Next Generation - Multi Entity and Nominal Journal

Important rules when using sub ledgers and or Multi Entity

When you use Sub Ledgers or Multi Entity and visit the Nominal Journal screen for the first time, the Sub Ledger field is going to default to empty regardless of you having a sub ledger set up for the Nominal Ledger or if the user you are logged into Financials with is assigned a default sales sub ledger in their security profile.
Once you have saved a nominal journal with a particular sub ledger, this sub ledger will be saved against your user as the user preference, so when you open the Nominal Journal screen again, the sub ledger field will be prefilled for you with the previously used sub ledger record.
You can change the sub ledger manually and if you have selected a different sub ledger than on the previous nominal journal, then this newly selected sub ledger will be saved against your user preference.
Your selected sub ledger drives the defaults on the Nominal Journal screen and the Categories will be prefiltered based on the sub leger you are working with.
When you manually type over the default categories tied to the same sub ledger selected on the header, upon clicking Save on the transaction, you will encounter a validation error alerting you that the categories must align with those belonging to the same sub ledger specified on the header.
The project and cost centre that you selected on the Details section for a nominal journal are filtered based on the sub ledger you have used on the Header section of the nominal journal making it easier for you to select a record.
The Contra Accounts which can be found on the Save Options screen that opens once you have clicked on Save, are also filtered based on the sub ledger you selected on the header.

To make your transactions easy and consistent, all our transaction entry windows throughout the Nominal Ledger have the same structure.

In this article, we include two tables which take you through both the header and detail tabs and an explanation on each field. These two tabs make up your full transaction.

Once you are done with your data entering, you need to click on the Save button in order to get to the Save Options screen where you can find the following options:

Post Balance to Contra Account with a Contra Account field which is pre-populated with the default bank account and you can change this by manually typing in a record or use the Show More search option.
Post Multiple Contras.
Batch Transaction and when ticked, you also receive a Batch Reference field.

Access journal directly from a nominal account on a standard chart of accounts

Click Financials then click Accounts.
Note: The Nominal Accounts Record List screen opens listing all your nominal accounts. You can narrow down your search by using the advanced filters. You can also search on the columns directly by pointing the mouse to the name of the column and click on the icon and choose from the available
Select the checkbox next to an account you want to work with.
Note: The Action Panel automatically opens from the right-hand side of the screen.
On the action panel, click Insert Journal. The Journal screen opens with the selected nominal account pre-populated on the Detail section in the Nominal Code field.

Access journal directly from a nominal account on an advanced nominal ledger

Click Financials then click Chart of Accounts.
Note: The Chart of Accounts screen opens with your built structure collapsed. You can narrow down your search by using the advanced filters. You can also search on the columns directly by pointing the mouse to the name of the column and click on the icon and choose from the available
Expand your structure until you reach the Detail Category.
Select the checkbox in front of the account you want to work with in the All column.
Note: The Action Panel automatically opens from the right-hand side of the screen.
On the Action Panel, click Insert Journal. The Journal screen opens with the selected nominal account pre-populated on the Detail section in the Nominal Code field.

Access journal from the Cash Book

Click Financials then click Cash Book.
Note: The Cash Book Record List screen opens listing all your bank and petty cash accounts. You can narrow down your search by using the advanced filters. You can also search on the columns directly by pointing the mouse to the name of the column and click on the icon and choose from the available filter list, then click OK.
Select the checkbox next to a customer you wish to work with.
Note: The Action Panel automatically opens from the right-hand-side of the screen.
On the Action Panel, click Insert Journal. The Journal screen opens with the selected nominal account pre-populated on the Save Options screen on the Contra Account.

Access journal from the navigator

Click Financials then click Transactions and then click Journal.

Header

Tabs	Description
Header	The Currency Symbol field is pre-populated with the currency of the database and you can manually change this by typing in the currency symbol or if you're unsure of the code, you can click the drop-down arrow and select Show More which displays several more records and offers you to search the symbol and description of the currency. When you open the journal screen directly from a currency nominal accounts, the currency will default to the relevant currency of the nominal account. Note: The search field at the top is what we refer to as Begins with search so you must know the first few characters of the currency or alternatively hover over the column labels until you see the icon from which you can open up more filter options. When you select a currency that's different to the currency of the database, the Exchange Rate field presents with the most relevant rate from the system which you can update manually. Note: Changing the exchange rate after detail lines have been entered results in a prompt displayed You can enter a Voucher Reference for each nominal journal entered onto the system. For more information on the rules that apply, please refer to the Nominal Journal Voucher Reference article. The Journal Type provides a method of labelling a particular journal template journal transaction as Accruals, Payroll Fixed Assets, etc. To add in new journal types, click on Financials then Settings and then click Journal Types. The Date is always default to the system date, you can either enter it manually or you can select it from the date picker via the calendar icon. The Year and Period fields default to the closest year and period to the current date depending on the system settings. If you have permission to post to restricted periods or have future period posting permission, you're able to post to future periods and past years and periods depending on the start date in your system settings. The Description field is optional where you can enter more information about the journal. The Sub Ledger field is only be visible if you have subscribed to this, and it is set you. You can manually type in the code or name if you know it, click on the drop-down arrow and select from the list, or find the record by selecting Show More.
Custom	All Custom fields which are set up for your database grouped together. These can hold extra information about the transaction you're working with.
Recurring	You must turn the Recurring Transaction toggle to be on before you can amend any of the recurring journal fields. First Posting date defaults to the system date and you can either enter it manually or you can select it from the date picker via the calendar icon. No. of Postings isa compulsory field and always has to be greater than zero. It is the maximum number of times that the journal will be posted. Posting Every field defaults to 1 and can be changed depending on how many postings you wish to do within the selected period. Month/Week field defaults to month and can be changed to be week. Posting per Period defaults to 1 and is the number of times that the journal will be posted within each accounting period. Reversing Options are: Do Not Reverse - default option. Reverse When Posted Reverse At Period End This determines whether and when a reversing journal will automatically be created when the journal is posted directly or from the batch. Cannot be changed if editing a batched journal which has been posted one or more times. A recurring journal can be flagged as being a Template. This means that once the journal has completed its posting run, the journal can be duplicated rather than needing to be re-keyed.

Detail

Details

Description

Details section

The columns on the Detail section are displayed in and default order, and you can change this to suit your needs better through the configure columns article.
You can enter individual lines of your journal here, each journal can have multiple detail lines. As default, you are provided with 2 detail lines.
Note: The Post to Contra Account option is on the Save Options screen, you have to click on Save to get to this screen.
Nominal Account is compulsory, and the net value of the detail line is posted to this selected or typed in account.
- The currency of the selected nominal account must match the currency of the transaction.
- When you select the Sales Control, Purchase Control or VAT Control accounts, you will get a confirmation to see if you wish to continue to post to these accounts.
- Where the journal is a recurring journal then a profiled nominal account cannot be selected if the profile is set up to update from nominal.
- Where the journal is not a recurring journal, and a profiled nominal account is selected where the profile is set to update from nominal then when the journal is posted a series of journals are generated to move a percentage of the amount posted off the start nominal account onto the profiled nominal account.
- If you are using Advanced Nominal Ledger, then the nominal account is selected by choosing the Categories that make up the Nominal Code.
The Detail field allows you to add more information against the detail line. You can pop out the Detail field to display more information by hovering over the Detail column name and clicking on the icon.
The Nominal Name field is populated after selecting a nominal code or the categories when using Advanced Nominal Ledger.
The Notes field will pull through any notes that you have added to the nominal account you are using on the transaction and cannot be edited on the detail line.
You can enter the GBP or Currency credit and debit values.
The Date field as default pulls through the system date and you can either enter it manually or you can select it from the date picker via the calendar icon.
The Reference field on the detail line is copied from the header Voucher Reference field and can be changed.
You can enter a quantity onto a nominal journal detail line. For more information please refer to the Quantity field on the detail section of a nominal transaction explained article.
If you use the Costing module in Access Financials, you can add the project and cost centre. If you have Compulsory Costing set up, you need to enter both the project and cost centre otherwise a validation message appears when saving the transaction.
Clicking the drop-down in the Project Code/Name field, you can select the record you wish to work with, or you can access more records by selecting Show More.
Clicking + New Project, you can create a new project which automatically populates in the Project field.
Clicking + New Cost Centre, you can create a new cost centre. The project automatically populates with the previously created project. You can add the code and name then click Save. The Cost Centre Code/Name field pre populated with the newly created record.
If Transaction User Keys are set up on your database and are in the columns on the Details section, you can see these columns as default after the Project and Cost Centre columns. You can find more information on the Transactions user keys at the end of this article.
- Note: The labels for the transaction user keys are customisable so you might see different labels display.
- You can select a value from the drop-down or enter values into all of the Transaction User Key columns. Any manual values you enter only save for this transaction.
You can add in extra detail lines by clicking + New Record or by tabbing through an existing detail line. You can organise your columns the way that best suits your needs by clicking the cog icon then selecting Configure Columns.
- On the Configure Columns screen, you can deselect any columns which are available, and you can add any extra fields by selecting the checkboxes. All compulsory columns you can't remove from the view.
- For more information on configuring columns, follow our article on configure column customisation.
When your order entry is completed, click on Save.

Transaction User Keys

If you're using transaction user keys, these display on the detail line of a journal.

For more information on setting up transaction user keys, follow our article on transaction user keys.

For information on attaching a transaction user key to a transaction, follow our article on attaching transaction user keys.

Next Generation - Enter a nominal journal

Next Generation - Multi Entity and Currency Transfers

Next Generation - Multi Entity and Nominal Debit or Credit VAT Journals

Next Generation - Multi Entity and Nominal Ledger Post Journal Batch

Next Generation - Nominal Journal Voucher Reference