User Manual - GL Journal Form

Owned by Gaurav
Last updated: Jul 10, 2023
8 min read

Overview 

GL Journal allows users to enter manual or adjust journal entries in the system. In Vienna Advantage, currently system posts the transaction in all the accounting schemas those are linked with posting organization and have common Chart of account. New option is brought for the user to select accounting schemas manually to post the transaction. 

GL Journal Form 

This form will enter the data on "GL Journal" window. This form is consist of two form "GL Journal View" and "GL Journal Entry". 

This form allow user to save, complete, post and reverse GL Journal. 

 

GL Journal View 

This form is used to view "GL Journal" record. Also user can complete and posting "GL Journal".  

 

  1. This is parameter to filter data on middle grid. Record will be sort in descending order on account date. 

  2. This grid will show "GL Journal" record, data on this grid will be coming from "GL Journal" window. 

    • Drafted document will show in white color 

    • Completed document will show in light blue color 

    • Posted document will show in grey color 

  3. Add New button will allow user to create new "GL Record" and this will open "GL Journal Entry" form. 

  4. Refresh button will refresh form data. 

  5. Complete button will complete drafted record. User can also allow to complete multiple record same time. 

  6. Post button will allow to post completed record. User can also post to multiple record same time. 

  7. Edit button will open "GL Journal Entry" form. This button will be editable if record is not completed. 

  8. Zoom button will open record on "GL Journal" window. 

  9. This section will show "GL Journal"  header data, this is read only section. 

  10. This section will show ledger GL line if document is not posted. After posting this grid will show it's posting. 

 

GL Journal Entry 

This form is used to create GL Journal, Line, Line Dimension and Assign Accounting Schema. Also user can complete, reverse, edit and post "GL Journal" record. This form is divided in four section 

  • GL Journal Header 

  • GL Journal Line 

  • Line Dimension 

  • Assign Accounting Schema  

 

GL Journal Header 

Data from this section will be save on "GL Journal" window's journal tab. Currency of the GL Journal header would be same as accounting schema's currency. 

  1. Select "Account Date". 

  2. "Document Date" will auto set same as account date. However, user can change the same. 

  3. "Organization" field will show all the transaction organization. This will become read only after record save. 

  4. "GL Type" field is read only and has value "GL Journal". 

  5. All the active "Accounting Schema" will show. This will become read only after record save. 

  6. Select "Posting Type". 

  7. "Budget" field will be read only. This will become editable if posting type is budget. 

  8. "Journal No (Document No)" is read only field. After save this will be auto generated. 

  9. "Control Amount" will be used to compare with "Total Debit and Total Credit" amount. 

    • When control  amount is zero or greater than "Total Debit and Total Credit". User can complete record without any message. 

    • When control amount is less than "Total Debit and Total Credit" . User can save record but can't complete record. 

  10. "Period" is read only field, it's value change on change of account date. 

  11. "Description" is mandatory field without this user won't be able to save or complete record. 

 

GL Journal Line 

Data from this section will be save on "Line" tab of "GL Journal" window. All line will be having same currency as accounting schema's currency. 

  1. "Ledger Code" will show according to COA bind with accounting schema. 

  2. Insert debit amount. After inserting value credit amount field will become read only. 

  3. Insert credit amount. After inserting value debt amount field will become read only. 

  4. "Trx Organization" will show "Cost Center" and "Profit Center" of selected organization on header. 

  5. Selected business partner, Activity and project if user want to post these dimension. 

  6. Description, Assignment 1  and Assignment 2 will be save on line tab of GL journal window. This is non-mandatory field. 

  7. Dimension button will open form that will allow user to insert data on line dimension tab of GL journal window, same is explained below. 

  8. "Add Line" button will be used to insert row. Default row will be 20, incase user want to insert more ledger user can use this option. 

  9. "Delete" button will be read only and use to delete row. This will get enable, once user select any row. 

  10. "Excel Import" button will allow user to import ledger and amount via excel. Currency on excel should be same as accounting schema's currency. Below is the format. 

  11. Ledger having "Document Controlled" checkbox checked will not show in ledger code column. 

 

 

Line Dimension 

Data from this form will be save on "Line Dimension" tab of "GL Journal" window.  

 

  1. Element Type" fetch data from "Account Schema Element" tab of "Accounting Schema" window. System will check accounting schema that is selected on GL Journal header. List will show record which are active and not having "Type" select as "Account". 

  2. "Delete all dimension" button will delete all created line dimension, from "Line Dimension" tab. 

  3. "Delete" only selected line dimension, from "Line Dimension" tab. 

  4. "Add" this will allow user to create multiple record against one "GL Journal Line". After save, "Description" and "Type" of GL journal line will update. 

 

Assign Accounting Schema  

Data from this section will save on "Assign Accounting Schema" tab of "GL Journal" window. Data on this grid only show if system has more than one accounting schema. Also accounting schema has same COA bind and document organization should have defined under "Assigned Organization" tab of "Accounting Schema" window.  

  1. "Accounting Schema" will be read only. 

  2. "Currency" will be read only. 

  3. "Currency Type" user can select. 

  4. "Currency Rate" will come automatically. Data will be pick  from "Currency Rate" window, according to selected "Currency Type" and "Account Date". If rate are present user can insert rate manually. 

If user want to post same account in other accounting schema, he/she need to check checkbox for respective accounting schema. If checkbox is not checked, data will not save on "Assign Accounting Schema" tab. 

"Add New" button will allow user to create new GL journal record with leaving "GL Journal Entry" form. 

"Copy Record" button will allow user to copy line of any other GL journal record. This will not show void and reversed document. Also GL Journal record having same COA 

"Undo Record" button will allow user to undo changes 

"Print" button will allow user to take print of the document 

Enhancement 1 

  1. In this update we are introducing "Line Dimension" import option via excel on "GL Journal" form. 

  2. On Journal View Form (Journal) new search parameter introduce "Account Date From" and "Account Date From". 

  3. When user use "New" button on "GL Journal Entry" form, system will not change "Account Date" and "Document Date" for next GL record. When user  use "New" button on "Journal View Form (Journal)" system date will set system date in "Account Date" and "Document Date". 

  4. On Selection of accounting schema on "GL Journal Form", if other accounting schema will having same chart of account, those accounting schema will be auto selected. 

  5. Bug Fixes and improvement.  

Excel Import on Line Dimension 

Excel import option is allowing user to import multiple record against single ledger code. Excel will be having two columns. 

Column A: will be for Search Key or Name. 

  • First preference will be given to search key. 

  • If any window do not have search key, then system will give preference to name. 

Column B: will be for Amount 

Below is the sample excel format: 

 

Enhancement 2 

  1. On "GL Journal View" form validation set on "Document Type" parameter, only GL Journal document type will show. Earlier GL Journal Batch document type were showing. 

  2. On "GL Journal View" form, while complete and post process will show confirmation message. 

  3. Document Status column added in GL Journal tile on "GL Journal View" form. 

  4. On "GL Journal Entry" form introduced "Document Type" field  and hide "GL Type" field. 

  5. On "GL Journal Entry" form rename "Journal No" to "Document No". 

 

If excel has multiple sheet and you are importing same on GL journal form (account or line dimension), system will pick data from first sheet (sheet name in alphabetic order). 

 

Enhancement 3 

  1. "Select all" option introduced on "GL Journal View" form. This will select a record of the first page only, reset of records will select once the user scrolls down. 

Run complete and posting  process in the background  

  1. When the user runs the complete or posting process. The system will ask confirmation. When the user selects 'OK', this process will work in the background. Once the process is complete details will save under the notice window.  

  2. Once process will run successfully, toaster message will pop up. For more info user can check notice on home screen (from home screen by using zoom option user can go to notice window).