Making Statistical Journal Entries

Manually making statistical journal entries is similar to manually making general journal entries, except that you do not provide financial-specific data. Instead, statistical journals must be assigned to a unit of measure type, and a default unit within that type. For example, you may want to make a statistical journal to allocate a monthly rental fee for occupied office space by Location.

You can also manually make a statistical journal to record an absolute balance for multiple statistical accounts at the same time. This is valuable for those users who capture periodic reports on statistical non-monetary data and want to update the balance of multiple statistical accounts at the same time. For example, you receive a monthly report from your Operations Department that provides the square footage of office space used by each department in your organization. Rather than track the periodic differences in used office space across departments, you enter the absolute value for each statistical account, which overwrites all previous values. The absolute values are then available to you through reporting.

Because statistical journals share the same transaction type as general journals, they also share their numbering sequence. For information about Journal entries, see Journal Entries.

Warning:

The maximum limit for statistical journal entries submitted through the user interface or synchronous SOAP web services is 1,000 lines. For transactions submitted through CSV import or asynchronous SOAP web services, the limit is 10,000 lines per transaction. Note that you cannot make line-level updates to transactions submitted through CSV import or web services.

To enter a statistical journal:

Go to Transactions > Financial > Make Statistical Journal Entries.

If you use a customized user center or user role, Make Statistical Journal Entries must manually be added to the center or role to access this menu option. For more information, see Enabling Statistical Accounts.

For more information on customizing user centers and user roles, see Custom Centers and NetSuite Roles Overview.
In the Primary Information section:
1. In the Entry No. field, accept the default or enter a different number.
  
  Note:
  If journal entries are assigned autogenerated numbers in your account, you cannot change the default number unless the override permission is enabled for Journal. Go to Setup > Company > Setup Tasks > Auto-Generated Numbers. On the Document Numbers subtab, check the Allow Override box on the Journal line. For more information, see Set Auto-Generated Numbers.
2. In the Date field, accept today's date or enter a new date for the statistical journal entry.
3. If you use fiscal accounting periods, select the period with which to associate this transaction.
  
  Important:
  When a statistical journal entry transaction has no defined posting period, users with View level of the Manage Accounting Periods permission see a suggested accounting period in the Posting Period field on the transaction.
4. Leave the Reversal Date field blank, unless you want to create a reversing entry at the same time.
  
  For information about reversing statistical journal entries, see Reversing Statistical Journal Entries and Modifying Statistical Journal Entries.
5. In the Memo field, enter information to help you identify this intercompany journal entry in a list of other intercompany journal entries.
  
  The value in this field displays on the List page.
In the Statistical Information section:
1. Select the Unit of Measure Type.
  
  This value cannot be modified after you save the statistical journal.
  
  The Unit of Measure field displays the base unit defined for the selected unit type.
2. Check the Absolute Update box to update the balance of one or more statistical accounts at the same time.
  
  The account balances you enter in the Amount field overwrite all previous values. If you check this box, you are prompted to confirm the action when you save the transaction.
  
  Note:
  If you confirm the action, NetSuite creates an Absolute Balance Update Offset Journal. Click the offset journal number link to view the Absolute Balance Update Journal record. To adjust the value of the absolute balance of a statistical account, make a regular statistical journal entry with a date that precedes or is later than the date of the Absolute Balance Update Journal record. NetSuite updates the value in the Absolute Balance Update Journal record, but does not update the value in the Absolute Balance Update Offset Journal record.
  
  There is no limit to the frequency with which you can enter an absolute balance for a statistical account because there is no time stamp on a Absolute Balance Update Offset Journal.
  
  Absolute Balance Update Offset Journals are always created using the system date rather than the date of the manual update.
  
  Important:
  After you save this statistical journal, if you later edit the record by changing the date, NetSuite does not synchronize the Absolute Balance Update Offset Journal with the Absolute Balance Update Journal. This may result in a difference in balance.
In the Classification section:
1. If you use NetSuite OneWorld, select a Subsidiary to associate with this statistical journal.
  
  The statistical journal posts to only this subsidiary and only entities associated with the subsidiary can view the entry.
  
  You cannot associate a statistical journal with more than one subsidiary.
  
  Note:
  If the subsidiary you select is assigned to one or more shared vendor or customer records, you can make statistical journal entries for any of the vendors or customers to which the selected subsidiary is assigned. To do this, on the Lines subtab, select the shared vendor or customer from the Name field. For more information about shared records, see Assigning Subsidiaries to a Vendor and Assigning Subsidiaries to a Customer.
2. If you have enabled Departments, Classes, or both on the Company subtab of the Enable Features page, select the appropriate classification to associate with this journal entry.
  
  For information about Departments and Classes, see Departments and Classes Overview.
On the Lines subtab, enter the detail information for the statistical journal lines.

Tip:
You can navigate down the lines by pressing the Enter key on your keyboard. You cannot navigate up the lines.

The columns that appear are based upon the permissions set for your user role.
1. In the Account field, select the statistical account to be affected by this statistical journal.
  
  The list of accounts available in the Account list is filtered according to the statistical account type, designated subsidiary, and unit type of this statistical journal.
2. In the Amount field, enter the value associated with the default Unit of Measure.
  
  The value in this field must be 0 or a positive number to ensure that the statistical account to which this journal is associated is properly updated.
  
  Note:
  To set a statistical account’s balance to zero, check the Absolute Update box and then enter 0 in the Amount field. You can do this for a statistical account that does not yet have a balance.
3. Optionally, enter a memo to help you recognize this entry in the Statistical Register for this account.
4. Optionally, select a name of a person, vendor, or company to associate with this entry.
  
  Note:
  If the subsidiary you selected is assigned to one or more shared vendor or customer records, you can make this statistical journal entry for any of the vendors or customers to which the selected subsidiary is assigned. To do this, select the shared vendor from the Name field.
5. If you have enabled classifications on the Company subtab of the Enable Features page and you specify classifications at the line-level, select the appropriate department, class, and location to associate with this line.
6. The Units field defaults to the unit type associated with this statistical account.
  
  The Amount (Base Unit) field displays the cost of the unit.
7. Click Add.
  
  Tip:
  When line details are similar, click Copy Previous and then make modifications as required.
8. Repeat these steps for each line item.
On the Communication subtab, you can attach files and notes to this transaction.
1. On the User Notes subtab, enter a title and note for any comments you want to add to this transaction. Click Add after each note
2. On the Files subtab, select and attach files from the File Cabinet related to this transaction. To upload a new file to the File Cabinet, select New from the list in the Attach Files column.
3. Use the Events, Tasks, and Phone Calls subtabs to add to attach activities, such as events, phone calls, and tasks to this transaction. For more information, see Attaching Events, Tasks, and Calls to Records and Transactions.
Click Save.

Note:
If you checked the Absolute Update box, click OK to reverse all statistical journal entries for all statistical accounts specified in the Account field and accept the value entered in the Amount field. Click Cancel to return to the record without making changes.

To enter a statistical journal:

Related Topics: