. To use the FCCS_Translation Currency Input member, you must enable the Translated Currency Input option during application creation.

You can create Periodic or Year-to-Date journals. See Periodic, Year-to-Date, and Journal-to-Date Journal Entries.

After you create a journal, its status is set to Working.

Watch the following video about creating journals:

Video icon Creating Journals

To create a journal:

  1. On the Home page, click Journals.
  2. From the Point of View, select Scenario, Year, Period, and Consolidation members.
    From Consolidation, you can select FCCS_Entity Input, or FCCS_Translated Currency Input.
  3. From View, select a View dimension member:
    • To create a Periodic journal, use the default FCCS_Periodic View member.
    • To create a Year-to-Date journal, select FCCS_YTD_Input.
  4. Select one of these options:
    • To create a new journal, click Create.
    • To use a journal template, select Create from Template, select the template from the list of available templates, and click Apply.

    The Journal Details page is displayed.

  5. For Label, enter a journal label.

    The label can contain a maximum of 20 characters. Do not use these characters: . + - */ # {} ; , @ ”

  6. Optional: For Description, enter a journal description.
  7. From Journal Type, select Regular.
  8. Optional: From Group, select a group.

    The journal group that you assign must exist in the application.

  9. From Data Source, select a Data Source member.
    If you selected the "FCCS_Translated Currency Input" Consolidation member, only those data sources that have a currency type of an input currency and Source Data Type of Journal are available for selection.

    The Currency information is populated from the Source Currency type that you specified when creating the Data Source member and is read-only.

    The Scenario, Year and Period dimensions are populated from the POV selection in Manage Journals and are read-only.

  10. If you selected FCCS_YTD_Input as the View member in the POV, from Post As, select an option to post the journal:
    • Year-to-date
    • Journal-to-date
  11. From the Journal Details page, click Create.
  12. To select dimension members, use one of these methods:
    • Enter the member name in the text box.

    • Select a row in the line item table and from the Actions icon, click Pick Members to open the Member Selector, select members for the dimensions on that row, and then click OK.

    • Select an existing row, click Copy Row, then select another row and click Paste Row.

  13. Enter the adjustment amounts.

    Note:

    The journals that you create are Balanced by Entity currency. The total debits and credits must balance for each entity currency included in the journal entry.

  14. Optional: Scan the journal and verify that the entries are valid. From Actions, click Scan.
  15. Click Save to save the journal.