The Entry archive is an archive view in the accounting part of Financial. The screen shows all completed posting runs with summarized information: which journal was posted from, who posted it, when it happened, and how many entries and what total amount the run contains.
The screen is primarily used to review previous postings, check voucher numbers and export entries to an external accounting system. You cannot create or edit posting runs from here — it is solely a read and export view.
If you cannot see the menu item, you most likely do not have permission for it. Contact support.
Open Financial and select Entry archive in the menu.
When you open the Entry archive, a list of all completed posting runs is shown. Each row represents one run and contains the most important key figures.
The columns can be customized: you can show or hide columns as needed using the column menu in the grid.
See How to search in lists for more about searching and filtering.
Journal: Shows the name of the entry journal that was posted from. The column can be filtered by selecting one or more journals from a list.
Username: The user who performed the posting. The column can be filtered with a user lookup.
Number: The posting run's sequential number. The column can be filtered on integers.
Posted: Date the posting took place. The column can be filtered on a date range.
Count: The number of financial entries in the run. The column can be filtered on integers.
Amount: The total amount for all entries in the run. The column can be filtered on a numeric range.
From voucher no.: The lowest voucher number in the run. The column can be filtered on integers.
To voucher no.: The highest voucher number in the run. The column can be filtered on integers.
The following columns are only visible if the relevant integration is enabled in the accounting setup.
Sent to E-conomic: Only shown if the e-conomic integration is active. Indicates whether the entries from the run have been exported to e-conomic. The column can be filtered with a yes/no filter.
Send to E-conomic error: Only shown with an active e-conomic integration. Contains an error message if the export to e-conomic failed. The column can be filtered on text.
Sent to Inventio.It: Only shown if the Inventio.It integration is active. Indicates whether the entries have been sent to Inventio.It. The column can be filtered with a yes/no filter.
Send to Inventio.It error: Only shown with an active Inventio.It integration. Contains an error message on a failed export to Inventio.It. The column can be filtered on text.
Sent to BC Microsoft Cloud: Only shown if the BC Microsoft Cloud integration is active. Indicates whether the entries have been sent to BC Microsoft Cloud.
Send to BC Microsoft Cloud error: Only shown with an active BC Microsoft Cloud integration. Contains an error message if the export to BC Microsoft Cloud failed.
The Show entries button is only active when you have selected a row in the list. Click it to open the entry list for the selected posting run. You can also double-click a row directly to achieve the same.
The Show all entries button is available without prior selection. Click it to open the entry list with financial entries across all posting runs combined.
The Export to e-conomic button is only shown if the e-conomic integration is enabled and a row is selected in the list. Click to send the entries from the selected posting run to e-conomic. If the export fails, an error message with details is shown.
The Send entries to Inventio.It button is only shown if the Inventio.It integration is enabled and a row is selected in the list. Click to send the entries from the selected run to Inventio.It.
The Send entries to BC Microsoft Cloud button is only shown if the BC Microsoft Cloud integration is enabled, a row is selected in the list, and the row has not already been exported to BC Microsoft Cloud. Click to send the entries from the selected run to BC Microsoft Cloud.
When you select Show entries (or double-click a row), a sub-screen opens with the individual financial entries for the selected run. If you select Show all entries, entries for all runs are shown combined.
In the top left you will find the Entry archive button with a left arrow that takes you back to the overview of posting runs.
The columns can be customized, and many columns are hidden by default. You enable them via the column menu in the grid.
See How to search in lists for more about searching and filtering.
In the entry list there is a report export button in the top right. It allows you to export the entries to a report format.
Org. unit: The organizational unit (e.g. the store or department) the entry belongs to.
Voucher no.: The voucher number for the relevant entry.
Type: The entry type — indicates what kind of financial entry it is.
Finance date: The date the entry is valid on in the financial accounts.
Created on: The time at which the entry was created. The column is hidden by default.
Posted on: The time at which the entry was posted. The column is hidden by default.
Posted by: Username of the user who posted the entry. The column is hidden by default.
Finance account: The finance account the entry is registered on.
Account no.: The finance account's account number. The column is hidden by default.
Account name: The finance account's display name. The column is hidden by default.
Actor: Debtor or creditor linked to the entry (the actor's name).
VAT type: The VAT type applied to the entry.
Debit: The debit amount for the entry.
Credit: The credit amount for the entry.
Amount: The total amount for the entry. The column is hidden by default.
Description: A text description linked to the entry.
Due: The due date for the entry.
Invoice: The invoice reference linked to the entry.
Suppl. inv. / alt. voucher: Alternative voucher number, e.g. the supplier's invoice number.
Journal: The name of the journal the entry originates from.
Voucher created by: The user who created the voucher.
Entry created by: The user who created the journal entry for the entry.
Reason: Any reason codes linked to the entry.
External reference: An external reference code or identifier.
Reason info: Additional details about the reason for the entry.
System: Indicates whether the entry was created by the system automatically.
Attachments: Shows whether there are attachments linked to the voucher. The column is hidden by default.
EntryId: The financial entry's internal id. The column is hidden by default.
Posting number: The number of the posting run the entry belongs to. The column is hidden by default.
Closing: Closing type — indicates whether the entry is a closing entry.
Currency: The currency the entry is registered in. The column is hidden by default.
Exchange rate: The exchange rate applied. The column is hidden by default.
Amount in currency: The amount in the currency used. The column is hidden by default.
Voucher created on: The time at which the voucher was created. The column is hidden by default.
Creation reason: The reason automatically registered for the entry's creation. The column is hidden by default.
If you have any questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Entry archive
This article walks through how to use the entry archive to access and review posted transactions in Sapera
Entry archive - entries (printout)
The printout shows the entries belonging to a selected posting run in the entry archive, with the option to narrow by finance date, account, voucher no. etc.
Entries
Get an overview of all posted financial entries for a specific finance account. Learn to filter, navigate to and from the chart of accounts, edit the VAT type directly in the list and apply year-end actions.
