The Entries screen shows all posted finance entries for one financial account at a time. You can filter and sort the entries, see the running balance and perform actions on selected entries, including year-end-related operations.
The screen is shown either as a full page or as a popup window, depending on how you open it.
Open Financial and select the menu item Accounting. Navigate to Chart of accounts, find the desired account and click it to open the entry list for the account.
Entries can also be opened as a popup directly from the list when you click a link in the Source account column — provided the source account is a different account than the current one.
If you cannot see the menu item, you probably do not have permission for it. Contact support.
In the top left you find the ← Chart of accounts button, which takes you back to the chart of accounts with focus on the account you came from. The button is hidden if the entry list is opened as a popup.
If there are finance entries on the account that fall outside the configured finance periods, a warning banner is shown at the top of the list with the text "There are finance entries outside the existing periods". You should clarify with your administrator whether the entries in question are correct.
The column headers in the list correspond to the following fields:
Org. unit: The organizational unit (store or department) the entry belongs to. The column can be filtered by org. unit.
Appendix no.: The appendix number associated with the entry. Click the link to open the appendix detail. The column can be filtered by appendix number.
Type: The entry type (EntryKind), for example manual entry or system entry. The column can be sorted.
Finance date: The date of the entry in accounting terms. This is the default sort column on a non-VAT account. The column can be filtered by date range.
Posted on: The date and time of when the entry was actually posted in the system. The column is hidden by default and can be enabled via the column selector. The column can be filtered by date range.
Posted by: The username of the user who posted the entry. The column is hidden by default and can be enabled via the column selector. The column can be filtered by username.
Customer/supplier: The actor associated with the entry — typically a customer or supplier. Actor names that originate from the appendix's association (and not from the entry directly) are shown in gray text. If there is a direct association, the actor name is shown as a clickable link that opens the actor's master data. The column can be filtered via actor lookup.
Description: Free-text description of the entry. The column can be filtered by free text.
Due: The due date of the entry, if relevant. The column can be filtered by date range (nullable).
Invoice: The invoice number (invoiceIdentifier) associated with the entry. The column can be filtered by free text.
Supplier inv. / alt. appendix: The supplier's invoice number or an alternative appendix number (alternativeAppendixNumber). The column can be filtered by free text.
Source account: The account number of the source account the entry was created from. If the source account differs from the current account, the number is shown as a clickable link that opens the entry list for the source account as a popup. The column can be filtered via financial account lookup.
VAT type: The VAT type set on the entry. The column is only shown when the current account is a VAT account. The field can be edited directly in the grid — see the section Inline editing of VAT type below. The column can be filtered by VAT type (including the option to filter by "no VAT type").
Orig. VAT type: The original VAT type from the journal line (draftEntryVatType), that is, the VAT type that was set when the entry was posted from the journal. The column is shown on all accounts. The column can be filtered by VAT type (including the option to filter by "no VAT type").
Debit: The amount in the debit column, if the entry is a debit amount. The column can be filtered by non-negative number range.
Credit: The amount in the credit column, if the entry is a credit amount. The column can be filtered by non-negative number range.
Amount: The signed amount (positive for debit, negative for credit). The column is hidden by default and can be enabled via the column selector. The column can be filtered by number range.
Running total: The running balance on the account after each entry, calculated per page in the list. The column cannot be filtered.
Closing: An icon indicating the year-end closing type of the entry (closingEntryKind). The column is always shown, but is empty for entries not related to year-end closing. The column cannot be filtered.
VAT settled: The date of when the VAT on the entry was settled (vatSettledAt). The column is only shown when the current account is a VAT account. For a VAT account this is the default sort column. The column can be filtered by date range (nullable).
Creation reason: The reason the entry was created (creationReasonKind), for example account entry, VAT entry, contra account entry, EU VAT entry or accrual entry. The column is hidden by default and can be enabled via the column selector.
In the bottom right of the screen, Balance is shown — the total balance for the account under the active filters. Balance updates automatically when you change the filters.
Most columns in the list support filtering directly in the column header. The filtering options vary by column type: date range, free text, number range, lookup on org. unit, actor, financial account or VAT type.
See How to search in lists for more about searching and filtering.
The Clear filters button is only shown when there are active grid filters. Click it to reset all active column filters and reload the list in an unfiltered state.
The question mark button (Guidance) is active when the current financial account or its associated standard account has a guidance registered. Click the button to open the guidance in a text window. If the account has no guidance, the button is inactive.
The Printouts button gives access to print and export functions for the entry list. The available print formats depend on the setup — typically PDF and Excel. See print dialog for a general description of the print function.
The Year-end entries button is active when the selected entry in the list is a year-end entry (i.e. the Closing column contains an icon indication). Click the button to open a dialog with all entries from the same year-end operation.
The Year-end log button is only shown for administrators and is active when the selected entry is a year-end entry. Click the button to view the technical log for the year-end run that created the selected entry.
If the current account is a VAT account, the VAT type column is editable directly in the grid. Click the cell in the VAT type column for the entry you want to edit, and select the desired VAT type from the list — or select "None" to reset the VAT type. The change is saved immediately.
The entry list can be opened as a popup from two places:
From the Source account column in the list: Click the account number in the Source account column (when shown as a link) to open the entries for the source account in a popup window without leaving the current page.
Via the system internally: Other parts of Financial can open the entry list for a specific account as a popup via the internal AccountEntriesPopupService.
In popup mode, the back button to the chart of accounts is not shown, and the list is limited to 20 visible rows at a time.
If you have questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Print dialog
This article reviews the functions and options of the print dialog in Sapera
Entry archive
This article reviews how to use the entry archive to access and review posted transactions in Sapera
Posting journals
Overview of all posting journals in Sapera. Create, edit and delete journals, and navigate to journal entries.
