The accounting drawers, also called financial drawers, can be found under Finance/Accounting
Setting up journals
In Uniconta, you can create all the drafts you want, and each draft has its own setup.
See the article Setting up drafts
It is recommended to create special draft setups for e.g.: (Please follow our Recommendations )
- Daily Jounals
- Bank
- Standing journals (e.g. a salary journal)
- Debtor
- Vendor
It is recommended that you only work in one journal at a time.
Journal layout
Draft layout refers to the order of the fields in the draft and which fields are displayed.
The layout in the journal can be adjusted and saved trough layout. See optionally Quick guide to Uniconta:
Remember that the layout is saved per draft and per user and can be used across accounts. If a user in two companies creates a journal with the same name and customizes the layout, then the layout of the journal will be the same in the two accounts.
Journal lines
The actual entry of attachments and their accounting is done on the draft lines.
Therefore, choose Finance/Accounting and double-click on the desired draft to open the draft bars. Alternatively, you can select the Journal lines on the tape.
It is possible to enter attachments on one draft line filled in both account and counter account. This automatically sets the voucher to 0 and can be posted.
An voucher can also be split across multiple journal lines, then the balance over several lines should become zero. The balance of the draft can be seen on the ribbon and it is also possible to insert the field Sum which shows the balance of each line in the draft.
PLEASE NOTE If you want to delete all draft entries, do it in Finance/Accounting, go to the current draft and use the "delete entries in draft" button
Video with tips and tricks
See one VIDEO about tips and tricks in the draft:
Calculating VAT in draft fields: minute 36:00 - 37:00 of the video.
Correcting draft entries using copy/paste/delete attachments/copy from excel: minute 37:00 - 46:00 of the video.
Draft functions (renumber attachments, set date, etc.): minute 46:00-48:00.
Draft templates: minute 47:45-56:00.
Quick texts: minute 56:00-1:00:00.
Periodizations: minute 1:00-28:00)
Distributions: minute 28:30-36:00
Setup and transactions in journals.
Description of journal overview buttons
| Button |
Description |
| Add journal |
This button is used when you want to create a new accounting journal.
Only one draft is needed, as all types of attachments can go into the same draft.
However, multiple drafts can be created if, for example, several bookkeepers want to enter vouchers in drafts at the same time, or if you want different voucher numbers depending on drafts etc. |
| Set up journal |
This button is selected if you want to change the setup on the journal. Read more about setting up the accounting drawers here . |
| Update |
Select this button if you or another user has changed the draft setup while you have had this screen open. When the button is selected, the information is updated with what is stored on the server. |
| All fields |
Here it is possible to edit all fields in the draft. |
| Layout |
Below this button, the layout of the journal list screen can be changed. Learn more about the layout features here . |
| Draft lines |
Select this button, double-click on the draft or press Alt+L to go to the draft lines. |
| Posted drafts |
Selecting this button will jump to the posted drafts archive and display the drafts previously posted in the current draft. |
| Match physical attachment |
Select this button if you want to match lines in the draft with physical attachments from the inbox. See more here |
| Load bank statements |
Select this button if you want to import a bank file to the selected posting journal. Read more about this feature here . |
| Import from file |
Select this button if you want to load data into the selected draft using a predefined file setup.
Note! If it's a bank movement file you want to import, it is recommended to use the Load bank statements . |
| Read from Paperflow |
Discontinued in version-92 |
| Delete entries in draft |
Select this button if you want to delete all entries in the selected draft. |
| Move journal lines |
|
| Quick texts |
Under Enumerated texts, enumerated texts for the journal can be created.
You can read more about fixed texts in the description of the field with the same name here .
 |
| Default offset accounts |
Under default offset accounts, default entries can be created.
Add extra lines with the button Add record, and define which accounts to post to when using the current default counter account setup.
If you want to save different default counter account setups, it is recommended to select the Default offset accounts under Finance/Accounting. From this screen you will be able to select the button Add to cart (in the center of the screen) and give your new fixed default counter account setup a name, e.g. Salary. Then select this name in the field Standard counter account to the left of the button Add, and then add the lines using the button Add posts on the ribbon.
You will then be able to select this saved default counter account setup from the draft lines in the accounting draft by selecting the Counter account and select the saved setups in the Standard counter account .
Note! Standard counter account setups can be saved both with and without amounts, and it is possible to add additional lines, delete lines, rental amounts etc. from time to time. These changes will not be saved in your standard counter account setup, but will only apply to this one band. If it is a change that should also be like this in the future, then the change must instead be made under the button Standard counter account under Finance/Accounting. |
| Log file for changed records |
Selecting this button displays an overview of the changes made to records from this draft.
A complete list of all changes can be found under Finance/Audit activities/Changed records log. |
| All fields |
Here you can see all possible fields and their contents for the current draft. |
Description of fields on the journal lines
Below are selected fields in the journal:
| Field name |
Field Description |
| Voucher |
In the Attachment field, you can view the assigned attachment number or manually enter an attachment number, depending on your draft setup. If you cannot see the attachment number column in your draft and/or the attachment numbers are not assigned as you wish, you need to change your draft setup. Read more about this below.
The field Attachments does not appear in my draft
If the field Attachments does not appear in your draft, it is due to your draft setup.
The draft setup is done under Finance/Accounting/Draft setup button.
It is the field Attachment number assignment under 'Post draft' that determines whether the field Attachments appears or not. Read more about this field and the other setup options in the draft here.
The field Attachments is displayed, but you do not want it to be filled in automatically
If the attachment numbers are not assigned as you wish, you need to change your draft setup.
The draft setup is done under Finance/Accounting/Draft setup button.
It is the fields in the 'Number series' frame that determine how the attachment numbers are assigned.
Read more about these fields during the draft setup here.
The field Attachments is displayed, but you want it to be filled in automatically
If the attachment numbers are not assigned as you wish, you need to change your draft setup.
The draft setup is done under Finance/Accounting/Draft setup button.
It is the fields in the 'Number series' frame that determine how the attachment numbers are assigned.
Read more about these fields during the draft setup here. |
| Quick text |
In the field Fixed text you can select a text from a list of fixed texts. These fixed texts can also be assigned a number, so you can simply enter a number for a desired text and then fill in the fields Enumerated texts and Text with the text linked to the same with this issue.
The entries posted in the draft are saved with a text that is a combination of the contents of the fields Fast text and Text. It can therefore be an advantage to enter the number of the fast text in the field Text instead, so that the text is only used once. In that case, you can simply remove the Fixed text from your draft.
Quick texts can also be linked to the account assignment setup so that the fields Account type, Account, Counter account type and Counter account is automatically filled in when you enter your quick text number and/or select your quick text.
Fast texts are created and maintained under Finance/Accounting and the button Enumerated texts
Instead of entering in enumerated text, select the desired text and thus a possible posting rule in the journal field "Enumerated-Text". Bridge " Fast-texts " for naming default setups for Fast texts.
Watch this video minute 56:00-1:00:00 VIDEO |
| Counter account |
If you have specified a sales account on the debtor or an expense account on the creditor, these are used in the cash drawer as counter account suggestions. This Offset account shall not be deposited until the sign of the amount is indicated. We do not want to use this proposal if it is a payment. Read more about it about the debtor here and about the creditor here . |
| Allocations, Accrual from and Accrual to |
These fields in the journal are used to post accruals and allocations. Read more about this below. |
| Dimensions |
You can retrieve created dimension fields in a draft using ALT+F or Layout button if dimensions have been created under Economy/Maintenance/Dimensions .
Remember that dimensions must be set to "Active" on the account in the chart of accounts if you want to use a dimension when posting to an account. Read more about it here .
It is possible to distribute costs across multiple dimensions with a allocation template . Read more about setting up distributions here . |
| Settlements |
In the field Equalizations field, you will see which invoice will be equalized by using F8.
For example, if you offset 2 invoices, it will say [Invoice no1];[Invoice no2].
It is also possible to enter invoice no. manually, but only an invoice number. in line, after which the current invoice is settled on the customer. |
| Invoice |
If an invoice number is entered in this field when posting a payment from a customer, the system will automatically insert the customer account and amount on the line if it is an invoice number found under open customer transactions. In posting, the open customer transaction is settled.
If you select Account type = Vendor and enter an invoice number when posting a payment to a vendor, the vendor account and amount will automatically be filled in the draft if the number is found under open vendor records. In posting, the open vendor transaction is settled. |
| Number of |
In Uniconta it is possible to post by quantity. Read more about it here .
If there are numbers in the accounting drafts, these are saved to the financial items, and also to the project if the project is also specified on the line in the accounting draft.
Note! Numbers are only saved on the entries if you have Company/Company details has checked the box Use 'number' in the finance items . |
| Reference |
A reference number can be entered in the accounting sheets. This number will be saved on the posted ledger transactions. |
| Waiting |
You can post only part of the entries in a draft by selecting the lines that should not be posted in the Pending.
If you do not have the field Waiting displayed in the overview, you can read here how to insert the field. |
| Approved |
Another way to prevent the posting of a line is to enable "lines must be approved" in the the draft setup and then on each line check "approved" on the ones to be posted |
Description of buttons on the journal lines
Below are selected buttons on the ribbon:
| Button |
Button description |
| Undelete |
It is possible to undo the deletion of a line in the draft using this button.
Note! The function only works until you select Save on the tape or that the draft is saved in some other way. |
| Templates |
Watch this VIDEO Minute 47:45-56:00. |
| Check draft |
By selecting the button Check draft button, Uniconta checks the draft for errors.
It could be that a date has been selected in a closed period, that an account has been selected that is blocked, that the draft is not correct, etc. |
| Post drafts |
The button posts the draft. It is possible to check Simulate and have the posting simulated. |
| Physical attachment |
The submenu consists of the following items:
View - shows the attached physical attachment.
Attach - allows you to attach a physical attachment.
Import file - Opens windows where you can import a file that will be attached.
Remove - removes the attached physical attachment from the mail. The physical attachment remains in the inbox.
Send attachment request - Version-93 option to send an attachment request to an employee so that the employee can easily send back physical attachments.
Drag and drop- opens a window for dragging in an attachment.
Reconcile lines - opens the function to connect records with physical attachments. See more here |
| Features and functions |
See a description of items under the button Features button here . |
| Current accounts |
It is possible to divide a transaction line into multiple records. This is done via Offset accounts in the journal.
Instead of entering in the counter account, select the counter account button and add a posting rule. Use " Default counter accounts " for naming default counter account setups.
Select the desired counter posting by pressing the dropdown box in the Default offset account field. Read more about entering " Standard mod accounts here " |
Accounting on customer/vendor
Deposits
You can see a description of how to receive, offset and post payments to debtors here.
Payouts
Payments to providers can be posted by filling in the field Account type with Creditor and the field Account with the supplier being paid.
In the field Counter account field, select the account from which the amount is paid, e.g. a bank account.
You may want to taste. F8 to designate which open vendor invoices are paid. In this case, fill in the fields Amount of money and Invoice or Equalization automatic , and the open vendor items are offset when posting. Alternatively, manually enter an amount, for example, in the Debit .
Accounting of purchases and sales
If you want to post purchases and sales on customers and vendors, we recommend that you fill in the
Account field with the purchase or sales account to which the purchase/sale should be posted. In the
Modkontotype field, select Customer on sale or Vendor on purchase, and then in the
Modkonto field, you can select the customer/vendor that you want to post to.
In the
Invoice field, enter the invoice number.
Remember that the VAT setup determines whether to enter amounts in the draft as gross (incl. VAT) or net (excl. VAT). Read more
here.
We recommend that the Use sales VAT code from customer/vendor field in the journal is selected during the journal setup so that the
sales VAT code from the customer/vendor account is automatically used in the journal, not the one from the ledger account. Read more about journal setup
here.
Post in foreign currency
In the posting journal, you can choose to add the fields:
- Debit (currency)
- Credit (currency)
- Amount currency
- Currency
You must select currency in the field Currency and enter the currency amount in the field Amount currency or Debit (currency) or Credit (currency).
The system then automatically converts the currency amount to the accounting currency and fills in the fields Debit, Credit and/or Amount of money.
Example of an example
Example: Select "EUR" and dial 100 in "Amount currency" and you will get 100 in the "Debit (currency)" field ie. EUR and approx. 743.65 in the "Debit" field - ie. DKK
Simulation
It is possible to simulate posting before posting by selecting the button Post draft button and checking the Simulation checkbox.
Note! Transactions in the Exchange rate account are not displayed by simulation.
Attach a voucher
You can attach a "physical attachment" from the inbox, import a file or 'Drag and Drop' a file using the button on the draft lines Physical attachment . Only one voucher can be attached per posting line. If you want to add more files, they must be merged into one file in advance. You can do this during Finances/Physical documents (inbox) using the button Merge to PDFs or Create envelope . Read more about these features here and here.
If you have an entire draft with postings that you want to attach attachments to, it is recommended to use the button Macth physical attachment under Finance/Accounting.
Standing journals
Standing journals are used if the same transactions are to be made month after month. It is recommended that the posting date is set to [Today's Date] or [Selected Date]. A standing draft has a draft setup where 'delete lines after posting' is not checked.
Find imbalance in the journal
If there is an imbalance in a draft, it cannot be posted, and when you check the draft, an error message stating that there is an imbalance will be displayed.
To find the imbalance, you can insert the field Sum in the draft using the button Layout/Editor . The field shows the balance of the draft per draft line.
The field is inserted automatically if a simulated posting is runned and the sum is not 0.
Example:
Posted journals and changes to posting
When a draft is posted, an entry is automatically created in the Posted drafts overview under Finances/Reports/Booked drafts .
In the overview of posted drafts, you can see when they were posted and by whom etc.
By selecting the button Posted entries button, you can see the entries you have posted in the current draft.
If you have posted something incorrectly, you can check under posted entries select the button Entry on voucher and from here select the button Edit entry and correct the posted record. Read more about these editing options here .
Watch this VIDEO minute 37:00 - 46:00 regarding correction of booked items etc.
If these editing options are used, they can be viewed at draft level by selecting Log file for changed records under General ledger/Reports/Posted journals but the log can also be viewed across all drafts under Finance/Audit activities/Changed records log .
Accrual/Allocations
It is possible to make accrual in the journal.
During registration, select the type of Accrual that is desired. This is done in the [Distribution] field.
If you do not see this during setting up [Periodization] accrual periods have not been set during [Accrual] setup, [Accrual Date (Off)] and [Accrual Date (On)] can be set
Uniconta will then automatically calculate the accrual transactions. The result can be seen under [Accounting]. Check simulation. This displays the records that Uniconta will generate.
Watch this VIDEO Periodizations: minute 1:00-28:00 and distributions: minute 28:30-36:00
Error messages in the journal
You may want to check the draft before posting using the button Check draft .
If the draft is not in order, an error message is displayed when attempting to post or when checking the draft.
The sum should be 0
This error message appears if there is no balance in the draft. Insert the field if necessary Sum which shows the balance of the draft per line.
Functions button
| Functionality |
Description |
| Create file for payment |
If the user wants to create a file for payments (requires, among other things, that the payment ID is filled in), then this can be done under functions in the journal. (Entered payment ID in the draft, overrides the default ID of the creditor.)
Payment files can also be created during Accounts payable/Reports/Payment proposals
Read more about setting up creditor payments here . |
| Reverse sign |
Reverse the sign of the draft entries. |
| Re-numbering of vouchers |
If you want to re-number vouchers in the journal, do this here.
You can read more about when and for what the re-numbering feature can be used in the field description Voucher in the draft above. (link to the section is here ).
Learn more about creating document number series Here, and how to set up attachment numbers in the drafts here . |
| Set text |
The text can be changed on all fished Appendices. ATTENTION! This changes all texts. |
| Set date |
Date can be changed on all fished Appendices. ATTENTION! This changes all data. An exact date can be entered or a number of days can be added to the date in the draft. |
| Set reset amount |
If a standing journal is used, then 'Set reset amount' can advantageously be used where there are new amounts. |
| Remove attachments |
Attachments associated with the records on the line are removed from the journal. The physical vouchers will still be available in Physical Vouchers (Inbox) |
| Exchange rate |
Change the exchange rate for draft entries - here you can select the currency code and rate |
Take a look at this VIDEO minute 46:00-48:00.
Sorting journal lines
Lines in the cash journal can be sorted, but the sorting is not retained during posting, and if new lines are added, they will be added/entered in line number order, which is not necessarily the order you have chosen to see the lines in.
Insert the field if necessary Line number so you can change sorting to be by line number, insert extra attachments, and then change sorting again to something else.