Finance > Entries > General journal
The general journal allows you to enter an opening balance or financial transactions, as well as modify incorrect entries.
The information in this document is applicable to product update 502 and higher. If you have versions lower than this, certain features explained here will not be applicable.
The creating and modifying of general journal entries consist of the following:
When filling in the general journal header, you need to type or select the necessary information for each column. If you press F2 in some columns, a list of options appears. Choose the relevant option and click Select.
Note: You may not see all the columns mentioned in this document, but you can add or remove columns to your convenience by clicking the Columns icon. The Columns icon is enabled only if you create or modify a general journal entry.
For more information, see Defining general journal columns.
This column displays the selected journal number. You can disable this column by pressing the TAB key.
This column displays the description of the selected general journal and cannot be edited.
Type or select the date when the general entries are created. The current date is displayed by default.
Note: To display the Date column, press TAB in the Jrnl column.
This column shows the entry number after you press TAB in the Jrnl column.
Note: The entry number is derived from the selected general journal at System > Finance > Journals.
This column displays the opening balance for the selected general ledger account.
Type or select a general ledger (G/L) account and fill in the necessary information in the respective columns when entering general journal sublines. If you press F2 in the G/L column, Account column or any other column, a list of options appears. Choose the relevant option and click Select.
Note: You may not see all columns mentioned in this document, but you can add or remove columns to your convenience by clicking the Columns icon. The Columns icon is enabled only if you create or modify a general journal entry.
Type or select the date when the general ledger entries are created. The current date is displayed by default.
Note: To display the Date column, press TAB in the General journal header of the EntryNo column.
Type or select a general ledger account number for the general ledger entry.
This column displays the description of the selected general ledger account and cannot be edited.
Type a description for the general ledger entry.
Type or select a creditor/debtor account for the general ledger entry.
This column displays the code of the selected account and cannot be edited.
This column displays the type of the selected account and cannot be edited.
Type the number from “Your reference” in the general ledger entry.
By default, Our reference number for the general journal entry is created based on the data set up in General > Cash > Bank journal, under the Financial section in Number settings. You can also type a different number for the general ledger entry, if any.
Type a debit amount for the general ledger entry.
Note: Only enter one debit amount per line.
Type a credit amount for the general ledger entry.
Note: Only enter one credit amount per line.
By default, the Amount (EUR) column is disabled and displays the debit/credit amount in the currency set up in the general ledger entry.
Note: In this column, the default currency is EUR. Therefore, this column is displayed as Amount (EUR). If the default currency is USD, GBP, CNY, or any other, this column will be displayed accordingly.
This column displays the line type of the general ledger entry.
Note: The default line type is based on what you selected on the Outstanding items screen (after you pressed TAB in Our ref. column).
Double-click this column to type, edit, or display a note for the selected general ledger entry. Click the Timestamp icon to indicate the name of the author, as well as the date and time of creation.
Double-click this column to add an attachment for the selected general ledger entry.
Type or select a VAT code for the general ledger entry, if applicable. The default VAT code is “0”.
Type or select a payment condition for the general ledger entry, if applicable. By default, the payment condition displayed is derived from System > General > Settings, under General ledger settings, at the Default section, at Payment condition: Debtor or Payment condition: Creditor.
This displays the code and description of the selected general ledger.
This displays the code and name of the selected debtor or creditor.
This displays the contact person for the selected debtor or creditor.
This displays the address (visit type) of the debtor or creditor.
Note: The Visit address is based on Address types under the Address section of the selected debtor or creditor maintenance at Finance > Accounts receivable > Maintain or Finance > Accounts receivable > Maintain.
This displays the bank account number of the debtor or creditor.
This displays the VAT number of the debtor or creditor.
This displays the purchase or sales representative of the selected creditor or debtor, or the person in charge of the general journal.
By default, the cost center displayed is based on the person that creates the general entries. However, if the general ledger selected has a default cost center defined, the system will display the cost center based on the general ledger account.
This displays the cost unit of the general entries.
This displays the item code of the general entries. If you select an asset that belongs to the direct depreciation method, you will see the following error message: “Asset with direct depreciation method detected. What type of transaction is this?”.
Select the Investment/Disinvestment or Depreciation option. The option differentiates the amount for the investment and depreciation. The amount will be displayed in the asset maintenance screen under the Transactions tab. Go to Assets > Assets > Maintain, select an asset, and then click Open.
For more information, see Creating and maintaining assets.
This displays the project code of the general entries.
This displays the total debit amount of the general entries.
Note: In this column, the default currency is EUR. Therefore, this column is displayed as Debit total (EUR). If the default currency is USD, GBP, CNY, or any other, this column will be displayed accordingly.
This displays the total credit amount of the general entries.
Note: In this column, the default currency is EUR. Therefore, this column is displayed as Credit total (EUR). If the default currency is USD, GBP, CNY, or any other, this column will be displayed accordingly.
This displays the difference between the total debit amount and the total credit amount.
Note: In this column, the default currency is EUR. Therefore, this column is displayed as Difference (EUR). If the default currency is USD, GBP, CNY, or any other, this column will be displayed accordingly.
This displays the name of the author, as well as the date and time the general journal was created.
This displays the name of the person who modified the general journal, as well as the date and time it occurred.
Note: To display the Intercompany button, select Intercompany transactions under Options section at System > Finance > Journals for a new general journal.
Click this to exit.
New
Click this to create a new general journal entry.
Click this to modify any incorrect entries at the general journal.
Note: Transactions with Cash, Letter of credit and Cheque as Payment method will remain journalized in General journal after processing. If you click Edit for these transactions, the following error message appears: "Not allowed: Processed payments". This is not applicable for the Dutch legislation.
Click this to match the general invoice(s).
For more information, see Matching entries.
Click this to create a reversed entry of all entry lines with the same entry number as the original entry. The reversed entry will always be created on the first day of the next period.
For example, if the original entry was created on 21/04/2023, then the reversed entry will be dated on 01/05/2023.
Note: Reversed entries cannot be used for transactions where terms are generated, using accounts payable, accounts receivable or a bank or cash G/L.
In the editing mode, this is enabled for unprocessed entries.
In the viewing mode, this is enabled for both unprocessed and processed entries.
Click this to create a new creditor.
For more information, see Creating and maintaining accounts payable.
Click this to create a new debtor.
For more information, see Creating and maintaining accounts receivable.
Click this to display the maintenance screen of the selected G/L account.
Click this to display the financial transaction details of the selected entry on the corresponding screen.
Note: This button is enabled only when you click Edit.
Click this to display the financial transaction details of the selected general ledger entry on the Transaction screen.
Click this to display the General ledger card screen.
Note: This button is enabled only when you click Edit and select a G/L number in the general journal sublines.
Click this to display the Payment conditions screen.
Note: This button is enabled only when you click Edit and select a G/L account in the general journal sublines.
Click this to display the Recurring entries screen. To enable this button, go to Finance > Entries > Recurring Entries > Enter and create a general recurring template.
For more information, see Creating and maintaining recurring entries.
Note: If there are balances under Difference (EUR), a confirmation screen will be displayed based on the default settings selected under Write off remainder of the Define columns.
The Define columns screen is displayed when you click the Columns icon.
Click Yes to write off the remainder automatically or click No to cancel and return to the Make general journal entries screen.