Journal Line Items

In this topic you must choose your edition of our application. If you are unsure, contact your administrator.

See Journal Fields for a description of the standard fields that make up a journal line item. See Document Line Volume Settings for details of how many lines can be attached to a journal, and how many lines can be attached to a journal before it is batched up for posting by a scheduled job.

Note: Note
If you want the journal to appear on a bank reconciliation, you must select a line type of "Bank Account" and then provide the name of the related bank account.

When adding journal line items in either Classic or Extended Edition, if a Debit/Credit picklist is available enter the line value as a positive amount then specify whether it is a debit or credit by selecting the appropriate option from the picklist. If there is no Debit/Credit picklist, credits must be entered with the minus sign (–). If there is no Debit/Credit picklist but you would like to turn it on, see Accounting Settings for information about the Show Debit Credit Indicator custom setting.

Classic Edition

During the creation of a new standard journal:

  1. In the New Line section, select the type of line you want to add, such as "Account - Customer", "Bank Account" or "Intercompany"
  2. Select an existing item of that type. Click the lookup icon to search for a valid value.
  3. If this is an intercompany line, select an appropriate destination line type and its corresponding value.
  4. Click New Line to add a new journal line item.
  5. Complete the remaining journal line item details.
  6. If you want to enter analysis or tax details on this line, click the Analysis Details icon . The Analysis Details dialog is displayed. If analysis details already exist, the icon will appear 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.
  7. [Optional] Enter any relevant analysis or tax details that relate to this journal line item. Field availability and validity varies according to the line type. See Analysis and Tax Details on a Journal for more information.
  8. [Optional] You may be able to select a local GLA depending how your system administrator has configured your org.
  9. Click to validate the line you have added.
  10. Add further journal line items.

Extended Edition

There are two ways to add new line items to a journal:

To add a new line item using the New Journal Line Item button:

  1. Display the detail page for the "In Progress" journal that you want to add lines to.
  2. Scroll down to the Journal Line Items section.
  3. Click New Journal Line Item.
  4. [Optional] Deselect the Derive Line Number checkbox and enter a custom line number. If you leave this checkbox selected, the next available line number is allocated.
  5. In the Line Type field, select the type of line you want to add.
  6. Select an existing item of the selected type.
  7. If this is an intercompany line, select an appropriate destination line type and its corresponding value.
  8. Enter the journal value. Credits must be entered with the minus sign (–).
  9. [Optional] Enter a line description.
  10. [Optional] You may be able to select a local GLA depending how your system administrator has configured your org.
  11. [Optional] Specify up to four analysis dimensionsClosedCustom objects that allow you to analyze the activity in your business in additional ways, such as by cost center, project, employee, or any other business entity important to you. to attach to this line.
  12. [Optional] Enter any relevant analysis or tax details that relate to this journal line item. Field validity varies according to the line type. See Analysis and Tax Details on a Journal for more information.
  13. Click Save to save the line item. You can also click Save & New to save the changes to the current line item and begin to create another.

To add a new line item using the Manage Lines button:

  1. Display the detail page for the "In Progress" journal that you want to add lines to.
  2. Click Manage Lines.
  3. In the Line Type field, select the type of line you want to add.
  4. Select an existing item of the selected type and a general ledger account.
  5. [Optional] Enter a line description.
  6. Enter the journal value.
  7. [Optional] Click Add New Line to add another line and repeat.
  8. Click Save.

See the section on data entry grids in Entering and Editing Data for more information.