Journal Fields

Here is a description of the fields that make up a journal.

Some of these fields may not be visible or editable at all times, or in all package combinations.

Field Description
Journal Number Unique Auto Number in the format JNL{autonumber} and primary key.

This object can have at least 9 billion records. The actual maximum depends on your starting number. The maximum length of an Auto Number field is 30 characters, 10 of which can be the number and 20 of which can be the prefix. See the Salesforce Help for more details.

Journal Detail

Key: R – Read-only in all contexts; * – Mandatory field; S – Sales and Use Tax only; E – Editable after posting (subject to some restrictions); Cl – Classic EditionClosedThe view of the application that you see when you first install the base managed package. only

Field     Description
Accounting Book    

Lookup to the accounting book associated with the journal.

This field is only available if you have enabled the Multi-Book Accounting feature using Feature Console.
Allocation     Lookup to the allocation process that created this journal (if appropriate).
Company R   Company that owns this record.
Discard Reason     Reason this document was discarded.
External Counterparty     This field is populated automatically if the journal was generated from an intercompany line (for intercompany accounts receivable or accounts payable). It identifies the customer or vendor from the original transaction in the source company. See Using Intercompany Accounts Payable and Using Intercompany Accounts Receivable for more information.
Group R   System-generated grouping referenceClosedAn auto-numbering object for internal use only. You cannot edit, clone, or delete a grouping reference or its constituent invoices or journals. used to group income schedule journals generated by posting a sales invoice with an income schedule.
Intercompany Transfer     Lookup to the related intercompany transfer record, if applicable.
Journal Currency *   Currency of this document. The default is home currency, but you can change this to another currency at any time before posting. Must be an accounting currencyClosedThe currency in which your company does business. A company can have more than one accounting currency. owned by the current companyClosedThe company in which you are working. This is represented by the company queue to which you, and new instances of objects you create, are assigned.. In the case of a cash matching journal, this is the matching currency.
Journal Date *   The default is today's date, but you can change this to any other significant date. For journals, there is a custom setting that controls which date is inherited during intercompany transactions. See Intercompany Settings for more information.
Journal Description   E Description of this journal. If completed, this becomes the default description on the resulting transaction.
Journal Status R   Current status of the journal.
Original Journal Number R   If this is a canceling journal, displays the number of the original journal that this journal was created from. The Journal Description field also references the original journal in this case.
Period *   Accounting period in which this document falls. Calculated from the document date, or by default the period that contains the date of input, but you can amend it by selecting a new period. If you enter a document date for a year that does not exist in your organization, then the period is set to blank. You can only save a document or post a transaction to an open period.
Recurring Journal Source Journal Number R   If this journal was created using the Recurring Journals process, this displays the number of the source journal.
Reference   E Any significant reference that might be useful, such as the original invoice or cash entry number. In the case of a cash matching journal, this is the matching reference. In the case of a canceling journal, this is in the format <original journal's reference>_CANCEL.
Revenue Recognition Transaction     If this journal was created using the RRT to Journal Integration, this field provides a lookup to the originating revenue recognition transaction.
Revenue Recognition Update Error     Contains any errors that occurred when updating the transaction in the Revenue Recognition Transaction field.
Revenue Recognition Update State     Indicates whether the transaction in the Revenue Recognition Transaction field was updated successfully.
Source Journal Number R   If this journal forms part of a reversing journalClosedType of journal that automatically reverses itself in a subsequent period. pair, displays the number of the other journal that was created.
Transaction R   When the journal has been posted, displays the related transaction number.
Type R   The type of journal. This custom picklist must remain fixed. Do not add or amend its values.

See What is a Journal? for a description of the possible journal statuses and types.

The following fields relate to the ability to override currency exchange rates or values on the journal header.

Field Description
Dual Rate The exchange rate used on this document for home to dual currency.
Journal Rate The exchange rate used on this document for journal to home currency.
Override Currency 1-3 The currencies for which you have specified override debit values. Cannot be document currencyClosedThe currency in which values are entered on a document..
Override Debit Value 1-3 The positive (debit) override values that were entered for the corresponding override currencies.

This field may be displayed for information:

Field   Description
Canceling Journal Number R If this journal has been used to create a canceling journalClosedType of journal used to cancel out the transactions a previous journal posted in error., displays the number of the journal that was created.

The following fields may have been installed as part of the optional FinancialForce Journal Extension package:

Field Description
Derive Currency Indicates that you want to set the journal currency to home currency.
Derive Period Indicates that you want to derive the period of this journal based on the journal date.

The following fields will be available if FinancialForce Fixed Asset Management is integrated with FinancialForce Accounting:

Field Description
Depreciation Schedule Lookup to the depreciation schedule that has been exported from Fixed Asset Management.
Fixed Asset Lookup to the fixed asset that has been approved (acquired) in Fixed Asset Management.

Journal Totals

Field     Description
Credits R   Total of credit (–) values in document currency, displayed with a minus sign. This field is automatically updated as you add and validate journal line items.
Credits R   Total of credit (–) values in document currency, displayed without a minus sign. This field is automatically updated as you add and validate journal line items. You can identify this field by its API name (Credits1__c).
Debits R   Total of debit (+) values in document currency. This field is automatically updated as you add and validate journal line items.
Tax 1 Total     Roll-up summary of all tax values on the associated journal line items.
Tax 2 Total   S Roll-up summary of all tax values on the associated journal line items.
Tax 3 Total   S Roll-up summary of all tax values on the associated journal line items.
Taxable Value Total   V Roll-up summary of all taxable values on the associated journal line items.
Total R   The sum of all the line item values. This field is automatically updated as you add and validate journal line items. You can save this journal when this value is not zero, but not post it.

Journal Line Items

Key: R – Read-only in all contexts;   * – Mandatory field; E – Editable after posting (subject to some restrictions); S – Sales and Use Tax only

Field     Description
Account     Lookup to the related accountClosedIn this context, accounts are organizations or people that you conduct business with, such as customers or vendors. Account is a standard Salesforce object. FinancialForce accounts can be any Account Record Type.. When the destination line type is "Account Customer" or "Account Vendor", this is the related account.
Account Analysis     Lookup to the related account on a non-account line.
Archiving GLA Key   R

Stores the archiving key for the journal line item, based on the account and GLA.

This field is only available if you have enabled the Archiving feature.

Bank Account     Lookup to the related company bank account.
Debit/Credit     Indicates whether the line is a debit or credit. This field is only displayed when the Show Debit Credit Indicator custom setting is enabled. See Managing Custom Settings for details. Note that when the system generates a journal, such as a currency write-off, line values of 0.00 are shown as debits. (Although this field can be added to the declarative page layout, we recommend that you do not do this because credits will still be shown with the minus sign (–), which may give the impression of double negatives.)
Credits     Credit value in document currency. This value is taken from the Value field on the Journal Line Item object, when it is a negative value.
Debits     Debit value in document currency. This value is taken from the Value field on the Journal Line Item object, when it is a positive value.
Destination Company     Lookup to the related destination companyClosedCompany that receives the costs during an intercompany transaction..
Destination Line Type     On an intercompany line, this is the type of journal line you want to be created in the destination company. One of "Account Customer", "Account Vendor", "General Ledger Account", "Product Sales", "Product Purchases", "Bank Account" or "Tax Code".
Dimension 1–4   E Names of the analysis dimensions by which you want to analyze this journal line item. In the case of a cash matching journal, these are the analysis dimensions specified on the cash matching page.
Dual Rate     The exchange rate used on this journal line item for home to dual currency.
General Ledger Account *   Enter an appropriate general ledger account. For example, for a line type of:

"Account - Customer", set this to the Accounts Receivable Control account.
"Account - Vendor", set this to the Accounts Payable Control account.
"Product - Sales", set this to the Sales Revenue account.
"Product - Purchases", set this to the Payable Analysis account.

You can amend this at any time before posting.

When the destination line type is "General Ledger Account", this is the related general ledger account.
GLA Code     The GLA code, for information or reporting purposes.
Intercompany Transfer     Lookup to the related intercompany transfer record, if applicable.
Item     The item specified in the New Line section, but you can change it.
Journal Rate     The exchange rate used on this journal line item for journal to home currency.
Line Description   E Optional description of this journal line item.
Line Type *   The type of line. Is this a customer account, vendor account, bank account, general ledger account, customer product, vendor product, tax code or intercompany line?
Local GLA     Enter an appropriate local GLA. For example, for a line type of:

"Account - Customer", set this to the Accounts Receivable Control account.
"Account - Vendor", set this to the Accounts Payable Control account.
"Product - Sales", set this to the Sales Revenue account.
"Product - Purchases", set this to the Payable Analysis account.

You cannot enter a local GLA if the line type is "Intercompany".

You can amend this at any time before posting.

When the destination line type is "General Ledger Account", this is the related local GLA account.
Override Account Value     The value entered here overrides the default value in account currencyClosedThe FinancialForce trading currency set on the account..
Override Bank Account Value     The value entered here overrides the default value in bank account currency.
Override Dimension 1-4 Value     The values entered here override the default values in up to four dimension currencies.
Override Dual Value     The value entered here overrides the default value in dual currencyClosedThe currency in which your corporate headquarters reports financial statements. This defaults to, and is normally the same as, the corporate currency..
Override General Ledger Account Value     The value entered here overrides the default value in general ledger accountClosedThe general ledger will normally include general ledger accounts (GLAs) for items such as income, expenses, assets, liabilities, and reserves. currency.
Override Home Value     The value entered here overrides the default value* in home currencyClosedThe main working currency of the current company..
Override Local GLA Value     The value entered here overrides the default value in Local GLA currency.
Payable Invoice Expense Line Item   R Lookup to the Payable Invoice Expense Line Item for a Prepaid Expenses Journal. Value is set automatically and cannot be amended.
Product     Lookup to the related product or service. When the destination line type is "Product Sales" or "Product Purchases", this is the related product.
Product Analysis     Lookup to the related product on a non-product line.
Revenue Recognition Line Update Error     Contains any errors that occurred when updating the transaction line in the Revenue Recognition Transaction Line field.
Revenue Recognition Line Update State     Indicates whether the transaction line in the Revenue Recognition Transaction Line field was updated successfully.
Revenue Recognition Transaction Line     If this journal was created using the RRT to Journal Integration, this field provides a lookup to the originating revenue recognition transaction line.
Tax Analysis     Name of the tax code by which you want to analyze this journal line. Only relevant to non-tax lines.
Tax Analysis 2   S Name of the tax code by which you want to analyze this journal line. Only relevant to non-tax lines.
Tax Analysis 3   S Name of the tax code by which you want to analyze this journal line. Only relevant to non-tax lines.
Tax Code     Lookup to the related tax code.
Tax Value     Total value of tax relating to this journal line, to two decimal places.
Tax Value 2   S Total value of tax relating to this journal line, to two decimal places.
Tax Value 3   S Total value of tax relating to this journal line, to two decimal places.
Taxable Value     Taxable value relating to this tax line, to two decimal places.
Value *   The value of the line. You can enter a debit (+) or credit (–) amount or zero. This value is stated in document currency on a manual journal.
Year End Criteria Identifier     For internal use.

* In this context, the default value is the system-calculated value using the exchange rate in force on the journal date.

The following action checkbox may have been installed as part of the FinancialForce Journal Extension package:

Field   Description
Derive Line Number   Derives the line number on save. This is the highest existing line number +1. If deselected, the value in the Line Number field is used.

Buttons

The following buttons may display. The availability or validity of these buttons varies according to many factors, including org configuration.

Key: Ex – Extended EditionClosedThe view of the application that you see when you install one of the extension packages (such as the Cash Entry Extension package). For invoices, credit notes, and journals Extended Edition is integrated into the main package, but must be configured. only

Button   Description
Amend Document   Prepares a limited set of fields for editing on a "Complete" document. In Classic Edition, this button is not available on canceled journals.
Background Post   Runs the Background Posting Scheduler (BPS) now. Your administrator will have configured the BPS to run at regular intervals but if you do not want to wait for the next scheduled job, click this button to run it straight away. Any journals with the status "Ready to Post", in the companies that you are currently logged into, will be posted in the background. If you are the administrator, any journals with the status "Ready to Post" in all companies will be posted in the background. See About the Background Posting Scheduler for more information about the BPS.
Cancel   Cancels the current session without saving.
Cancel Journal   Creates a new canceling journalClosedType of journal used to cancel out the transactions a previous journal posted in error..
Classic Edit Ex Switches to Classic EditionClosedThe view of the application that you see when you first install the base managed package. in Edit mode.
Classic View Ex Switches to Classic EditionClosedThe view of the application that you see when you first install the base managed package. in View mode.
Clone One Ex Takes you to an "In Progress" copy of the selected journal. You can only clone manual journals.
Create Recurring Journals   Opens the Create Recurring Journals page where you can create up to 12 journals based on the current one. The current journal must have been created manually and must have the status "Complete".
Discard   Discards the "In Progress" document. Sets the document's status to "Discarded".
Edit   Prepares the "In Progress" document for editing.
Manage Lines Ex Displays the Manage Lines grid.
Post   Posts the "In Progress" documents and creates transactions. The resulting documents are "Complete".
Reverse   Opens the reversing journal page as the first step in creating a reversing journalClosedType of journal that automatically reverses itself in a subsequent period.. See Creating a Reversing Journal for more information.
Save   Saves the record and returns you to the detail page. Sets the record's status to "In Progress".
Save & New   Saves the record and gives you the chance to add another.
Save & Post   Saves the document, posts the "In Progress" document and creates a transaction. Sets the document's status to "Complete". (Available in Classic EditionClosedThe view of the application that you see when you first install the base managed package. only.)
Validate   Validates the whole journal. If appropriate, the default general ledger accounts are retrieved, and the summary values on the header are refreshed.

The following buttons may be available in the Journal Line Items section in Classic EditionClosedThe view of the application that you see when you first install the base managed package.:

Button Description
Validate icon Validates the current line item. If appropriate, the default general ledger account is retrieved, and the summary values on the header are refreshed.
Remove icon Removes the current line.
Opens the Analysis Details dialog. If the dialog already contains data, it looks like this: . Any custom fields that have been set up for sub-analysis mappingClosedMapping of custom fields at header and line level for the purpose of profitability reporting. at line level are displayed below the other analysis fields. This icon may also be available next to the Journal Description field for populating any custom fields set up for sub-analysis mapping on the journal header.
Currency override is currently disabled.
Currency override is currently active.
Currency overrides already exist, but the feature is currently disabled.
Currency overrides already exist, and the feature is currently active.
Opens the Intercompany Destination Line Details dialog. You can edit these values before posting. If the dialog already contains data, it looks like the second icon.

The following button is available in the New Line section in Classic EditionClosedThe view of the application that you see when you first install the base managed package.:

Button Description
New Line Adds a new line item. If appropriate, the default general ledger account is retrieved, and the summary values on the header are refreshed. There is a limit of 150 lines on a journal.