Copying a journal

You can copy journals to any open period and actuality within the same fiscal year as the source period and actuality.

About this task

The following rules apply to copying journals:
  • You can copy to a different destination period and actuality than the context you are in.
  • You can copy to destination periods and actualities that are in the same financial year as the context you are in.
  • You can copy journals between open periods and actualities withing the same financial year.
  • You can copy between actualities where the periods belong to the same financial year.
  • In Controller Web, numbering of copied journals depends on the selected journal setting in Controller Classic > Maintain > Configuration > General > General 3 tab:
    • If you select Copy journals without changing the journal number within fiscal year, then the copied journal will keep the initial journal number in the current period. This can result in gaps in journal numbers in the current period and the journal numbers in the gaps will be shown as System Reserved : Temporary journals. Example: If you copy journals 102 and 104 from the comparative period to the blank current period, then copied journals keep the original journal numbers, that is, 102 and 104 in the current period and journals 101 and 103 are created as System Reserved : Temporary journals.
    • If you do not select Copy journals without changing the journal number within fiscal year, then the copied journal will get next available journal number in the current period. Example: If you copy journals 102 and 104 from the comparative period to the blank current period, then copied journals get the next available journal numbers, that is, 101 and 102 in the current period and System Reserved : Temporary journals are not created.

Procedure

  1. Open a project in Controller Web.
    A project includes the period (year and month), actuality, and submission for a company.
  2. Click the Journals tab and then click Compare.
  3. On the Comparative period section, click the edit icon and select an actuality and period (year and month) and then click Save.
    Under Compare, the journals for the selected actuality and period displays.
  4. Select the journals to copy by selecting the radio button beside the journal.
    Tip: To hide deleted and system reserved journals, click the eye icon on the top right corner of the journal tab.
  5. Click Copy.
  6. In the Copy Journals window, select the actuality, year, and month to copy the journals to and then click Copy.
    You can copy to open periods in the same financial year as the source period and actuality.
    If you are copying to a past period, a warning message displays.
  7. Click Yes, continue.
    A message warns you that journals with the same number as the source journals (if previously entered in the destination period and actuality) will be overwritten.
  8. Click Yes, continue.
    If you copied to the current period, the journals are visible immediately under Current period Journals. Any new journals that you create are numbered after the last journal entry you copied.