Creating Group Journals Manually
Each group journal has a unique journal number, and is saved with a copy rule, which determines how the journal is processed in other contexts, for example, when you copy group journals.
In the journal entry, the journal number created last will be displayed automatically after you click the Open button and enter the following information in the Journal Selections text box:
- Period and Actuality
- Consolidation Type
- Group
- Journal Type (not compulsory)
Then you can click New and enter the following information for the new journal entry:
- Copy Rule (T by default)
- Journal Text
- Account, Dimensions and Amount per booking
Journal Number
Each group journal receives a unique journal number where the journal number series starts at 101. Number 1-99 are reserved for automatic journals.
Reverse Journals
You can create a reversed journal with the next available journal number by using the Reverse Journal button. In this way, you can eliminate a journal without having to re-book values manually. For reversed journals, the Reversed field includes information about which journal the reversed journal is based on. The original journal will also include information about existing reversed journals.
If the setting Copy - all journals is used, both the original and the reversing journal is copied. For a year-end, the journals are paired and removed.
For information about numbering of journals for year ends, see Numbering of Journals.
- Both the reversed and the reversing journals are locked for update.
- Reversed journals will always have the same copy rule as the original journal.
- You can not reverse parts only of a journal.
Copy Rules
The group journal is stored with a copy rule, which determines how to handle the group journal in other situations, for example, when copying group journals between periods.
| Copy Rule | Description |
|---|---|
| F (fixed) |
Used as a regular journal entry, and copied with or without year-ending rules when copied over a year-end. For more information, see Copy Company Journals between Periods. |
| R (reversing) |
Used to book with reversed sign when you copy it over a year-end. For more information, see Copy Company Journals between Periods. |
| T (temporary) |
Normally only used for the current closing of the books. You can also copy this type to another period and over a year-end without the year-end rules. |
| A (automatic) |
Created for automatic journals using control tables. You can use this type for elimination of acquisition calculations. Note: The type Ais only available in
the Maintain/Special Utilities/Automatic
Journals/Data Entry - Automatic Journalsmenu.
For more information, see Automatic Journals for Acquisition Calculations. |
The Amount Column
You can choose to display the Amount column either as a column with the heading Amount or as two columns with the headings Debit and Credit. You can define this in the General Configuration function. It is only possible to create a group journal in the group company's currency.
Data Entry
You can create group journals for different types of accounts, main accounts as well as statistical accounts. However, you cannot update a summation account in a group journal.
Net Income
It is not possible to enter values for the Net Income in either the Balance Sheet, the Profit and Loss Account or in the Accounts for Analysis of Reserves. The accounts are updated automatically when you save the group journal. You can define current accounts in the general configuration on the Reconcile tab.
Balance Control of Journal
You can perform a Balance Control for each journal in respect of debit and credit balances. You can perform this regardless of if you are working in debit/credit columns or in a special amount column.