Journal templates

About journal templates

Use journalA record that holds one or more transactions for posting. Synonymous with batch in batch processing. templates to create a library of reusable journals. For example, create a template if you transfer values between nominal accounts on a regular basis.

Each journal template can be amended or deleted when required. Once you have created the template, you can use it as a basis for creating a new journal, using the Journal Entry option.

You can create a journal with or without values in the debit and credit boxes. You can specify percentages instead of values. This is useful should you need to create journals that automatically apportion an amount across several transaction lines, such as distributing an expense across cost centres or departments. If you create a journal without values, you are prompted to enter values at the time you use the journal to post transactions.

If you create a journal template that uses percentage terms, you need only enter one figure when processing the journal and the remaining values are calculated automatically. For example, the following journal template is set up to distribute heating costs across cost centres.

Account	Cost centre/department	Dr/Cr	Value
Heating costs - general		Cr	100%
Heating costs	DP1	Dr	30%
Heating costs	DP2	Dr	40%
Heating costs	DP3	Dr	30%
This journal template is used to distribute costs of a heating bill for the general heating account. If the bill amount is 400, the posting values would be broken down as follows when the amount is entered.

Account	Cost centre/department	Debit	Credit
Heating costs - general			400.00
Heating costs	DP1	120.00
Heating costs	DP2	160.00
Heating costs	DP3	120.00
Where the percentage for the first account is less than 100%, any rounding errors encountered are added to or subtracted from the last account in the list.

You can apply rules to the template that govern how often it can be used, the date from which it may be used and the date after which it can no longer be used. Once the journal exceeds the specified limitations, then it cannot be used again and should be deleted.

Note: You cannot mark a journal template as recurring or reversing. However, you can enter a recurring or reversing journal that is based on the template when you use the Journal Entry routine.

To use journal templates

Open: Nominal Ledger >Enter Transactions > Journal Templates.

Prepare the journal template.

If you intend to create a new journal template, click Add to display the Add Journal Template window.
If you intend to amend an existing journal template, select the required journal template from the displayed list and click Edit.

The Edit Journal Template window appears.

Specify the journal Name. You must enter a unique name for each journal template.

Specify Template type as Accounts Only, Percentages or Value.

Accounts only: Do not specify any amounts in the debit or credit column for the postings. These will be entered when the journal is posted.
Percentages: Specify percentages in the debit or credit column for each posting. The total of the debits and credits must both be 100%.
Value: Enter a value in the debit or credit column for each posting. The total of the debits and credits must match.

Specify the journal restrictions.

Max no. of uses: To restrict the number of times the journal can be used, click Max no. of uses and specify a value of up to 99.
Start date: Enter the earliest date the template can be used.
End date: Enter the latest date the template can be used.

To add a line to the journal, click in the Template contents and journal line is added. For each transaction enter the nominal account (A/c No., cost centre (CC), department, account type, narrative, transaction analysis code (if used), and the value or percentage details. You can leave the debit and credit values blank.

To amend any details, click on the item to amend and make the required changes.

To delete a line, select an item for deletion from the list displayed and click Delete.

To clear all the lines in the journal, click Clear.

To confirm the journal template is completed, click OK.

Note: You may complete a template journal that does not balance; although if you wanted to post it later, you will have to make it balance. If you have a long list of postings, the totals at the top of the window make it easy to see if you have a matching set.