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- Accounting - Journal Entry
The User Settings allow you to customise the functions and appearance of the journal entry window. These settings can be different for each user and you can define up to five different setups per user.
You can access the User Settings by clicking on the relevant button in
the Journal Entry tool bar or via the general menu by selecting View - Settings - User - Settings per Module
- Journal Entry.
Default
This tab lets you customise the module to suit your needs. You can choose between three pre-defined settings, all displaying different fields and columns.
Simple: Simplifies the window by only displaying required fields.
Normal: Displays standard fields and functions.
Advanced: Displays all available fields and additional functions.
If you choose one of these settings, you will be able to view the pre-selected options by browsing the other tabs.
Tip! You can change the setup in the other tabs if you do not wish to use the pre-defined settings.
Columns
Under Show column, select which columns you want to display in the registration window by checking the relevant boxes.
Enter-stop: The check boxes below Enter-stop enable you to decide where the cursor is to move to when you press [ENTER]. Setting this according to your needs may save a lot of key strokes.
Function
In the Function tab, you can set the general guidelines for journal entry. Check the boxes for the functions that you wish to activate:
Automatic
Automatic new journal automatically allocates a new journal number in the next line after balance is achieved. You can either use this function or press [+] when you have entered the amount in the last entry line of a journal to obtain a new journal number.
Copy details when double-entry means that the journal descriptions on the entry line are automatically copied to the double-entry N/C too.
Inherit journal texts from first journal entry line: Select this option to have the same text on all journal entry lines. The function takes the text from the first journal entry line and duplicates it to all journal entry lines.
If you select Period given by date, the correct period will automatically be registered when you enter a date.
Date and period control issues a warning when the journal date is outside the selected period.
Currency control issues a warning if the current date is beyond the period you have selected for the relevant currency. (Settings - Accounting - Module settings - Currency).
Enter amount without VAT (net) enables you to enter the net amounts for accounts that are set up with a VAT code. The VAT is calculated and added as a separate line in journal entry.
Journal List
Show journal list: Displays a list in the bottom half of the journal entry window.
Focus the journal list: The most recent journal entered is automatically displayed at the top of the journal list.
Sort by: Choose if you want to sort the journal list by Entry number or Journal type.
Content: Define the contents of the journal list. If you select Posting list, you will be able to view the last 50 journal entries posted to the account you have highlighted in the top half of the journal entry window. The journal list displays journal entries in the journal entry module and in Financials/Nominal Ledger.
Functions
Batch journal entry allows batch transfer to the Nominal ledger across journal type and period.
Journal templates simplifies standard journal entry and accrual accounting for costs. Read more here.
Journal Template Toolbar activates buttons that enables you to register single journal items. You can also add the most frequently used journal templates in addition to the ones that follow with the program. Read more here.
Linked document enables attaching documents to journal entries.
View bank account balances: Enters a line in the Journal Entry window, which shows the balance for the Bank Current Account and Petty Cash accounts. The accounts shown are those marked Bank/Petty Cash in the chart of accounts. Read more about the Chart of Accounts here.
Activate shortcut keys for journal type: If you remove the check, it will no longer be possible to change the journal type by pressing the shortcut keys [/] or [*].
Allow change of period: By unchecking the box, you will no longer be able to change the period in the journal entry module.
Fill in the description field automatically: By un-checking the box, the description field will no longer be filled out automatically.
Show journals for all users: Click the Show journals for all users button if you want access to journal items entered by other users. These journal items will then be transferred to you. Not all users have access to view all journal entries; however this can be overridden if you are the administrator or super user.
Default
Journal Date: Choose if you want to use the system date or the last used date when creating a new journal entry.
Standard JT: Select what journal type you want to be suggested as the default each time you open an empty journal entry.
Default focus: Select where the cursor is to be positioned when creating a new journal.
Name
Description: Here you can enter the name or the description of the setup. The name will be displayed in the drop down list to the left of the User Settings button in the Journal Entry tool bar.
Shortcuts keys
Shows the available shortcut keys for Journal Entry. You can also find these here.
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