Journal Entry Window

Use this window to display journal entries. The fields in the General Area section are relevant for the entire journal entry, while the fields in the Expanded Editing Mode section reflect the data relevant to the selected row in the journal entry.

To open the window, choose Start of the navigation path Financials Next navigation step Journal Entry End of the navigation path .

Note Note

This topic documents fields and other elements in this window that either are not self-explanatory or require additional information.

End of the note.

General Area

Series
Displays the default numbering series of the journal entries. Choose another series if required.

Number
Entry number allocated by the system according to the selected numbering series.

Due Date, Posting Date, Doc. Date
By default, the posting date is the current date. Change it if necessary. The due date is the date on which the entry takes place. The document date is the journal entry date for tax reporting purposes.

Ref. 1, Ref. 2
Specify relevant references for the journal entry, or leave these fields blank.

Trans. Code
Select a transaction sort code from a previously defined list of codes to help you find a particular transaction. Choosing a code automatically inserts the code description as the default setting in the Details field.

Remarks
Enter any relevant information regarding the journal entry. Note If the transaction is an incoming payment that has been generated by the payment wizard, the default display is Incoming Payments - <business partner code> — <payment run name>. If the transaction is an outgoing payment that has been generated by the payment wizard, the default display is Outgoing Payments - <business partner code> — <payment run name>. The payment run name is copied from the Payment Wizard, General Parameters window. End of the note.

Origin, Origin No., Trans. No.
The Origin field displays the abbreviated name of the original journal. If the journal entry was created when you added an A/R invoice, the abbreviation IN is displayed. The Origin No. field displays the number of the document that was generated by the transaction. Choose to display the document that generated the transaction. The Trans. No. field displays the automatically assigned number of the journal entry.

Template Type, Template
You can record transactions according to one of the defined posting templates. Choose Template Type (percentage or recurring) and in the Template Code field, select the appropriate template code.

Indicator
Select the relevant indicator code from a list of previously defined codes to help you find a particular transaction.

Project
You can link a transaction to a previously defined project and use it as a selection criterion in reports. Click the icon to link the transaction to a project in the list of projects defined for the company.

Revaluation Reporting Exch. Rate
To create a journal entry with a foreign currency amount that has a different exchange rate than the one defined in the Exchange Rate and Indexes table, select this checkbox and specify the currency as well as the exchange rate to be used for this journal entry. This exchange rate can also be used to revaluate reports. For this purpose, you select the checkbox Refer to Rates in Journal Entry when setting the revaluation criteria in the report. The foreign currency values in the report are then revaluated according to the exchange rates defined in the journal entries. Caution If you create a journal entry with a different exchange rate, and you do not select this option, the revaluation results for this kind of journal entry might be inaccurate, since SAP Business One considers the exchange rate defined in the Exchange Rate and Indexes table, and not the actual rate used in the journal entry. End of the caution.

Reverse
Enables you to create a reversal transaction for the current journal entry and define the date on which the reversal transaction should be created.

Adj. Trans. (Period 13)
Enables you to mark the closing entries. If required, you can exclude closing entries when generating a report.

Branch
Select the branch for which you want to create the journal entry. Note This field is available only if you have enabled multiple branches. End of the note.

Automatic Tax
If this option is selected, once you create a row in the journal entry for a G/L account for which a default tax group was defined, SAP Business One automatically creates a row for the tax transaction. The checkbox is not editable once the journal entry is added. This option is selected by default if the option Use Automatic Tax in Administration System Initialization Document Settings Per Document tab Journal Entry is selected.

Manage WTax
This checkbox is enabled only if the Automatic Tax checkbox is selected. If you select this checkbox: The WTax Amount field and the WTax Liable column are displayed. You can enter only one business partner in the journal.

Display in FC, Display in SC
By default, journal entry amounts are displayed in local currency. Select these options to display the amounts in foreign and/or system currency.

Clear Template
Disconnects a journal entry based on a specific posting template, from that template. A message asking whether to clear the table appears. To have all rows of the journal entry deleted, choose Yes. To keep the journal entry rows while clearing the Template Type and Template fields, choose No.

Expanded Editing Mode

G/L Acc./BP Code, G/L Acc./BP Name
Selecting the G/L Account/BP Code in the table automatically inserts the G/L account/business partner name.

Ref. 1
Displays the document number for all the rows in the journal entry, if the entry resulted from a document such as an A/R invoice, incoming payment, and so on. Displays for all the rows, the data specified by the user in the header field Ref. 1, if the journal entry was created manually.

Ref. 2
Displays different information, depending on the document through which the journal entry was created: Displays the customer/vendor reference number assigned to the document, if the journal entry resulted from an A/R Invoice, Incoming Payment, and so on. Displays the number of the base document, if the journal entry resulted from a reversing document (A/R Credit Memo based on A/R Invoice). Displays the data specified in the document header Ref. 2 field, if the journal entry resulted from an inventory transaction document, such as Goods Receipt. Displays the data specified in the Ref. 2 field of the Opening Balance or Period-End Closing Balance window, if the journal entry was created through one of these windows. Displays data specified by the user, if the journal entry was created manually.

Ref. 3
The information displayed here depends on the document through which the journal entry was created: A/R and A/P Invoice, A/R and A/P Credit Memo, A/R and A/P Down Payment Invoice, A/R and A/P Reserve Invoice: Business partner row: sequential installment number Withholding tax row: sequential number of the last installment Incoming and Outgoing Payments: Business partner row: document number Check payment: check number Credit card payment: credit card voucher number Bank transfer payment: reference number specified by the user In the case of a cash payment, nothing is displayed. When cancelling an incoming or outgoing payment, the document number of the cancelled document is displayed. When creating an incoming or outgoing payment on account (not based on selected transactions), the document number is displayed in the Ref. 3 field in the tax line. When creating an incoming or outgoing payment to account, the document number is displayed in the Ref. 3 field of the account rows. Deposits: Check deposit: check number Credit card voucher deposit: credit card voucher number Cash deposit: deposit number Receipt from Production, Issue for Production and closing a production order: production order number The production order number is copied to Ref. 3 only when the value of the Reference 3 - BP Row field in the Reference Field Links - Setup window is set to `Not Defined`. To access the Reference Field Links - Setup window, from the SAP Business One Main Menu, choose Administration Setup General Reference Field Links .

Offset Account
Automatically specifies the offset account of the posting. You can specify any account from those that were posted in this document. The offset account is then displayed in accounting reports.

Debit (FC), Credit (FC), Debit, Credit, Debit (SC), Credit (SC)
Display the credit or debit amount of every row in the transaction currency, foreign currency, and system currency.

Due Date, Posting Date, Doc. Date
By default, the posting date is the current date. Change it if necessary. The due date is the date on which the entry takes place. The document date is the journal entry date for tax reporting purposes.

Project
If required, specify the project to which the G/L account or business partner is allocated.

Tax Group
Tax group connected to the G/L account or business partner that appears in the selected row.

Distr. Rule
If required, specify a distribution rule for the selected row. If you did not select the Use Multidimensions checkbox on the Cost Accounting tab of the General Settings window, under Administration System Initialization General Settings , select a distribution rule from the dropdown list. If you selected the Use Multidimensions checkbox, click (Choose from List), and in the Select Distr. Rule window, choose distribution rules for the dimensions. In the List of Distribution Rules window, you can choose the Define Manual Distribution Rule button to define a distribution rule for the specific row. Note Only active dimensions appear in the Select Distr. Rule window. End of the note.

Remarks
Specify row details. The default entry consists of details for the entire transaction. Note If the transaction is an incoming payment that has been generated by the payment wizard, the default display is Incoming Payments - <business partner code> — <payment run name>. If the transaction is an outgoing payment that has been generated by the payment wizard, the default display is Outgoing Payments - <business partner code> — <payment run name>. The payment run name is copied from the Payment Wizard, General Parameters window. End of the note.

Table Fields

G/L Acc./BP Code, G/L Acc./BP Name
Business partners and/or accounts involved in the transaction. When creating the journal entry manually, to choose a G/L account from list, press the `TAB` key; To choose a business partner from list, press `CTRL + TAB`.

Federal Tax ID
Displays the federal tax ID in the rows of business partner accounts as follows: If the journal entry is automatically generated by a purchasing or sales document, the field value is copied from the document and refreshes accordingly in case of changes in the document. Here, the value is not editable. If the journal entry is automatically generated by a document of other types, the field value is copied from the document only if the value in the document is editable. Otherwise, the value remains blank. If you manually create the journal entry, the following conditions apply: If the business partner you selected is a customer, the default value in the field is copied from the Federal Tax ID field in the Ship-To Address table in the business partner master data. If the value in the Ship-To Address is empty, the default value is copied from the Federal Tax ID field on the header of the business partner master data. If the business partner you selected is a vendor, the default value in the field is copied from the Federal Tax ID field on the header of the business partner master data. You can update the field at any time, even after the journal entry is added.

Tax Amount

Gross Value

Payment Block
In manual journal entries, you can specify whether a business partner row should be blocked from payment by selecting Y or N.

Block Reason
If the row should be blocked from payment (that is, you selected Y in the Payment Block dropdown list), you can select a reason from this dropdown list.

Payment Order Run
If the checkbox is selected, it indicates that this manual journal entry row is included in a payment order run. The checkbox is deselected in the following situations: The payment order row that includes this manual journal entry is removed from the payment order run. To remove a payment order row, in Payment Wizard: Step 6 - Recommendation Report, right-click the payment order row and choose Remove. The checkbox for this payment order row is deselected in the selection column. The payment order row that includes this manual journal entry is closed in the payment order run. To close payment order rows in which all the documents are fully paid, in Payment Wizard: Step 6 - Recommendation Report, choose the Close Payment Order Rows button. The Payment Order Status column displays C for the closed payment order rows. The payment order run that includes this manual journal entry is executed into a payment run. To execute a payment run, in Payment Wizard: Step 6 - Recommendation Report, choose the Next button. In Payment Wizard: Step 7 - Save Options, choose the Next button and choose Yes in the system message. Note When this checkbox is selected, you cannot change the value in the Due Date field in the expanded editing area. End of the note.

Note Note

The above-mentioned fields appear in the table section by default. Use the Form Settings window to add more columns to the table.

End of the note.

Control Account
You can specify the control account for this journal entry after selecting a business partner. Note If you cannot find this field in the table, in the Form Settings window, set the Control Account field to Active and Visible. End of the note.

Due Date
Due date of each line in the transaction.

Expected Account Balance (LC, SC, FC)
Display the expected balance of the account in local, system, and foreign currencies. Before you add the journal entry, the values in the fields refresh accordingly if you perform one of the following: Enter or change the amount in the Debit or Credit field Create or update documents which trigger changes in the account balance, for example, A/P invoices Note These fields are available only when the Journal Entry window is in Add mode. End of the note.

Source of Posting
Indicates the source of the current posting line. A journal entry source is a data table that records information and data related to journal entries. If the source is not supported, this field is empty. The values are presented in the <Origin - Source (Source Table Name)> format. For example, if the journal entry is posted due to the creation of an A/R invoice, and the current journal entry line is posted due to the freight in the A/R invoice lines, then the value of the Source of Posting field will be [A/R Invoice – Freight on Rows (INV3)]. Currently, the following sources are supported: A/R Invoice (OINV): represents the origin document as a whole A/R Invoice – Rows (INV1): represents the origin document lines A/R Invoice – Freight – Rows (INV2): represents the freight defined in the origin document lines A/R Invoice – Freight (INV3): represents the freight defined on the origin document header A/R Invoice Rows – Distributed Freights (INV13): represents the distributed freight on the origin document header A/R Invoice – Installments (INV6): represents the installment in the origin document A/R Invoice – Drawn Dpm Detail (INV11): represents the down payment in the origin document

Source Line Internal ID
Indicate the internal ID of the line in the source of the current posting line. The internal ID is the internal numeric key automatically assigned to the source line by SAP Business One at the time of creation. The combination of the Source of Posting and the Source Line Internal ID values can identify the specific and unique data record line that causes the current posting line. For example, if the journal entry is posted due to the creation of an A/R invoice, the Source of Posting is [A/R Invoice – Freight on Rows (INV3)], and the Source Line Internal ID of the current posting line is 3. This means that the current journal entry line is posted due to the freight in the A/R invoice line, and the Int. Line No. of the freight line is 3. Note To enable the line internal ID in marketing documents, choose Form Settings Table Format , and select the Visible checkbox for the Int. Line No. column. End of the note.

More Information

Journal Entry

Defining and Using Transaction Templates

Reverse Transactions