CHAPTER 3: SET UP JOURNAL TEMPLATES AND BATCHES
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1 Chapter 3: Set Up Journal Templates and Batches CHAPTER 3: SET UP JOURNAL TEMPLATES AND BATCHES Objectives Introduction The objectives are: Explain the purpose and organization of journal templates and journal batches. Create general journal templates and general journal batches. General journals enable users to enter data into general ledger accounts and other accounts, such as customer accounts, vendor accounts, and bank accounts. There are several general journal templates, such as the Cash Receipt Journal and the Fixed Assets G/L Journal. Each journal template has a separate page with particular functions, and the fields that are needed to support those functions. If necessary, users can set up multiple journal batches (individual journals) for each journal template. For example, each employee in the accounts receivable department can have their own cash receipt journal. Manual Setup vs. RIM The RIM toolkit does not create any setup data for journal templates; therefore, setting up journal templates and batches is an entirely manual process. 3-1
2 Application Setup in Microsoft Dynamics NAV 2009 Journal Templates, Batches, and Lines The three layers of the journal entry system are: Journal templates Journal batches Journal lines FIGURE 3.1 RELATIONSHIP BETWEEN JOURNAL TEMPLATES, BATCHES, AND LINES Journal Templates Journals are used for different types or groups of entries, such as purchases, payments, sales, and receivables. Each journal type is set up with its own journal template. Journal templates provide the basic journal structure where users can specify default information for all batches created using the template. Journal Batches Journal batches are created based on the journal templates. All journal batches created from a specific template have the same structure, default settings, and information defined in the template. However, since these settings are defaults, users can change them for a specific journal batch. Batches are typically used to separate one user's entries from another. For example, Phyllis and Cassie both work on general journal entries. Phyllis typically makes entries and posts them at a later time when they are approved. To keep Cassie's entries from becoming mixed with Phyllis' entries, separate batches can be assigned to the two users. 3-2
3 Chapter 3: Set Up Journal Templates and Batches Journal Lines Journal lines hold the values that users want to post as journal entries, including account number, posting date, and amount. Journal Template Fields The General Journal Templates page contains the standard journal templates set up for a company. FIGURE 3.2 LIST OF GENERAL JOURNAL TEMPLATES The fields shown in the following table are included in the General Journal Templates page. Field Name and Description Type Recurring Bal. Account Type and Bal. Account No. Description Unique identifier and short description for the template. Determines the structure of the journal page. Determines if the journal is to be used to make recurring journals. If this field is selected, the No. Series field must be blank as it will always be replaced with the posting number series. Identifies the default balancing account for all journal lines in all batches created under this template. 3-3
4 Application Setup in Microsoft Dynamics NAV 2009 Field No. Series Posting No. Series Source Code Reason Code Force Doc. Balance Description Identifies the default number series used to assign document numbers to journal lines in journal batches created using this template. If this field is left blank, document numbers must be manually entered in the journal lines. This is used, for example, with temporary journal postings that are not important to track. Select the number series to assign document numbers to ledger entries posted from this journal batch. You may want to only assign document numbers when you post journals. Do this by leaving the No. Series field blank and filling in the Posting No. Series field. Alternatively, enter journal lines using one number series and use a different number series for posted journal lines. To do that, fill in the No. Series field and Posting No. Series field with different number series codes. When you post the journal, the program replaces the document number on the journal line with the next number in the series. This is used, for example, with important journal postings that must be traceable. Select the source code to assign to all journal batches created from this template. A source code is an extra dimension by which transaction entries can be tracked, for example, in audit trails. Select the default reason code to assign to all journal batches created from this template. A reason code is a text field where you can make a note about why the entry is changed. This is also useful in analysis because you can filter on a reason code to see problem patterns. Specify whether documents posted in this general journal template must balance by document number and document type. If this field is empty, the program balances the journal by date only. 3-4
5 Chapter 3: Set Up Journal Templates and Batches Field Copy VAT Setup to Jnl. Lines Allow VAT Difference Description If selected, the program automatically fills in the general posting type and VAT posting groups for accounts and balancing accounts on the journal lines of the selected journal template. When the check mark is inserted or removed from this field, a message appears asking if the journal batches must be updated. Click Yes or No, as applicable. If selected, the manual adjustment of VAT amounts in journals is allowed. When the check mark is inserted or removed from this field, a message appears asking if the journal batches must be updated. Click Yes or No, as applicable. You may want to have two versions of one journal template, such as one for daily postings and one for opening processes. There are additional hidden fields on the General Journal Templates page. Use the Choose Columns function to display these fields and press F1 to access online help for more information. Create Journal Templates and Batches A number of standard journal templates are set up by default, but you can create new journal templates. If you need multiple journals of a certain type, you can create multiple journal batches for a journal template. Procedure: Create a Journal Template Follow these steps to create a new general journal template: 1. In the navigation pane, click the Departments button. 2. Click Administration and then click Application Setup. 3. On the Application Setup page, under Financial Management, click General and then click Journal Templates. 4. Click New to insert a journal template. 5. In the Name field, type a unique identifier for the template. 6. In the Description field, type a short description of the template. 7. In the Type field, enter the relevant journal type. 8. Place a check mark in the Recurring check box if this is a recurring journal. 9. In the Bal. Account Type and Bal. Account No. fields, enter the default balancing account. 10. In No. Series field, enter the default number series for this template. 3-5
6 Application Setup in Microsoft Dynamics NAV In the Posting No. Series field, enter the relevant number series if this is a recurring journal. 12. In the Source Code field, enter the relevant source code. 13. In the Reason Code field, enter the relevant default reason code. 14. Place a check mark in the Force Doc. Balance check box to ensure that documents balance by Document No. and Document Type. 15. Place a check mark in the Copy VAT Setup to Jnl. Lines check box to automatically fill in the Gen. Posting Type and VAT posting groups. 16. If checked, click Yes or No as necessary to update the batches. 17. Place a check mark in the Allow VAT Difference check box to allow the manual adjustment of VAT amounts in journals. 18. If checked, click Yes or No as necessary to update the batches. 19. Click OK to close the New - General Journal Templates page. Demonstration: Create Two Journal Batches Scenario: Phyllis, the accounting manager at CRONUS International Ltd., has decided to set up two general journal batches based on the GENERAL journal template: General Journal Name and Description: Phyllis, Phyllis' Journal Batch General Journal Name and Description: Cassie, Cassie's Journal Batch Follow these steps to open the General Journal Batches page for the GENERAL template: 1. On the Application Setup page, under Financial Management, click General and then click Journal Templates. 2. Click the line for the GENERAL template. Notice the fields that are populated for this template: o No. Series o Source Code o Force Doc. Balance o Copy VAT Setup to Jnl. Lines 3. On the Related Information menu, point to Template and then click Batches. NOTE: The Force Doc. Balance check box is specific to templates and therefore not defaulted into the batches. 3-6
7 Chapter 3: Set Up Journal Templates and Batches Follow these steps to create the user batches: 1. Click New. 2. In the Name field, type Phyllis. 3. In the Description field, type Phyllis' Journal Batch. 4. Move to the next field. 5. Click New. 6. In the Name field, type Cassie. 7. In the Description field, type Cassie's Journal Batch. 8. Move to the next field. 9. Review the default values from the GENERAL journal template on both batches. Remember that these are default settings and can be changed on each batch. 10. Click OK to close the General Journal Batches page. BEST PRACTICES: It is advisable to have extra versions of journal templates to distinguish between processes and extra versions of journal batches to distinguish between users. Procedure: Open General Journal Batches from a General Journal The General Journal Batches page can also be accessed from the General Journal page as follows: 1. In the navigation pane, click the Financial Management department. 2. Click General Ledger and then click General Journals. 3. In the Batch Name field, click the drop-down arrow. 4. Click OK to close the General Journal Batches page. NOTE: If the General Journal Template List page opens, select GENERAL and click OK. 3-7
8 Application Setup in Microsoft Dynamics NAV 2009 Lab Create a Journal Batch The purpose of this lab is to reinforce your understanding of the process required to create a journal batch. Scenario As the accounting manager at CRONUS, you want to create a new journal batch for yourself. This batch must be created from the GENERAL journal template and none of the defaults need to be changed. Close the open pages when finished. Challenge Yourself! 1. Access the GENERAL journal template. 2. Create a new general journal batch using your name. 3. Close the open pages. Need a Little Help? 1. Open the General Journal Templates page. 2. Access the GENERAL template and open the General Journal Batches page. 3. Insert a line. 4. Enter your name as the name and enter a description. 5. Close the open page. Step by Step 1. In the navigation pane, click the Departments button. 2. Click Administration and then click Application Setup. 3. On the Application Setup page, under Financial Management, click General and then click Journal Templates. 4. Click the line for the GENERAL template. 5. On the Related Information menu, point to Template and then click Batches. 6. Click New. 7. In the Name field, type your name. 8. In the Description field, type a brief description. 9. Click OK to close the General Journal Batches page. 3-8
9 Chapter 3: Set Up Journal Templates and Batches Summary Journal templates allow you to work in a journal page that is designed for a specific purpose. That is, the fields contained in each journal template are exactly the ones needed for a particular part of the program. For example, you do not need to use the same fields when you post a sales invoice as when you post a payment. You can create multiple journal batches under each journal template. That is, several journals, each with its own name, can display the same page. This can be practical, for example, if every user needs to have his or her own journal. 3-9
10 Application Setup in Microsoft Dynamics NAV 2009 Test Your Knowledge Test your knowledge with the following questions. 1. Which of the following are the layers of the journal entry system? (Select all that apply) ( ) Journal Headers ( ) Journal Templates ( ) Journal Batches ( ) Journal Lines 2. On the General Journal Templates page, which of the following fields must be blank when the Recurring check box is selected? ( ) Force Doc. Balance ( ) Posting No. Series ( ) Reason Code ( ) No. Series 3. Which of the following fields is specific to templates and therefore not defaulted into the batches? ( ) Force Doc. Balance ( ) Posting No. Series ( ) Reason Code ( ) No. Series 3-10
11 Chapter 3: Set Up Journal Templates and Batches Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter
12 Application Setup in Microsoft Dynamics NAV 2009 Solutions Test Your Knowledge 1. Which of the following are the layers of the journal entry system? (Select all that apply) ( ) Journal Headers ( ) Journal Templates ( ) Journal Batches ( ) Journal Lines 2. On the General Journal Templates page, which of the following fields must be blank when the Recurring check box is selected? ( ) Force Doc. Balance ( ) Posting No. Series ( ) Reason Code ( ) No. Series 3. Which of the following fields is specific to templates and therefore not defaulted into the batches? ( ) Force Doc. Balance ( ) Posting No. Series ( ) Reason Code ( ) No. Series 3-12
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