Multiple posting journals can be created, each with its own name/designation, and each with its own purpose (daily entries, payments, monthly entries, bank, salary, currency, etc.) Each journal can be set up individually to handle data and input. Below is a description of the setup of the posting journals and not their layout (fields, order, etc.). Instead, this is described in another article. The posting journal setup applies to all users, unlike layout setups, which apply per user per journal name across the companies.
A posting journal can be used for different purposes, and therefore it can be set up to handle individual ways of posting. For example, whether the voucher number should be counted automatically, whether there may be a VAT code on both debit and credit transactions, etc.
Setting up journals
The setup of posting journals can be done in the following places:- In connection with the creation of a journal
- Select General ledger/General journals/place the cursor on the desired journal and select the Set up journal button
- Select Generel ledger/General journalsDouble-click the journal you want so that the journal lines open, select the Default Values tab and the Default Values button.
Description of the buttons
| Button | Button description |
| Save your changes | Save changes and exit the screen |
| Cancel changes | Cancel changes and exit the screen |
| Delete | Delete the current draft. If you delete the draft, the entries posted in this draft will be referenced to another draft, e.g. Day. You cannot delete all journals if they are posted in the accounts. At least one journal must remain in the accounts. |
| Templates | Read about templates here... |
| Layout | Read about layouts here... |
Description of the fields
| Field | Field description |
| Draft | Journal ID. Can be changed freely. All posted journals and their transactions change accordingly. So renaming a journal is no problem. |
| Draft name | Draft name, a descriptive name for the draft ID. |
| Number Series | The field is filled in with a number series. A number series must be specified, and the number series are created and maintained under General ledger/Maintenance/Voucher number series. Multiple journals can share the same number series if, for example, you split ledger document posting into multiple journals by type or user. Note! If several accounting drafts use the same number series, and a draft is not posted immediately and you fill in another draft, the entries will use the same numbers. You should not use the order and purchase document series for the accounting drafts. A draft's number series name should also not be changed after the draft is in use. |
| Manual assignment | YES / the field is checked
If you have filled in the number series fields in the draft setup, as shown in the example below, the field Voucher number will be displayed in the draft, but the field Voucher number will not be filled in automatically, but must instead be filled in manually.TIP! If you use the setup below and enter an attachment number on the first line of your draft, then by selecting the Tools/Re-numbering attachments button in the draft, you can have the system automatically assign attachment numbers to the other lines in the draft.  NO / fields are unchecked
If you do not check the Manual assignment field in the draft setup, i.e. have filled in the number series fields, as shown in the example below, the Voucher number field will be displayed in the draft and the Voucher number field will automatically be filled in with the next number from the selected number series.
TIP! If you use the setup below and delete an entered line in the draft, there will be a "gap" in your attachment number series. However, by selecting the Functions/Re-numbering of vouchers button in the journal, you can get the system to re-number the vouchers in the journal so that there are no gaps in the number series.
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| Assignment of attachment number during draft posting | If you check this box, the Attachment field will be hidden in the draft and it will not be possible to add it via layout changes. Attachment numbers are automatically assigned when posting the draft when this box is checked. In the Assign attachment number field below, you can choose how to assign attachment numbers when posting. |
| Assign Voucher Number | This field can only be filled in if you have checked the Voucher number assignment field under 'Post journal'. In the Assign Voucher number field, you can choose how you want the vouchers to be assigned: Zero balance is selected if you want the voucher number to change when the balance in the journal goes to 0. Only one vouchernumber is selected if the entire journal is to be posted with the same number. Per line is selected if you want the voucher number to change for each line in the journal. Note! If you cannot select anything in the Assign voucher number field, it is because you forgot to uncheck the Manual allocation field. |
| Blocked | The journal is blocked for transactions. Used if the journal is no longer to be used. It is not possible to delete a journal that has been posted in, so it should be blocked instead. |
| Auto Save | Set this to save the draft automatically and continuously |
| Delete lines after posting | All lines are deleted after they are posted. If the field is not selected, the lines remain in the journal, which is considered a "standing journal" where entries can be posted time after time (but with a new date and voucher number), which is useful for records that recur at fixed intervals. For example, a salary journal. |
| VAT code for both account and offset account | It is possible to enter a VAT code for both account and offset account. Practical for accountant restructurings at the end of periods, where entries need to be moved from one ledger account to another and both have a VAT code. But a trap to mark for daily entries, where most often only one of the accounts must have a VAT code. |
| Use sales VAT code from Accounts receivable & Accounts payable | If this is set, the sales VAT code from Accounts receivable & Accounts payable is used in the journal. NOTE! Once you have checked here and typed in a journal, select the ledger account first and the customer/vendor account as the offset account. Read more under Debtof and Creditor posting here. |
| VAT calculation method | If "Generate VAT transaction" is selected, VAT will be calculated. This is the default and should always be used unless there are special considerations such as the next two choices. If "None" is selected, VAT is NOT calculated in the draft, but the amount that Uniconta would have calculated is on the entry. The amount is not transferred to the VAT accounts. If you select "Entered VAT amount", VAT will NOT be calculated in the draft, but the amount entered in the "Entered VAT amount" field will appear on the entry. The amount is not transferred to the VAT accounts. The last two are intended for importing data where VAT is calculated. Note! It is not necessary to enter a sign for the VAT amount in the Entered VAT amount field as the system automatically sets the same sign that is used on the line. Note: Remember not to post daily entries without VAT. If the journal entries are simulated, the sales VAT code and VAT amount on the cost line are still displayed, but there are no simulated lines of posting to the account, for example, for receivable VAT. |
| Generate amount in counter entry | Here you can choose whether a new line should automatically suggest the imbalance in the amount column so that the line brings the draft to 0. |
| Show blank date in case of imbalance | The date field on subsequent lines is left blank if there is an imbalance and is considered to belong to the first line above with a date. |
| Jump to 'Account' on imbalance | If the box is checked, the cursor jumps around the date and voucher and directly to the 'Account' field on the next line if there is an imbalance in the journal. It's a quick way to enter entries in the journal without a counter account. |
| Put 'empty account field' on hold | If the account field is empty, the line is on hold and will not be posted or error reported. |
| Journal line must be approved before posting | If selected, the journal can use authentication. Then all lines will have an "approved" column. Lines will then only be posted if they are approved |
| Add Reference to Physical voucher on payment | If this is set, the physical receipt from the inbox will follow the invoice to the payment. |
| Posting date principle | 'Date of line': Attachment date must be entered 'Posting date = today': All documents are posted per computer date. The date field is hidden in the journal. 'Posting date for the trip': All vouchers are posted as per the selected date entered during posting. The date field is hidden in the journal. |
| Confirm 'Use equalization amount' | If there is a discrepancy between the amount in the line and the items selected using F8, you will be asked if you want to use the equalized amount.
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| Check if invoice number is used | If this is set, an error message will be displayed when checking the draft if an invoice with the same amount and the same invoice number has already been posted to the same debtor/creditor. The check applies three months backwards. |
| Sum as of date must be zero | The journal must vote by date. If this is not met, the user will get the error "The sum as of date is not zero". Read more in our question and answer guide here. |
| Sum per voucher must be zero | The journal must vote per annex. If this is not met, the user will get the error "The sum per voucher is not zero". Read more in our question and answer guide here. |
| Trace accounts | Holding accounts show current balances for the specified accounts in the journal as posting. 'Trace account' appears on the posting bar in the 'Trace balance' column. Is your trace balance showing an incorrect balance? Read more here. All other trace accounts appear at the bottom of the journal in company currency. The inventory changes line by line as the journal is posted or flipped. Inventory accounts, like any other setup, apply only to the current journal name. If a currency account (account type Bank, Debtor, Creditor) is set as a reconciliation account, it is possible to reconcile the account amount in currency if the amounts are registered in the fields Debit (Currency), Credit (Currency) or Amount (Currency). Read more here under "Post in foreign currency". Note: Trace accounts only work together if the VAT basis of assessment is Net Amount. |
| Default values | Account type, account, and VAT are default values that are autofilled per line in the journal. Practical, for example, in connection with bank import, that the offset account is always the bank account. Or, in the case of deposits, that Account Type is always a Debtor. Default values can always be overwritten in the journal. |
| Dimensions | Appears only if dimensions are created and enabled. Suggested dimensions and can always be overwritten in the journal. |