Journal Header Detail

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If the option to Use batches is selected on the Module Control form, enter batch header details before accessing this form. If you are not using batches, you can access the AP Journal Entry form and then enter journal header details.

Batch

This number that identifies the transactions in this batch. If you are entering batches, it displays the number you entered into the batch header. If you are not entering batches, Greentree Desktop generates a batch number for you when the transaction is saved. System-generated batches display with an S as a prefix to the batch number.

Branch

The default value is the branch specified in Accounts Payable Module Control, but you can change it if the batch is related to a different branch.

Last journal number

This field displays the last journal number entered into the batch in read-only format.

Reference

This is the journal reference number, which must be unique for the supplier and can be up 20 alphanumeric characters. If the Accounts Payable Module Control option to automatically generate references is selected for journals, you can leave this field empty.

Greentree Desktop allocates a reference when the journal is saved, using the parameters defined on the Accounts Payable Module Control form.

Document No

Use this field to enter an additional reference for the journal, which can be used to search for the journal using this form in the future. It can be up to 20 characters.

Date

This is the transaction document date. It defaults to today's date but can change it.

Supplier Detail:

Enter or select the supplier you are creating the journal for. You can search for the supplier using the Code, Alpha, or Name fields. The Currency and Rate of the supplier defaults to the details in read-only format.

Company

The default value is the company you are logged into, but you can change it if the journal relates to a different company.

Use GL Control Account

Select this option if you want the journal to use the AP control account of the selected supplier as the journal contra-account. If you select this option, the general ledger account fields defaults in read-only format to the AP control account details.

If you don't select this option, you can specify the general ledger account to use as the journal contra-account.

GL Account

If the option Use GL Control Account is not selected, you can specify a general ledger account to use as the journal contra-account. This account is debited or credited opposite the AP control account, depending on whether the journal has a negative or positive value.

Subcode

This is a non-validated field that you can use to enter a subcode associated with the general ledger account. A subcode can be used to create dissection among transactions, so that you can summarise report information at a subcode level.

You can, for example, use this to capture motor vehicle expenses, if a vehicle's registration is entered as the transaction line subcode.

The GL Transaction Listing provides the option to sub-total based on subcode.

Quantity

If the general ledger account is a quantity account, you can enter a quantity.

Posting date

The default value is the journal date, but you can change it. It is the date that determines which period the transaction falls into for reporting purposes.

Period end

This defaults the period end date of the period in which the posting date falls.

Narration

Enter a narration for the journal header. In the first instance, this populates with the supplier's name but you can change it.

Total debits

This field displays the total value of debit values added to the journal.

This field is read only.

Total credits

This field displays the total value of credit values added to the journal.

This field is read only.

Zero proof

This is the net value of the journal debits less credits). To ensure data integrity when you are entering journals, this value should always be zero.

This field is read only.

• Journal Entry
• Currency Exchange Rate Maintenance
• Module Control

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