Journal entries

Security

Built-in filters

Use the Journal Entry window to view general ledger transactions, including journal detail.

Note

ActivReporter calculates the correct closing entry if the Dynamics GP database has correcting entries for the closed fiscal year. The closing entries in ActivReporter mirror the end-of-year entries in Dynamics GP. If necessary, it is possible to post journal entries into the most recently closed fiscal year in Dynamics GP. Dynamics GP adds detail lines to the new entry to change any previously calculated balance brought forward values or retained earnings.

Drill back to Journal Entry Inquiry

Drill back to Budget Transaction Summary Inquiry

Filter journal entries by journal type

Update journal entries

To update journal entries:

In the Navigation pane, highlight the ActivReporter > Journal Entries folder.
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 .
Select the Options tab.
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.
To report needed changes without making the changes immediately, mark the Compare only - report needed updates without making changes checkbox.
To force all fields on the selected entries to be updated, mark the Force updates - update all fields on the selected entries checkbox.
Click Next >>. You are prompted to confirm that you want to update the selected journal entries.
Click Yes. Updates (or a search) are performed.
Click Next >>. The results are reported.
After you finish viewing results, click Finish.

Journal Entries Listing

Purpose

The Journal Entries Listing provides a list of the journal entries recorded in the General Ledger.

Content

For each journal entry included on the report, the listing shows:

batch - entry number
merge number
system-journal identifier
activity source
whether the entry is a closing entry
whether the entry is a reversing entry
description.

In addition, you can include one or more of the following:

detail (detail line number, account number, account name, transaction date, reference, debit or credit amount, indication of voided and reversal entries with batch and entry number)
timestamps
memos
custom fields.

If you include detail on the report, you can also include one or more of the following:

detail attributes
detail descriptions and units
detail memos.

The following totals appear on the report:

number of journal entries
number of detail lines
grand totals.

Print the report

In the Navigation pane, highlight the ActivReporter > Journal Entries folder.
Start the report set-up wizard.
- To report on all or a filtered subset of journal entries:
  1. Right-click the Journal Entries folder and select Select and Report > Journal Entries Listing from the shortcut menu.
  2. On the Selection tab, 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 include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click .
- To report on a particular journal entry from the Journal Entry window:
  1. In the HD view, locate and double-click the journal entry you want to report on. The Journal Entry window opens with the journal entry loaded.
  2. Click .
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- Detail. If this checkbox is marked, the following checkboxes are enabled:
  - Detail Attributes
  - Detail Descriptions and Units
  - Detail Memos
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Report Email dialog

From

The email account from which to send the email. Valid options are:

Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.

To

The email address(es) to which to send the email. Separate email addresses with semi-colons.

CC

The email addresses to copy on the email. Separate email addresses with semi-colons.

BCC

The email addresses to blind copy on the email. Separate email addresses with semi-colons.

Subject

The subject line.

Text box

The body of the email.

Data extensions

The following data extensions are available for the report:

Journal entries
Journal detail

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 dialog box where you can view required balancing information.

GP tab

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.

Balancing for Journal Entry

Accounts

Displays segment codes for the segments which require balancing. Displays question marks for segments that do not require balancing. If none of the segments requires balancing, the account number shows all question marks.

Unit

Displays the unit associated with the account mask on this row.

Begin Date

This date and the end date are determined by the balance option selected on the ledger for the account mask. The options are:

None. If this option was used, the range of dates is 01/01/1950 to 12/31/9999.
Period. If this option was used, the range of dates is the period begin and end dates of the period in which the date on the journal entry detail line falls.
Daily. If this option was used, the date on the journal entry detail line is used as both the begin date and end date.

End Date

See "Begin Date".

Debit

Displays the amount debited to the account mask on the journal entry. Debits in red indicate an out-of-balance condition.

Credit

Displays the amount credited to the account mask on the journal entry. Credits in red indicate an out-of-balance condition.

Unit Description

Displays the description of the unit associated with the account mask.

Common accesses available on journal entries

Access	A user with this access can...
Data	Have read-only access to journal entries from anywhere in the software (e.g., field validations, filters, date expressions).
Export	Export journal entries from ActivReporter.
Read	Have read-only access to journal entries.
Report	Run reports with journal entry information.
Report Designs	Create and edit report designs with journal entry information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit saved answers related to journal entries.
Shared Filters	Create and edit shared filters on journal entries.
Update	Run the Update Journal Entries process.
Visible	View the Journal Entries folder in the Navigation pane.

The following built-in filters are available for journal entries:

Filter Name	Effect
? Batch	Prompts for the batch name and lists the journal entries with a batch name that contains the specified search string.
? Merge #	Prompts for a range of merge numbers and lists the journal entries with a merge number between the two values.
? Post Date Range	Prompts for a range of posting dates and lists the journal entries with at least one journal detail line posted in the date range.
Budget Entries	Lists budget journal entries only.
Financials Journal	Lists financial journal entries only.
Inventory Journal	Lists inventory journal entries only.
Merged Entries	Lists merged journal entries only.
New Entries	Lists unmerged journal entries only.
Payroll Journal	Lists payroll journal entries only.
Project Journal	Lists project journal entries only.
Purchasing Journal	Lists purchasing journal entries only.
Sales Journal	Lists sales journal entries only.
Unbalanced Entries	Lists the journal entries which fail the balancing rules enforced by Proof/Merge Journal Entries.