The printout Journal entries gives you a combined overview of all entries in a selected posting journal. It is intended to document and check the entries that have not yet been posted, so you can review the journal before you post it. The printout shows only entries from the selected journal in the accounts you are working in.
From Financial you open Accounting and then Posting journal.
On the Posting journal page you select the posting journal category you want to print, for example Daily posting.
Click the printer/export icon in the top right corner, and select the printout Journal entries.
Finally, select the printout format you want. If you have many entries in the journal and are looking for a specific one, you can use the search in the list before you print — see How to search in lists.
Once you have selected the printout, you can choose which format it should be generated in. PDF is well suited for printing and archiving and preserves the report's layout unchanged. Excel is useful if you want to work further with the figures, sort or make your own calculations. Depending on your setup, other formats such as Word may also be available. The content is the same in all formats — only the file type and the options for further processing differ.
At the top of the printout, a header with information about the journal itself is shown: the journal's name, any description as well as the journal's period (start and end date). In addition, it shows which user the printout was generated by.
The list itself shows one line per entry in the journal with the following information:
Voucher no. — the voucher number the entry is associated with. If an alternative voucher number is specified, this is also shown.
Account number and Account name — the account the entry is posted to.
Actor — the debtor or creditor the entry concerns, if the entry is associated with an actor.
Text — the entry's description.
Posting date — the date the entry is posted on.
Due date — any due date on the entry.
VAT type and VAT amount — the VAT code used and the calculated VAT amount.
Debit and Credit — the entry's amount distributed across debit and credit.
Balance — the total amount for the line.
Sequence no. — a sequential number that makes it easier to reference the individual line.
The printout fetches the entries directly from the posting journal you have selected on the Posting journal page. It shows only the entries that have not yet been posted, and only for the accounts and the department you are currently working in. Once the journal is posted, the entries move further in the posting process, and they are no longer included on this printout.
Note that a similar report can be printed automatically immediately after a posting, if this is enabled in the setup. The automatic printout, however, covers the entries that were just posted and is not the same as this journal printout, which is used to review entries before posting.
To be able to open the Posting journal and print Journal entries, you must have access to the accounting functions in Financial. If you are missing the menu items Accounting or Posting journal, your user must be granted the relevant permissions — contact the person responsible for user setup at your organization.
Want to know more?
Read more in these related articles:
Posting journal
Learn how to work in the posting journal: create, edit and delete entries, use keyboard shortcuts, validate and post vouchers, reconcile debtor/creditor entries and understand all columns and control panels.
Posting journals
Overview of all posting journals in Sapera. Create, edit and delete journals, and navigate to journal entries.
