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Overview
The Purchase Journal is where vendor invoices are entered. This is often referred to as the Vendor Invoice Journal.
Transactions entered here must be offset against an Accounts Payable account (this is the header or control side of the transaction). This journal makes assumptions on debits and credits. It assumes the header amount is a credit, so when you enter a positive amount it saves it behind the scenes as a negative (a credit).
The journal reports provide a listing for transactions entered within the respective journal. Typically, these are printed once a month.
Field Descriptions
In addition to standard menu and toolbar options, the Purchase Journal supports the following:
Menu
| • | File - Additional options under the File button. |
| o | Void - Voids the current Journal Transaction. |
| • | View - Additional options under the View button. |
| • | Tools - Additional options under the Tools button. |
| o | Auto-balancing - Allows user to enable auto-balance for journal entry. Available types of Auto Balance include: |
| ▪ | Off - Disables this functionality |
| ▪ | Top Down - Distributes the remaining Header Amount listed into each new line item. |
| ▪ | Bottom Up - Enters the sum of the line items into the Journal Header Amount |
| o | New Entry On Save - If On is selected, a new Journal Entry screen will load when saving another Journal Entry. Otherwise the saved Journal Entry remains loaded on the screen. |
| o | Change A/P Account - Allows the user to change the A/P account for the current journal entry. |
| o | Change Period for Current Revision - This will change the G/L period for the current journal revision. |
| o | Show Unposted - Shows unposted journal entries for a given G/L period. |
| o | Batches - When clicked, a batches box will pop up. Batches are a way for a user to manually input transactions into the system and check them against the batch total. Once all of the transactions are entered, the user can then post all of the transaction within the batch. More on Batch Entries |
| o | Recurring Entry - Allows the user to have an entry that is recurring for a given number of cycles. More on Recurring Entries |
Toolbar
| • | New - Creates a new journal transaction |
| • | Save - Saves the current journal transaction |
| • | Copy - Copies the current journal transaction to the journal |
| • | Void - Voids the current Journal Transaction |
| • | Delete - Deletes the current journal transaction |
| • | Batches - When clicked, a batches box will pop up. Batches are a way for a user to manually input transactions into the system and check them against the batch total. Once all of the transactions are entered, the user can then post all of the transaction within the batch. More on Batch Entries |
| • | Bookmarked - Displays a list of Bookmarked transactions for quick reference |
| • | Documents - Opens the Document Management pop-up. There you are able to upload, view, modify and delete archived documents. |
| • | Recurring Entry - Allows the user to have an entry that is recurring for a given number of cycles. More on Recurring Entries |
| • | Print - Prints the Journal Single Transaction Report |
Purchase Order Toolbar Options
When Purchase Orders are enabled, the following toolbar options will be displayed in the Purchase Journal.
| • | Link PO - Used to view and manage Purchase Order line-items linked to the highlighted Purchase Journal line. |
| • | Convert to PJ - Converts a pre-billed Purchase Order to a formal Purchase Journal (e.g. Purchase Journal crediting A/P and debiting Expense) |
| • | New from PO - Creates a new Purchase Journal from a specified Purchase Order |
| • | Add from PO - Adds line-items from an existing Purchase Order to the loaded Purchase Journal |
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