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Journal names

The Journal names configuration defines the essential templates utilised to create, process, and post accounting journals. Every journal entry in the system must be associated with a specific journal name, which rigidly dictates its core behaviour, numbering sequence, and default data entry values.

Prerequisites​

  • Ledger setup
  • Number sequences: Prior to configuring journal names, you must ensure appropriate number sequences have been established in Organisation administration > Number sequences to govern voucher numbering.

Creating a journal name​

  1. Navigate to General ledger > Journal setup > Journal names.
  2. Select New from the Action Pane.
  3. In the Name field, enter a concise, unique identifier (e.g., Purchase Invoices).
  4. In the Description field, provide a clear explanation of the journal's business purpose.

Journal name information​

The Journal name information FastTab houses the critical parameters that govern how journals instantiated under this name will behave.

General settings​

  • Journal type: Dictates the specific business process the journal supports. Selecting the correct type is paramount, as it activates module-specific validations and features.
    • Daily: For standard, general ledger adjustments and manual entries.
    • Customer payment: Used specifically for Accounts Receivable receipt processing.
    • Vendor payment: Used specifically for Accounts Payable payment processing.
    • Purchase invoice, Tax settlement, Payroll disbursement, etc.
  • Private for user group: If populated, restricts the usage of this journal name exclusively to the members of the selected user group, providing an essential layer of internal security and separation of duties.

Voucher generation and numbering​

Voucher numbers serve as the immutable, sequential audit identifiers for posted transactions.

  • Voucher series: Associates the journal with a predefined number sequence (configured in the Organisation administration module). This sequence automatically generates voucher numbers as lines are added to the journal.
  • Voucher generation strategy: Determines the precise algorithmic trigger for drawing a new voucher number from the sequence:
    • In connection with balance: A new voucher number is generated automatically the moment the accumulated debits and credits of the current voucher lines equal zero. This intelligent balancing indicates the conclusion of one transaction and the commencement of a new one within the same journal batch.
    • Manual: Voucher numbers are not drawn automatically; the user assumes responsibility for manual entry.
    • One voucher number only: All lines within the journal batch will share a single, identical voucher number, regardless of balancing status.

Default offset account settings​

Configuring default offset accounts significantly accelerates the data entry process by automatically populating the contra-entry line.

  • Default offset account type: Defines the subledger or ledger classification for the offset (e.g., Ledger, Bank, Customer, Vendor).
  • Default offset account: Specifies the exact account resolution to be used as the default contra-account.
  • Is fixed offset account: If enabled, the system strictly enforces the use of the specified default offset account. Data entry personnel are prohibited from overriding or modifying the offset account during journal entry, ensuring rigorous compliance with predefined posting rules.