ManPageW GLJournal
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Contents
Window: GL Journal
Description : Enter and change Manual Journal Entries
Help : The GL Journal Window allows you to enter and modify manual journal entries
Tab: Batch
Description : General Ledger Journal Batch
Help : The GL Journal Batch Tab defines the control parameters for a Journal Batch. A Batch can consist of multiple Journals. If the Control Amount is not zero, it is compared to the Total Debit Amount. The Control/Debit/Credit Amount is in Source Document Currency.
Table Name : GL_JournalBatch
Fields
| Name | Description | Help | Technical Data |
|---|---|---|---|
| Client | Client/Tenant for this installation. | A Client is a company or a legal entity. You cannot share data between Clients. Tenant is a synonym for Client. | AD_Client_ID
NUMBER(10) TableDir |
| Organization | Organizational entity within client | An organization is a unit of your client or legal entity - examples are store, department. You can share data between organizations. | AD_Org_ID
NUMBER(10) TableDir |
| Document No | Document sequence number of the document | The document number is usually automatically generated by the system and determined by the document type of the document. If the document is not saved, the preliminary number is displayed in "<>".
If the document type of your document has no automatic document sequence defined, the field is empty if you create a new document. This is for documents which usually have an external number (like vendor invoice). If you leave the field empty, the system will generate a document number for you. The document sequence used for this fallback number is defined in the "Maintain Sequence" window with the name "DocumentNo_<TableName>", where TableName is the actual name of the table (e.g. C_Order). |
DocumentNo
NVARCHAR2(30) String |
| Description | Optional short description of the record | A description is limited to 255 characters. | Description
NVARCHAR2(255) String |
| PostingType | The type of posted amount for the transaction | The Posting Type indicates the type of amount (Actual, Budget, Reservation, Commitment, Statistical) the transaction. | PostingType
CHAR(1) List |
| Document Type | Document type or rules | The Document Type determines document sequence and processing rules | C_DocType_ID
NUMBER(10) TableDir |
| GL Category | General Ledger Category | The General Ledger Category is an optional, user defined method of grouping journal lines. | GL_Category_ID
NUMBER(10) TableDir |
| Document Date | Date of the Document | The Document Date indicates the date the document was generated. It may or may not be the same as the accounting date. | DateDoc
DATE Date |
| Account Date | Accounting Date | The Accounting Date indicates the date to be used on the General Ledger account entries generated from this document. It is also used for any currency conversion. | DateAcct
DATE Date |
| Period | Period of the Calendar | The Period indicates an exclusive range of dates for a calendar. | C_Period_ID
NUMBER(10) Table |
| Currency | The Currency for this record | Indicates the Currency to be used when processing or reporting on this record | C_Currency_ID
NUMBER(10) TableDir |
| Control Amount | If not zero, the Debit amount of the document must be equal this amount | If the control amount is zero, no check is performed.
Otherwise the total Debit amount must be equal to the control amount, before the document is processed. |
ControlAmt
NUMBER Amount |
| Approved | Indicates if this document requires approval | The Approved checkbox indicates if this document requires approval before it can be processed. | IsApproved
CHAR(1) YesNo |
| Total Debit | Total debit in document currency | The Total Debit indicates the total debit amount for a journal or journal batch in the source currency | TotalDr
NUMBER Amount |
| Total Credit | Total Credit in document currency | The Total Credit indicates the total credit amount for a journal or journal batch in the source currency | TotalCr
NUMBER Amount |
| Document Status | The current status of the document | The Document Status indicates the status of a document at this time. If you want to change the document status, use the Document Action field | DocStatus
CHAR(2) List |
| Process Batch | DocAction
CHAR(2) Button | ||
| Copy Details | Copy Journal/Lines from other Journal Batch | CopyFrom
CHAR(1) Button |
Tab: Journal
Description : General Ledger Journal
Help : The GL Journal Tab defines the control parameters for a single GL Journal. If the Control Amount is not zero, it is compared to the Total Debit Amount. The Control/Debit/Credit Amount is in Source Document Currency.
Table Name : GL_Journal
Fields
| Name | Description | Help | Technical Data |
|---|---|---|---|
| Client | Client/Tenant for this installation. | A Client is a company or a legal entity. You cannot share data between Clients. Tenant is a synonym for Client. | AD_Client_ID
NUMBER(10) TableDir |
| Organization | Organizational entity within client | An organization is a unit of your client or legal entity - examples are store, department. You can share data between organizations. | AD_Org_ID
NUMBER(10) TableDir |
| Accounting Schema | Rules for accounting | An Accounting Schema defines the rules used in accounting such as costing method, currency and calendar | C_AcctSchema_ID
NUMBER(10) TableDir |
| Journal Batch | General Ledger Journal Batch | The General Ledger Journal Batch identifies a group of journals to be processed as a group. | GL_JournalBatch_ID
NUMBER(10) TableDir |
| Document No | Document sequence number of the document | The document number is usually automatically generated by the system and determined by the document type of the document. If the document is not saved, the preliminary number is displayed in "<>".
If the document type of your document has no automatic document sequence defined, the field is empty if you create a new document. This is for documents which usually have an external number (like vendor invoice). If you leave the field empty, the system will generate a document number for you. The document sequence used for this fallback number is defined in the "Maintain Sequence" window with the name "DocumentNo_<TableName>", where TableName is the actual name of the table (e.g. C_Order). |
DocumentNo
NVARCHAR2(30) String |
| Description | Optional short description of the record | A description is limited to 255 characters. | Description
NVARCHAR2(255) String |
| Active | The record is active in the system | There are two methods of making records unavailable in the system: One is to delete the record, the other is to de-activate the record. A de-activated record is not available for selection, but available for reports.
There are two reasons for de-activating and not deleting records: (1) The system requires the record for audit purposes. (2) The record is referenced by other records. E.g., you cannot delete a Business Partner, if there are invoices for this partner record existing. You de-activate the Business Partner and prevent that this record is used for future entries. |
IsActive
CHAR(1) YesNo |
| PostingType | The type of posted amount for the transaction | The Posting Type indicates the type of amount (Actual, Budget, Reservation, Commitment, Statistical) the transaction. | PostingType
CHAR(1) List |
| Budget | General Ledger Budget | The General Ledger Budget identifies a user defined budget. These can be used in reporting as a comparison against your actual amounts. | GL_Budget_ID
NUMBER(10) TableDir |
| Document Type | Document type or rules | The Document Type determines document sequence and processing rules | C_DocType_ID
NUMBER(10) TableDir |
| GL Category | General Ledger Category | The General Ledger Category is an optional, user defined method of grouping journal lines. | GL_Category_ID
NUMBER(10) TableDir |
| Document Date | Date of the Document | The Document Date indicates the date the document was generated. It may or may not be the same as the accounting date. | DateDoc
DATE Date |
| Account Date | Accounting Date | The Accounting Date indicates the date to be used on the General Ledger account entries generated from this document. It is also used for any currency conversion. | DateAcct
DATE Date |
| Period | Period of the Calendar | The Period indicates an exclusive range of dates for a calendar. | C_Period_ID
NUMBER(10) Table |
| Currency | The Currency for this record | Indicates the Currency to be used when processing or reporting on this record | C_Currency_ID
NUMBER(10) TableDir |
| Currency Type | Currency Conversion Rate Type | The Currency Conversion Rate Type lets you define different type of rates, e.g. Spot, Corporate and/or Sell/Buy rates. | C_ConversionType_ID
NUMBER(10) TableDir |
| Rate | Currency Conversion Rate | The Currency Conversion Rate indicates the rate to use when converting the source currency to the accounting currency | CurrencyRate
NUMBER Number |
| Control Amount | If not zero, the Debit amount of the document must be equal this amount | If the control amount is zero, no check is performed.
Otherwise the total Debit amount must be equal to the control amount, before the document is processed. |
ControlAmt
NUMBER Amount |
| Approved | Indicates if this document requires approval | The Approved checkbox indicates if this document requires approval before it can be processed. | IsApproved
CHAR(1) YesNo |
| Total Debit | Total debit in document currency | The Total Debit indicates the total debit amount for a journal or journal batch in the source currency | TotalDr
NUMBER Amount |
| Total Credit | Total Credit in document currency | The Total Credit indicates the total credit amount for a journal or journal batch in the source currency | TotalCr
NUMBER Amount |
| Document Status | The current status of the document | The Document Status indicates the status of a document at this time. If you want to change the document status, use the Document Action field | DocStatus
CHAR(2) List |
| Posted | Posting status | The Posted field indicates the status of the Generation of General Ledger Accounting Lines | Posted
CHAR(1) Button |
Tab: Line
Description : General Ledger Journal Line
Help : The GL Journal Line Tab defines the individual debit and credit transactions that comprise a journal.
Table Name : GL_JournalLine
Fields
| Name | Description | Help | Technical Data |
|---|---|---|---|
| Client | Client/Tenant for this installation. | A Client is a company or a legal entity. You cannot share data between Clients. Tenant is a synonym for Client. | AD_Client_ID
NUMBER(10) TableDir |
| Organization | Organizational entity within client | An organization is a unit of your client or legal entity - examples are store, department. You can share data between organizations. | AD_Org_ID
NUMBER(10) TableDir |
| Journal | General Ledger Journal | The General Ledger Journal identifies a group of journal lines which represent a logical business transaction | GL_Journal_ID
NUMBER(10) TableDir |
| Line No | Unique line for this document | Indicates the unique line for a document. It will also control the display order of the lines within a document. | Line
NUMBER(10) Integer |
| Description | Optional short description of the record | A description is limited to 255 characters. | Description
NVARCHAR2(255) String |
| Active | The record is active in the system | There are two methods of making records unavailable in the system: One is to delete the record, the other is to de-activate the record. A de-activated record is not available for selection, but available for reports.
There are two reasons for de-activating and not deleting records: (1) The system requires the record for audit purposes. (2) The record is referenced by other records. E.g., you cannot delete a Business Partner, if there are invoices for this partner record existing. You de-activate the Business Partner and prevent that this record is used for future entries. |
IsActive
CHAR(1) YesNo |
| Generated | This Line is generated | The Generated checkbox identifies a journal line that was generated from a source document. Lines could also be entered manually or imported. | IsGenerated
CHAR(1) YesNo |
| Currency | The Currency for this record | Indicates the Currency to be used when processing or reporting on this record | C_Currency_ID
NUMBER(10) TableDir |
| Account Date | Accounting Date | The Accounting Date indicates the date to be used on the General Ledger account entries generated from this document. It is also used for any currency conversion. | DateAcct
DATE Date |
| Currency Type | Currency Conversion Rate Type | The Currency Conversion Rate Type lets you define different type of rates, e.g. Spot, Corporate and/or Sell/Buy rates. | C_ConversionType_ID
NUMBER(10) TableDir |
| Rate | Currency Conversion Rate | The Currency Conversion Rate indicates the rate to use when converting the source currency to the accounting currency | CurrencyRate
NUMBER Number |
| Combination | Valid Account Combination | The Combination identifies a valid combination of element which represent a GL account. | C_ValidCombination_ID
NUMBER(10) Account |
| Source Debit | Source Debit Amount | The Source Debit Amount indicates the credit amount for this line in the source currency. | AmtSourceDr
NUMBER Amount |
| Source Credit | Source Credit Amount | The Source Credit Amount indicates the credit amount for this line in the source currency. | AmtSourceCr
NUMBER Amount |
| Accounted Debit | Accounted Debit Amount | The Account Debit Amount indicates the transaction amount converted to this organization's accounting currency | AmtAcctDr
NUMBER Amount |
| Accounted Credit | Accounted Credit Amount | The Account Credit Amount indicates the transaction amount converted to this organization's accounting currency | AmtAcctCr
NUMBER Amount |
| UOM | Unit of Measure | The UOM defines a unique non monetary Unit of Measure | C_UOM_ID
NUMBER(10) TableDir |
| Quantity | Quantity | The Quantity indicates the number of a specific product or item for this document. | Qty
NUMBER Amount |
Contributions
Making A Journal Entry by red1
- First we launch ADempiere
- Login as GardenAdmin or your ClientAdmin
- Search for GL Journal
- Click on it to open
Filling in A GL Journal
- At the Batch tab, you at least fill in the pink mandatory fields
- The Description
- Document Type
- Then go to the Journal Tab
- Put in the Control Amount
- It is used as a manual source figure control
- Here we put in 100, so we intend to do only 100 in total of Journal entry value
Filling in Journal Lines
- We try to put in some expenses.
- Click at the Line tab
- Look for the Combination field
- Click on the right icon to pop up another window
- In the Combination window
- Enter an Alias, any name which you can call up again later
- Select HQ as the Organization
- Click on the right icon at the Account field
- Look for an expense such as Salary
- Accept it and OK it
- You can see that it appears in the Line record
- Enter an amount value of 50 in the Source Debit field
- Click on a new record icon at the top menu bar
- Go through the same process and select something like Rental
- Again put in an amount of 50 also in the Source Debit field so that it comes up to 100
- Check the total to be the same with the Control Amount.
- Go back to the Batch tab
Processing the Journal Batch
- Look for the Complete button
- Click on it and wait till the processing stops
- Note that the Complete status appears at the bottom left side
- If not check the error message and examine the log
- If OK, we can start the application service to allow the accounts posting
- After the accounts processor works through, you can see a new 'Posted' button on the Journal window
- Click on the Posted button to view the accounts
- Note that there are some strange lines besides the expenses we created
- They are Suspense Balancing and Intercompany transfers
- There is another organisation which is 'Store Central' stated in one of them
Suspense Balancing
- This occurs when we do not do a double entry to ensure that every debit has a credit and vice versa
- It is an accounting practice to then balance it off by entering a double entry till the Suspense is contra off.
Auto GL Distribution
- There is another feature in ADempiere to do GL Distribution
- It allows any posting to any account be distributed among different organisations
- You can specify the percentages for each organisation
- Go and look up the menu item GL Distribution
- You will notice that there is already an entry for Salaries
- Examine its contents and you can see the distribution logic
