From this overview you can view and manage the posting journals created in the system. Posting journals are used to gather and organize financial entries before they are finally posted. Typically a journal is created for each separate functionality — for example a journal for sales invoices, one for purchase invoices and one for bank payments — but it is also possible to have one journal per bookkeeper.
Read more about the purpose of posting journals in the article Posting journal.
If you cannot see the menu item, you most likely do not have permission for it. Contact support.
Open Financial and select the menu item for Posting journals.
The overview shows all posting journals and their most important properties. Journals that contain entries (i.e. where the Count column is greater than zero) are shown in bold in the list. The explanatory text "Journals with entries" is shown as a legend below the list.
The Hide column and the Toggle hidden button are only visible to administrator users.
See How to search in lists for more about searching and filtering.
Identifier: The internal system code for the journal. This column is hidden by default and can be shown via column selection.
Name: The display name used in overviews and printouts.
Description: A short description of the journal's purpose.
Count: The number of journal entries currently linked to the journal. Journals with entries are shown in bold.
Automatic posting: Indicates with a check mark whether the journal is configured for automatic posting.
Hide: Only shown for administrators. Indicates whether the journal is hidden from non-administrators.
Expense journal: Indicates with a check mark whether the journal is configured as an expense journal.
Suppress VAT: Indicates with a check mark whether the automatic assignment of VAT type on journal entries is suppressed.
Opens an edit panel where you can create a new posting journal. All required fields must be filled in before the journal can be saved.
Opens the edit panel for the selected journal, so you can change its settings. The button is only active when a journal is selected in the list.
Deletes the selected posting journal after confirmation. Before deletion, the system checks four conditions, each of which can prevent deletion:
The journal cannot be deleted if it contains journal entries that have not yet been posted. The journal cannot be deleted if there are posted entries linked to the journal. The journal cannot be deleted if there are vouchers related to the journal. The journal cannot be deleted if it is set up in the financial setup (for example as the journal for invoices, purchase invoices or cash day close).
System journals (marked with isSystem internally) can never be deleted. If one or more of these conditions are met, an error message is shown instead of the confirmation dialog.
Otherwise a yes/no confirmation dialog is shown, and the journal is deleted on confirmation.
Navigates to the journal entry list for the selected journal, so you can view and edit the entries that are in the journal. The button is only active when a journal is selected in the list.
You can also navigate to a journal's entries by double-clicking the journal in the list, or by pressing Enter when a journal is selected.
Exports a report for the selected journal. The button is located in the toolbar and uses the report tag for posting journals.
Toggles the visibility status (Hide) for the selected journal. The button is only visible and available to administrator users and requires that a journal is selected. Hidden journals are not shown to non-administrators.
When you create a new journal or edit an existing one, an edit panel opens with the following fields.
Identifier: The internal system code for the journal. The code is validated asynchronously, and duplicates are rejected. For the system journal for daily operations, the field is read-only and cannot be changed.
Name: The name shown in overviews and printouts. The field is required.
Description: An optional free-text description of the journal's purpose.
Number series: The number series used when assigning voucher numbers to entries in this journal. The field is required.
Journal type: Specifies which type of accounting period the journal belongs to. The field is required. The possible types are:
OperatingDraft is used for ongoing operations and is the normal choice. PreviousYearDraft is used for entries in a closed fiscal year. NextYearDraft is used for entries in an upcoming fiscal year. OpeningDraft is used to register opening figures, for example when switching to Sapera from another financial system.
Default entry type: The entry type selected by default when a new line is created in the journal. The type can be changed on the individual line during entry. The options are Finance, Debtor and Creditor. The field is required.
Org. unit: The organizational unit automatically assigned to new entry lines. If the field is empty, the user must select the org. unit during entry — unless there is only one, in which case it is selected automatically. The field is optional.
Default field: Specifies which cell is automatically selected when a new line is created in the journal. The field is required. The possible choices are:
Same as above uses the same cell as on the line above. Voucher places the cursor in the voucher field. Financial date places the cursor in the date field. Financial account places the cursor in the account field. Type places the cursor in the entry type field. Actor places the cursor in the actor field.
Automatic posting: If the journal is used by Sapera's modules for invoices, purchase invoices or cash day close, this setting specifies whether entries should be posted directly and finally — instead of landing in the journal for manual approval. Even if automatic posting is not enabled, system-generated entries cannot be deleted or changed, but correction entries can be made before final posting.
Hide: Marks the journal as hidden from non-administrators. The field is only visible to administrator users.
Expense journal: Marks the journal as an expense journal — a journal designed for quickly registering expenses from suppliers. The setting changes how entry lines are filled in when you select a supplier (see the section "How entries are filled in an expense journal" below). The Debtor entry type cannot be used in an expense journal.
Suppress VAT: Specifies that the system's automatic assignment of VAT type on new journal entries is turned off for this journal.
An expense journal is designed for quickly registering expenses from suppliers. When the journal is marked as an expense journal, Sapera helps you fill in the entry line as soon as you select a supplier (creditor) on the line:
The expense account and text are filled in automatically. The account set up as the supplier's default expense-journal account is entered as the account on the line, and the supplier's default description is inserted as the entry text. Both are configured per supplier (the *Default draft entry account* field) and can be inherited from a creditor category. If the supplier has no default expense-journal account, the expense account is not filled in automatically, and you select it yourself on the line.
The supplier's account is set as the contra account. The supplier's own creditor account is placed automatically as the contra account, so the supplier is on one side of the entry and the expense account on the other. The entry is therefore almost ready once the supplier is selected — you typically only need to enter the amount.
Finance and creditor entries only. The Debtor entry type cannot be used in an expense journal. If you select it, a validation error is shown ("Debtor entry type is not supported in cost draft mode").
In the edit panel for an existing journal (not when creating) there is a Change log button in the toolbar. Click the button to see an overview of when the journal was changed and by whom.
The posting journals you define here are used across the system:
From the Journal entries screen (article 355) users work directly in a selected journal and can navigate back to this list. In Financial setup, specific journals are referenced for handling invoices, purchase invoices and cash day close. In integrations — for example E-conomic, Inventio.It and Microsoft Business Central — posting journals are mapped to external journals.
If you have any questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Posting journal
Learn to work in the posting journal: create, edit and delete entries, use keyboard shortcuts, validate and post vouchers, settle debtor/creditor entries and understand all columns and control panels.
Accounting - Creating posting journals
This article explains how to create a new posting journal in Sapera
Journal entries (printout)
How to print the entries in a financial journal, and what the individual columns on the printout show.
Indlæsning af åbningstal med konverteringskonto
Sådan overfører du debitorernes og kreditorernes åbningstal korrekt ved skift til Sapera ved hjælp af en konverteringskonto, så samlekontoen får individuelle aktør-poster i stedet for én klump.
