Journal Header Detail

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, access the AR Journal Entry form and enter journal header details.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Batch

This is the batch 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 credit note is saved. System-generated batches display with an S as a prefix to the batch number.

Branch

The default value is the branch specified on the Accounts Receivable Module Control form. 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 current batch in read-only format.

Reference

This is the journal reference number, which must be unique for the customer and can be up 20 alphanumeric characters. Leave this field empty if the Accounts Receivable Module Control option to automatically generate references is selected for journals.

Greentree allocates a reference when the journal is saved, using the parameters defined in Accounts Receivable on the Purchase Order 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 you can change it.

Customer Detail

Enter or select the customer you are creating the journal for. You can search for the customer using the Code, Alpha, or Name fields. The Currency and Rate of the customer defaults in read-only format (if applicable).

Note: If foreign currency is in use, and the Accounts Receivable Module Control option Create credit note exchange variances is selected, an exchange variance is generated if applicable and updated to the General Ledger Exchange Variance account specified in the General Ledger Module Control when the credit is saved.

If the Create credit note exchange variances option is not selected, the transaction is saved with the same exchange rate as any transaction to which it is later applied.

Use GL Control Account

Select this option if you want the journal to use the selected customer's AR control account as the journal contra-account. If you select this option, the general ledger account fields defaults in read-only format to the AR 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 to 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 AR control account, depending on whether the journal has a negative or positive value.

Subcode

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

You can subtotal the GL Transaction Listing report based on subcode. You can also create a customised report, or run a query to output transactions summarised by 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 customer'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.