Journal entries

You can drill back from a journal entry record in ActivReporter to the Journal Entry Inquiry window in Dynamics-GP.

1. In the Journal Entries HD view, highlight the journal entry you want to research.

2. Click and select Journal Entry Inquiry from the drop-down menu, or press Ctrl+J. The inquiry window opens with the requested journal entry record.

   

   Tip

   You can also access the Journal Entry Inquiry action from the Journal Entry and Journal Detail windows as well as the Journal Detail HD view.

You can drill back from a journal entry record with a system-journal source of "GP-Budget" in ActivReporter to the Budget Transaction Summary Inquiry window in Dynamics-GP.

1. In the Journal Entries HD view, highlight the budget journal entry you want to research.

2. Click and select Journal Entry Inquiry from the drop-down menu, or press Ctrl+J. The inquiry window opens with the requested budget transaction summary record.

   

You can filter the Journal Entries HD view by journal type. To do so, select a journal type from the Filters drop-down list. Valid journal types are:

• Financials Journal
• Inventory Journal
• Payroll Journal
• Project Journal
• Purchasing Journal
• Sales Journal

Each journal type is identified by the value in the custom Series field on the journal entry. The values and the associated journal types are:

• 2 = Financials Journal
• 3 = Sales Journal
• 4 = Purchasing Journal
• 5 = Inventory Journal
• 6 = Payroll Journal
• 7 = Project Journal

A "Budget Entries" filter is also available to show journal entries with a System-Journal Source of "GP-Budget".

When you run the update process, missing accounts and missing segment items are created as needed. Update Journal Entries can be used for all Dynamics GP sources: GP-Posted, GP-Unposted, GP-Budget, GP-Closing, GP-BBF.

To update journal entries:

1. In the Navigation pane, highlight the ActivReporter > Journal Entries folder.
2. Start the update wizard.
   • To update all or a filtered subset of journal entries:
     1. Right-click the Journal Entries folder and select Select and Update from the shortcut menu.
     2. Select the Selection tab, then define any filters you want to apply to the data.

        

   • To report on specifically selected journal entries:
     1. In the HD view, select the journal entries to update. You can use Ctrl and/or Shift selection to select multiple records.
     2. Click .
   • To update a particular journal entry from the Journal Entry window:
     1. In the HD view, locate and double-click the journal entry to update. The Journal Entry window opens with the journal entry loaded.
     2. Click .
3. Select the Options tab.

   

4. In the Selection section of the Options tab, select the action to take:
   • Update selected entries. Select this option to update the selected journal entries without further inquiry.
   • Perform search. If you select this option, respond to the additional related prompts:
     1. From the Limit search to the year drop-down list, select the year for which to see results.
     2. If you selected "Perform a search", the Search for entries that need to be updated checkbox is enabled and marked. Clear the checkbox if you do not want to include these entries in your results.
     3. If you selected "Perform a search", the Search for entries that need to be created checkbox is enabled and marked. Clear the checkbox if you do not want to include these entries in your results.
   • Update closing for the year. Select this option to update closing and then select the year to update closing for from the drop-down list.
5. To report needed changes without making the changes immediately, mark the Compare only - report needed updates without making changes checkbox.
6. To force all fields on the selected entries to be updated, mark the Force updates - update all fields on the selected entries checkbox.
7. Click Next >>. You are prompted to confirm that you want to update the selected journal entries.

   

8. Click Yes. Updates (or a search) are performed.

   

9. Click Next >>. The results are reported.

   

10. After you finish viewing results, click Finish.

Journal Entry Record ID

For unmerged journal entries:

Batch

The batch the journal entry will be included in.

Entry #

The journal entry number.

For merged journal entries:

Batch - #

The name of the batch the journal entry is included in plus the entry number.

Merge #

The merge number for the journal entry.

Description

A description of the journal entry.

Journal Entry tab

System-Journal Source

The package and process where the journal entry originated. The system-journal sources for Dynamics-GP transactions include: GP-Posted, GP-Unposted, and GP-Budget.

Activity Source

For journal entries originating in Dynamics-GP, the activity source is the audit trail code.

Closing

This checkbox is marked only if this journal entry is a closing allocation entry for the year.

Reverse

This checkbox indicates whether the journal entry represents a reversing entry.

Hold

This checkbox indicates the journal entry is being held to prevent posting.

Journal Detail table

Use this table to view journal detail lines.

Account

The GL account the detail line is posted to.

Press F2 to open the Account Expand dialog box where you can drill down to see account and segment details as well as see the account alias and segment descriptions.

Press F3 to view the Find dialog.

Press F4 to open the record in the Account window.

Account Description

The description of the selected account.

[Attribute(s)]

For attributes set for use on GL detail, a column for each attribute displays in this area. The value in the column represents the attribute item associated with the detail line.

Date

The date this detail line posted to the General Ledger.

Reference

A brief reference to further identify the detail line. The type of reference used depends on the type of journal entry.

Debit

If this detail line represents a debit to the selected account, this is the debit amount posted. Negative amounts are permitted.

Credit

If this detail line represents a credit to the selected account, this is the credit amount posted. Negative amounts are permitted.

Unit

The unit associated with the selected account.

Description

A description of the detail line.

Memo

Additional information about the detail line.

Entry Totals button

Click this button to open the Balancing for Journal Entry dialog box where you can view required balancing information.

GP tab

GP

Orig Master ID

The ID of the originating customer or vendor.

Orig Document Number

The document number for the originating transaction. The type of document depends on the system where the transaction originated.

Series

The grouping of interrelated modules associated with the posting. Module groupings equate to journal types.

The assigned values for the journal types are:

• 2 = Financials Journal
• 3 = Sales Journal
• 4 = Purchasing Journal
• 5 = Inventory Journal
• 6 = Payroll Journal
• 7 = Project Journal

Orig Trx Source

The audit trail code representing the original batch from the originating transaction.

Ledger ID

The ID of the reporting ledger associated with the transaction.

Orig Master Name

The name of the originating customer or vendor.

GP Drillback

Trx Year

The transaction year.

GP Journal Entry

The journal entry number from Dynamics GP.

Recurring TX Sequenc

The recurring transaction sequence number.

TRXDATE

The transaction date.

GP Users

Last User

The last user who updated the journal entry.

Last Date Edited

The last date the journal entry was edited.

User Who Posted

The user who posted the journal entry.

User Defined 1

The value of the User Defined 1 field from Dynamics GP.

User Defined 2

The value of the User Defined 2 field from Dynamics GP.

Journal Detail tab

The Journal Detail pane shows the Journal Detail HD view filtered to show all journal detail lines for the selected journal entry.

Double-click a row in the pane to drill down to its record in the Journal Detail window.

Other tab

Memo tab

This area includes additional information about this record not presented elsewhere.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

In addition, the Merged section shows the user, date, and time of the journal entry merge and the merge number.

Note

For entries coming from Dynamics-GP, the user in all cases is "gp" and the dates are the date and time of the last seeding/syncing.

Developer tab

This tab is visible only when developer features are enabled.

Automation subtab

This subtab shows field names and values for the current data record. Use the information in the subtab to assist when creating automation objects such as bots and import files. The field names and field values can be copied from the text box and pasted directly into your code or application. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Export (XML) subtab

This subtab shows the XML syntax for exporting the selected data record. The syntax can be copied from the text box as an exemplar for creating your own automation objects for bots, import files, ActivWebAPI, etc. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Import (XML) subtab

This subtab allows you to select a file for import and shows the XML syntax for importing data records. Use the subtab to explore the XML syntax for importing data records. In particular, you can investigate the syntax which results when using Data.Import and ActivWebAPI data POST and DELETE routes.

Change Log (XML) subtab

This subtab is visible only when the Enable Change Logs option is marked in System Options or Company Options (depending on whether the feature applies at the system or the company level). This is the default setting when developer features are enabled.

This subtab allows you to investigate changes to the current data record. The syntax can be copied for use in bots, dashboards, ActivWebAPI, and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Select Statement (SQL) subtab

This subtab allows you to investigate the SQL select statement used to retrieve the current data record. The syntax can be copied as an exemplar for data sources and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.