Settings in the General Configuration

This section describes the settings defined in the General Configuration function, and relates to the processing of company journals.

For more information, see General Configuration Settings.

Dimensions

If you want to be able to create company journals at the dimension level, you must activate the relevant dimensions in the General Configuration function using the General 2 tab.

Debit/Credit Layout

If you create company journals as standard journal entries, you can select a debit/credit layout by selecting this option in the General 3 tab. The default setting is to enter all values in one column with +/- symbols.

Form Set Validation in Data Entry

If you want to work with form sets in Data Entry - Group Journals, you can use the form set validation function in the Data Entry Company Journals/Group Journals. You enable this function in the general configuration using the General 3 tab. Depending on the form set used for the actual period, the function will limit your access to available accounts in Data Entry - Group Journals.

Note: It is possible to get invalid accounts in a journal using this functionality. If you, for example, copy or import journals to a period and some of the accounts are not included in the form set for that period. Or if you change the form set for the period after you have entered journals that have used accounts that are no longer in the form set.

Accounts that are invalid will be locked for changes in the journal. To be able to change these rows you need to change your form set or temporary clear the setting in the General Configuration.

You can delete the invalid account row and replace it with a valid one.

Alternative Method When Copying

If you want to use the alternative rules for copying company journals at the end of a year, you can define them using the General 3 tab. You can simply choose to copy reversing types or non-reversing types or both, according to the alternative rules.

For more information, see Copy Company Journals over the Year-End - Alternative Rules.

Copy Journals Without Changing the Journal Number

When you copy fixed/reversing journal entries, the numbering of the copied journal entries can change. This can be due to the fact that there are some temporary company journals among the fixed/reversing company journals in the period from which you are copying.

If you do not want the numerical order of the company journals to change after copying, you can use the settings Copy journals without changing the journal number within fiscal year or Copy journals without changing the journal number over year-end. For more information about how to use these settings, see Numbering of Journals.

Always place the temporary journals after the fixed and reversing journals at the end of the journal number order so that there are no gaps in the numerical series when copying fixed and reversing journal types.

Lock Journal Entries

If you create company journals as journal entries, you can lock them to prevent changes being made in the same journal entry. Select Close existing Journals for change, using the General 3 tab. The company journals are locked when you save them. If you want to change a journal entry, you must create a new one.

Reconciliation

A reconciliation of debit/credit is run in the journal entries when you enter values in type A, L, E, I and C accounts. The reconciliation is performed in accordance with the rules defined in the general configuration, using the Reconcile tab.

Approval of Journals

You can add an approval process to company and group journals before the status for the journals is set to Approved.

You set the permission to approve journals in the Maintain/Rights/Security Groups window, on the new Approval of Journals tab.

New reports are available to show unapproved journals in the Company/Approve Company Journals and Group/Approve Group Journals windows. The user with approval rights can check these reports, and then approve the journals in the Company/Data Entry - Company Journals and Group/Data Entry/Group Journals windows.

If a consolidation is performed with unapproved journals, this will be reflected in the consolidation report.