Creating/Editing Journal Templates - Creating Journal Lines

View - Accounting - Journal Templates

The last step of the journal template wizard is to set up the journal structure.

The window looks similar to the Journal Entry Registration window. Here you can insert the input values you defined in the previous window for each journal line in the journal. You can also insert fixed values, for example for the Nominal Code.

The window is available in two modes: simple and advanced. The Advanced mode contains functionality for more complicated templates, such as formulas etc.

Tip! You can also start with the more clearly arranged Simple mode and switch to the advanced mode later on, if you missed functionality you need in order to create the template. 

If you selected Accounting for prepayments in the General Settings step , it is required that you define a separate journal for each prepayment entry. You will therefore get an additional journal (prepayments) in the bottom of the window which you will have to complete, too. Read more in Creating/Editing Journal Templates

How to create a new journal line

1. Choose from the list on the top, whether you want to see the Simple mode or the Advanced mode.
   
   Simple mode: Here, you specify basic settings in order to create a simple template (e.g. a bank payment or a receipt).
   
   Advanced mode: Here, you specify each parameter of the journal line, create formulas and set up an absolute displacement for transaction dates or period. To show only the columns for the parameters defined in the step before, you can select Hide columns without parameters. Read more in Formulas in Journal Template.
2. Define the Journal Header settings such as Journal Type, Transaction Date and Period.
   Tip: You can check the values of the settings you assign here in the preview window from the step before.
3. Click the Insert Line icon to insert the first journal line.

   Tip: If you are unsure about which input values are needed for the journal, you can always create the journal lines first and then click Previous to insert input values as you require them.

4. With the drop-down lists you can specify the single values by their parameter name within triangle brackets from the previous step, a single value from the predefined list (e.g. with the Journal Type field) or a relative value within round brackets (e.g. (follow N/C) under the VAT column).
5. Repeat the process until you have created all the journal lines that are to be included in the journal.
6. If you chose Accounting for prepayments before, fill in the additional information required. Read more in Creating/Editing Journal Templates - Accounting for Pre-payments.
7. Click Complete to save the template.

The template can now be used for Journal Entries.

Field description of template lines

Every field in a journal entry line can either contain a default value that will remain the same every time the journal template is used, or have a variable value that is retrieved from the input screen. Variable values are retrieved into the field by selecting a value description given in brackets, i.e. <value description>.

• N/C is retrieved from the chart of accounts through a drop-down list. If you are using another N/C you can open the drop-down list and enter the first digits in the account number. N/C's retrieved through the input screen are positioned on top of this list. All N/C type input value can be selected.
• The Details field will always suggest the N/C settings you selected above. You can overwrite with a default value. Remember that the description field can always be overwritten after the journal entry is created.
• The VAT field retrieves the values from the VAT register. By default it will always suggest the settings for N/C that you selected above. If this is to be overwritten when using the journal template, you can select another VAT code or input value from the drop-down list.
• The Debtor/Creditor account can only be set for N/C's with a ledger function.
• The Invoice number can only be set for N/C's that have a Customer and Supplier ledger function.
• The CID can only be set for N/C's that have a customer and supplier ledger function.
• Project is retrieved from the project register by using the drop-down list. Projects retrieved through the entry screen will be on top in this list. All input values of project type can be selected.
• Department is retrieved from the properties register through a drop-down list. Departments retrieved through the entry screen will be on top in this list. All input values of department type can be selected.
• As debit/credit you can select input values directly from the Amount type or you can build a formula that allows you to perform advanced calculations based on one or several input values. All input values of Amount type can be selected.
• If you use input values directly you can also select if the amount will entered as debit or credit and if it is entered inclusive or exclusive VAT.

If you click the search button, a new window opens where you define the calculation. Positive numbers are entered as debit and negative numbers as credit. Read more about Formulas in Journal Template.

Steps in the wizard:

• Creating/Editing Journal Templates   
• Creating/Editing Journal Templates - Defining Input Values    
• Creating Journal Lines << You are here       
• Creating/Editing Journal Templates - Accounting for Pre-payments (Optional)