A posting journal is a draft area where you register and adjust financial postings before they are finally posted and become part of the accounts. You can add, edit and delete postings at any time while the journal is open. When you are satisfied with the contents, you validate and post the entire journal or one document at a time.
Documents — e.g. invoices or receipts — can be linked directly to the postings, so documentation always follows the transaction.
Many printouts in Sapera, e.g. the balance sheet and debtor balance printout, can include journal postings to show the effect of postings not yet posted.
Open Financial and navigate to the accounting menu. Select the menu item for Posting journals to see the list of journals, then click the desired journal to open the posting journal.
If you cannot see the menu item, you probably do not have permission for it. Contact support.
Postings created automatically by Sapera — e.g. from sales invoices, purchase invoices or Pos end-of-days — are shown with a grey background and can neither be changed nor deleted. Errors in system postings are corrected via manual counter-postings. Posted postings can never be changed, but can be reversed via the Posting archive.
The grid is the central element of the screen and shows all posting lines in the journal. Each line represents one posting line with its associated document number.
You can edit most fields directly in the grid by clicking a cell. System-generated and posted lines are read-only with a grey background. Lines set for settlement are shown in italic text.
When you navigate to the last line and press Tab, Enter or Down arrow, a new line is automatically added below it, if the current line has been changed and is valid.
Search and filter in the grid using the filter rows at the top of the columns. See How to search in lists for more about searching and filtering.
Grey background: The line is posted or system-generated and cannot be edited.
Italic text: The line is linked to a settlement.
Error icon (red i symbol) in the Valid column: The line contains a validation error. Hover over the icon to see a description of the error.
Yellow warning in VAT type: VAT is suppressed for this line.
Coloured Financial date cell: The date falls in a closed financial period. The tooltip shows period and part.
Warning banner at the top of the screen: Shown if a posting is already running for the journal. Parallel postings are blocked while the banner is visible.
Document no.: The document's number. Posting lines with the same document number belong to one document. Filterable.
Type: Posting type — Finance, Debtor or Creditor. Filterable and editable.
Financial date: Date of the posting. Sortable, filterable and editable. The tooltip shows financial period and part. The cell is coloured if the date falls in a closed period.
Attachments: Icon column showing whether there are attachments linked to the document. Filterable. Hidden by default — enable it via the column menu.
Source account: Shown only in year-end journals. Indicates the account the posting originates from in the year-end transfer.
Finance account: The account being posted to. Click the account name to open the account details. Filterable and editable.
Contra account: The opposite leg of the posting. Not required. Filterable and editable. The column is hidden in year-end journals.
Actor: Customer or supplier for debtor or creditor postings. The tooltip shows supplier information for creditor postings. Filterable and editable.
Debit: Debit amount for the line. Right-aligned, editable and filterable.
Credit: Credit amount for the line. Right-aligned, editable and filterable.
Amount: Total amount — positive number for debit, negative for credit. Hidden by default. Editable and filterable.
Currency: The currency of the posting. Shows the currency's display name. Editable. The amount is converted to DKK on posting; the original amounts are saved. See Currencies and Exchange rates for more.
Find invoice: Lookup of an existing invoice. Enter an invoice or supplier invoice number, and Sapera shows a dialog with suggestions for which changes should be made to the posting. Extended column, filterable and editable.
Requisition number: Internal reference code. Extended column, filterable and editable.
Description: Free-text description of the posting. The tooltip shows the full text if it is long. Editable.
VAT type: VAT code for the posting. Editable. Shown with a yellow warning if VAT is suppressed.
VAT amount: Calculated VAT amount. Right-aligned and read-only.
Due date: Due date for the debtor or creditor posting. Extended column, filterable and editable.
Orig. due date: Original due date, e.g. from the invoice. Extended column. Hidden by default.
Alternative document no.: External or alternative document number, e.g. the supplier's invoice number. Extended column, filterable and editable.
Org. unit: The organizational unit the posting belongs to. Filterable and editable.
Closing: Year-end closing type for the line. Shown only when the journal is a year-end journal.
Accrual: Indicates whether and how the amount is accrued over time. Hidden by default. Editable.
Reason: Reason code linked to the posting. Hidden by default.
Reason info: Supplementary text for the reason code. Hidden by default.
External reference: External reference information, e.g. from an external system. Hidden by default.
Valid: An error icon is shown on lines with validation errors. Click or hover over the icon to see the error description. Filterable.
Attachment (PDF): Thumbnail of the first PDF attachment on the document. Hidden by default.
Is system: Indicates whether the line is system-generated. Hidden by default.
Read-only: Indicates whether the line is marked as protected and cannot be edited without explicit unlocking. Hidden by default.
Below the grid a panel is shown with document number series, which gives an overview of unused document numbers in the configured number series.
All actions are available via buttons in the top bar. Many can be triggered with keyboard shortcuts.
Create (Alt+N / F1): Adds a new empty line at the bottom of the grid with a new, automatically assigned document number.
Insert (Alt+T / F2): Creates a new line directly after the selected one and gives it the same document number as the selected line, so you can easily add more lines to the same document. The system automatically tries to suggest a counter-amount that balances the document.
Edit via dialog (Alt+R): Opens a full edit dialog for the selected line. The dialog shows all fields in form view and can include a PDF page view on the right if there is a PDF attachment on the document. Use the dialog when you want a complete overview of all fields for one posting.
Copy (Alt+C / F12): Creates a clone of the selected line with the same data — finance account, contra account, actor, date, currency, amount and description. The clone is inserted directly below the original with the same document number.
Delete selected line (Del): Deletes the selected line. Only available if the line can be deleted — i.e. it is not posted and not system-generated.
Validate (Alt+V / F5): Reviews the journal for errors document by document and shows a validation result. The button is only active if validation is allowed on the journal. Validation checks, among other things:
Whether the document balances (sum = 0).
Whether an actor is specified for debtor or creditor postings.
Whether the account setup allows the posting.
Whether the date falls in an open financial period.
Post postings / Post and export (Alt+B / F6): Validates and posts the entire journal in one step, if all documents are valid. If there are active filters, only the visible documents are posted after confirmation. The "Post and export" option is shown when the journal is configured for export. Posting is blocked if a parallel posting is already running for the journal.
If the AppBuilder setting "Automatic printout after posting" is enabled, the posting report is printed automatically after a successful posting.
Clear journal: Deletes all manual postings in the journal. Requires confirmation. System-generated postings are not deleted.
The + Document button is active when the selected line has a document linked to it. It contains the following sub-options:
View document (Alt+I / F7): Opens the document dialog for the current document.
Post document (Alt+A / F8): Posts only the lines under the current document number. Requires that posting is allowed.
Clear document: Deletes all lines under the current document number. Requires confirmation.
Inbox (for + Document): Links an incoming e-mail to the current document. You select the e-mail in a dialog, and the attachments from the e-mail are automatically copied to the document.
The Inbox button at the top creates a new document and links it to an incoming e-mail. The flow is: select an e-mail in a dialog, fill in the posting information in the edit dialog, and save. The e-mail's attachments are automatically copied to the new document.
Settle (Alt+[ / F11): Opens a popup where you can select existing finance postings to be settled against the selected line. Only active for debtor or creditor postings where an actor is specified.
Create payout: Opens a payment popup for creditor postings, so you can prepare an invoice for payment via the bank. The button is only visible in creditor journals.
Print / Export report (Alt+U / F10): Opens the report and export dialog.
Audit log: Shows the audit log for the selected posting. The button is only active when a line is selected.
Back to journal list (Alt+K): Navigates back to the overview of posting journals.
Reset filters (Alt+F): Removes all active filters in the grid and reloads the data.
Go to invoice column (Shift+Alt+F): Places the cursor directly in the "Find invoice" column for the selected line.
Go to description column (Shift+Alt+B): Places the cursor directly in the "Description" column for the selected line.
Open first PDF attachment (Alt+P): Opens the first PDF attachment linked to the selected document's entries.
The More menu in the top right contains the following options:
Show all accounts (Alt+M / F9): Toggle button that switches whether the movement control at the bottom shows all accounts from the journal or only the accounts configured for "Show movements" in the chart of accounts.
Split per actor: Toggle button that controls whether the movement control groups the postings per actor.
Unlock for editing: Shown only if the selected line is marked as protected. If you click, it is unlocked and can be edited temporarily.
Select posting prototype for account (Alt+Q): Opens a list of existing posted postings on the current line's finance account. If you select one, the account setup and other fields are copied to the current line as a starting point.
Select posting prototype for contra account (Shift+Alt+Q): Same function as above, but based on the contra account.
Create — Alt+N or F1
Insert — Alt+T or F2
Edit via dialog — Alt+R
Validate — Alt+V or F5
Post journal — Alt+B or F6
View document — Alt+I or F7
Post document — Alt+A or F8
Show movements (toggle) — Alt+M or F9
Print — Alt+U or F10
Settle — Alt+[ or F11
Copy — Alt+C or F12
Delete line — Del
Go to invoice column — Shift+Alt+F
Go to description column — Shift+Alt+B
Open first PDF attachment — Alt+P
Select posting prototype for account — Alt+Q
Select posting prototype for contra account — Shift+Alt+Q
Reset filters — Alt+F
Back to journal list — Alt+K
Copy cell above — Alt+X
The movement control is located in the bottom middle area of the screen and gives a complete overview of how the journal postings affect the relevant accounts.
The control panel shows for each document on the current page:
Finance account: The account number.
Actor: The actor, if split per actor.
Opening: The balance on the account before the journal postings.
Movements: The sum of the journal postings for the account.
Closing: The expected balance once the journal is posted.
By default, only the accounts configured to show movements under "New/edit account" in the chart of accounts are shown. Use the More menu or the keyboard shortcut Alt+M / F9 to turn on "Show all accounts" and see the movements for all affected accounts in the journal.
The "Split per actor" setting turns actor-specific display on and off. When it is active, the actual actor postings are shown in normal font. In addition, a summation line is added for all postings on the account without actor specification — this line is shown in grey text and is not a real posting, but an overview of the account's total movement.
The "Show movement in journals" setting determines whether movements from the journal are included in the calculation, even if they are not yet posted.
See Chart of accounts for information on how to configure accounts for movement display.
The document validation panel is located in the bottom left corner. It shows the validation status per document and indicates whether each document is valid and ready for posting.
Validation happens per document (not per individual line) and checks, among other things:
Whether the document balances, i.e. the sum of debit and credit is 0.
Whether an actor is specified for debtor and creditor postings.
Whether the account setup allows the posting type in question.
Whether the financial date falls in an open period.
Invalid documents are clearly marked, and you cannot post the journal as long as there are validation errors.
A separate permission applies for posting in closed periods. Even with this permission, a warning is shown before the posting is carried out.
The attachment control is located in the bottom right corner and shows the attached files for the document corresponding to the selected posting line.
You can attach files by clicking the edit icon in the blue navigation bar and uploading a file, or by dragging and dropping a file directly. Attachments are linked to the whole document, not to the individual posting lines.
Possible actions on attachments:
Fetch or download the attachment.
Delete the attachment from the document.
You can filter on documents without attachments in the Posting archive. See Posting archive - postings and Posting archive for details.
Posting journals of the year-end type have special behavior:
The "Contra account" column is hidden, as it is not relevant for year-end postings.
The "Source account" column is shown and indicates the account the posting is transferred from.
The "Closing" column shows the year-end closing type for each line.
Any unposted year-end postings are shown with a warning that encourages you to post them before the year-end is completed.
The columns' order, width and visibility can be customized individually via the column menu at the top of the grid and are saved automatically per user. See Quick filters for more about customizing list views.
If you have questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Posting journals
Overview of all posting journals in Sapera. Create, edit and delete journals, and navigate to journal postings.
Accounting - Creating posting journals
This article reviews how to create a new posting journal in Sapera
Postings
Get an overview of all posted finance postings for a specific finance account. Learn to filter, navigate to and from the chart of accounts, edit VAT type directly in the list and apply year-end actions.
