Journal (financial accounting)
Description
Documents can be posted in financial accounting either manually or via interfaces (e.g. outgoing invoice journal, incoming invoice journal, cash journal). With this module, the bookings can be listed and, to a limited extent, changes can also be made subsequently in cost accounting (cost types, cost centres and cost objects).
The journal output can be structured or unstructured. The latter case of journal output serves in particular as an interface for the output of bookings for other systems (e.g. according to the GDPdU standard (IDEA)).
Functionality
- Journal selection
- Journal
- Journal (unstructured)
- GDPdU Standard (IDEA)
- Editing cost accounts
- Edit booking text
Journal selection
This window is used to select the documents entered in Financial Accounting. It is divided into the specification of selection criteria regarding the document selection and extended specifications regarding the display of the selected documents.
| Symbol | Description |
|---|---|
 | Start selection and display of documents |
| button | Description |
|---|---|
| Lists | Start selection and display of documents |
Document selection
This window is used to define the selection criteria in relation to the specifications in the document header.
| Field | Description |
|---|---|
| Document selection | - |
| : Financial year | Selection of the fiscal year from which documents are to be displayed. According to this selection, a specific period can be selected in the next field |
| : Period | Selection of the fiscal period in which the documents to be displayed were posted |
| User | Selection of a specific user who posted the documents. This field can also remain empty, in which case the documents of all users are taken into account in the further selection. |
| : Booking incident | Selection of documents according to posting event |
| : Booking date | Selection of documents by posting date (date of entry) |
| : Document date | Selection of documents by document date |
| : Document number | Selection of documents by document number |
| Company codes | If a posting to company codes is planned in the client, the journal can be further selected for individual or several company codes. If one or more company codes are selected, you can specify in the next field "Exclude" whether postings of the selected company code(s) should be excluded from the display. You then receive a journal without the postings of the selected company code(s) |
Extended
In this window, you can enter additional information on the output of the documents.
| Field | Description |
|---|---|
| Display options | - |
| : Journal | Output of the receipts in a structured form. In this form you can view the structure - and thus the posting - of a document as a whole |
| : Unstructured | Output of the documents in unstructured form. This selection serves in particular to export the document data via the clipboard and to be able to further process them using other programs. In particular, this selection must be made in order to export data according to the GDPdU standard (IDEA). |
| Output Options | - |
| Only posted documents | Indication of whether you only want to see the receipts that have actually been posted - and not just those that have been entered. Unposted documents can exist in the system due to, among other things, split postings that are not closed, cancelled or not posted |
| : max. number of receipts | Limiting the number of documents displayed |
| The following fields are displayed depending on the display options selected | |
| : Cost display | This field can only be selected in "structured" journal view. If this field is selected, the cost types, cost centres and cost unit accounts and values are also displayed |
| : Personal bookings | This field can only be selected for "unstructured" journal view. If this field is selected, then the person bookings are also output |
Journal (structured)
This window is used for the structured listing of documents in financial accounting. The columns can therefore not be sorted - in contrast to the unstructured form.
You can branch from the journal via the context menu (right mouse button) to the accounts specified in the respective posting lines and subsequently change the posting text or the cost account assignment.
| Symbol | Description |
|---|---|
 | Delete list content |
 | Switch from structured journal view to unstructured form |
 | Display document history |
 | Copy to Clipboard/Print Journal |
| Field | Description |
|---|---|
| with cost display | If this field is selected, the cost types, cost centres and cost unit accounts and values are also output |
| button | Description |
|---|---|
| Selection box | Call up the journal selection window |
| Close | The window is closed. |
| Menu item | Description |
|---|---|
| The menu items can be selected or locked depending on the contents of a selected entry | |
| Editing Text | Possibility to enter or change the booking text |
| Financial account balances | |
| : Debit account | Display of the account balances of the debit account |
| : Credit account | Display of the account balances of the credit account |
| Personal account balances | |
| Fibu account | Display of the account balances of the person holding account |
| OP Account | Display of the OP account |
| Expense account balances | |
| : Cost elements account | Display of the account balances of the cost element account |
| : Cost centres account | Displaying the account balances of the cost centre account |
| : Cost unit account | Display of the account balances of the cost unit account |
| Editing cost accounts | Selection for subsequent change of the cost account assignment. Only those documents whose posting period is either open or closed can be postprocessed. For postings of archived documents, the cost accounts cannot be subsequently changed. |
| With cost and activity posting document | Together with the data of the selected booking document, the cost and service booking module is called up in order to rebook costs between cost elements, cost centres and/or cost units, as well as orders. The cost and activity posting document is posted immediately as the successor document of the financial accounting document in its posting period |
| Without cost and activity posting document | The cost element (if totalled to the same P&L account), the cost centre, as well as the cost object or sales order of the posted document can be changed in an editing mask. This subsequent change to a booking document should only be used to a very limited extent for reasons of GoB and then only very close to the original time of the booking to be changed |
| Copy/cancel document | Calling the module for copying/cancelling the selected journal entry |
| Open assigned document | If a document is assigned to the booking (in the column "Document" a corresponding symbol is displayed before the number), it can be opened with this menu item. If no document is assigned to the booking, this menu item is locked. |
| Assign document | This function associates the booking with a document via a document reference, which is created automatically. The function works as follows:
|
Journal (unstructured)
This window is used for the unstructured listing of documents in financial accounting. In contrast to the "structured" form of listing, you can sort by column here. Postings of a document can be identified by the same meter number (last column).
This form of journal output serves in particular as an interface for the output of bookings for other systems (e.g. according to the GDPdU standard (IDEA)).
| Symbol | Description |
|---|---|
| Delete list content |
| Switch from unstructured journal view to structured form |
| Copy to Clipboard/Print Journal |
 | The data for the displayed (unstructured) journal are exported according to the GDPdU standard (IDEA) |
| Menu item | Description |
|---|---|
| Display selected entries in the journal (structured) | If one or more lines are selected, you can use this selection to display the documents as a journal in structured form |
| Display account balances for selected entries | The balances of the addressed accounts of the selected documents are displayed as a list |
Account balances
Use this window to list the account balances of the selected documents from the unstructured list.
Export of files according to the GDPdU standard (IDEA)
If the issue of the journal is selected in unstructured form, the listed journal records can be issued in GDPdU Standard (IDEA) format for auditing purposes by the tax offices of the Federal Republic of Germany.
The files
- company.txt with the company master data
- Chart of accounts.txt with the G/L chart of accounts
- journal.txt with the journal
- SuSaLi.txt with the summary and balance list
- index.xml with the format specifications of the above files
- gdpdu-01-08-2002.dtd (required standard format file)
in a freely selectable directory. The character code of the files is UTF8 (Unicode).
| Field | Description | Data origin |
|---|---|---|
| Name | Output of the company name (see Client - Master data) | var(cyberEnterprise).partner.name |
| Street | Output of the company's street address (see Client - Master data) | var(cyberEnterprise).partner.Access("CX_STREET_ADDRESS").street |
| POSTCODE | Output of the postal code of the company's street address (see Client - Master data) | var(cyberEnterprise).partner.Access("CX_STREET_ADDRESS").zipCode |
| Place | Output of the location of the company's street address (see Client - Master data) | var(cyberEnterprise).partner.Access("CX_STREET_ADDRESS").city |
| Country | Output of the country code of the company's street address (see Client - Master data) | var(cyberEnterprise).partner.Access("CX_STREET_ADDRESS").countryCode translated using the enumeration table classix.num~countryName |
| Phone | Output of the company's telephone number (see Client - Master data) | var(cyberEnterprise).partner.Access("CX_DESK_PHONE").uniqueID |
| Fax | Output of the company's fax number (see Client - Master data) | var(cyberEnterprise).partner.Access("CX_FAX").uniqueID |
| Currency | Output of the local currency of the company (see Client - Master data) | var(cyberEnterprise).partner.currencyEnum |
| Method of determining the profit | Output of the company's method of determining profit (see Client - Accounting) | var(cyberEnterprise).incomeDeterminationTypeEnum translated using the enumeration table classix.num~incomeDeterminationTypeEnum |
| Basic account plan | Issue of the company's basic chart of accounts (see Client - Accounting) | var(cyberEnterprise).accounted.standard |
Fields File "Chart of accounts.txt" of the G/L chart of accounts
| Field | Description | Data origin |
|---|---|---|
| Account number | Account number | var(generalLedger).uniqueID |
| Designation | Name of the account | var(generalLedger).shortName |
| Type | whether the account is an ordinary G/L account or a reconciliation, cash, tax or discount account | var(generalLedger).call(GDPdU_Export_TypeOfAccount) |
| Balance sheet | In the case of a balance sheet account, it is shown whether it is an asset/liability account with additional information whether it is a down payment account and/or marked with (with balance exchange) | var(generalLedger).call(GDPdU_Export_BalanceSheetText) |
| Profit and Loss Account | In the case of a profit and loss account, it is shown whether it is a revenue or expense account | var(generalLedger).call(GDPdU_Export_ProfitAndLossStatementText) |
| Tax posting | Tax-relevant details of the account, such as: with input tax, with output tax, gross advance payment or generally yes/no(permitted) | var(generalLedger).call(GDPdU_Export_TaxText) |
Fields File "journal.txt" of the journal
If the output option "Personal bookings" has been selected for the extended journal selection in the unstructured display, the open item bookings are also written to the file.
| Field | Description | Data origin |
|---|---|---|
| Booking counter | Unique, internal counting number of the document header. The posting header, as well as all individual postings belonging to this posting, have the same counter number | var(journalTxn).TopTransaction().counter |
| Booking day | Date of booking (see booking mask) | var(journalTxn).TopTransaction().date |
| Booking incident | Short description of the posting event of the document header, such as SB for G/L posting, RA for outgoing invoice to customers or ZA for outgoing payment to suppliers (see posting mask) | var(journalTxn).TopTransaction().financialBookingEnum translated using the enumeration table classix.num~financialBookingEnumShortName |
| Document number | Number of the document (from document header) (see posting mask) | var(journalTxn).TopTransaction().uniqueID |
| Document date | Date of the document (header) (see booking mask) | var(journalTxn).TopTransaction().processed.date |
| Account_target | Number of the debit account of the (individual) booking | var(journalTxn).debitAccount.owner.hard.uniqueID |
| amount_target | Debit amount of the (individual) posting (without currency abbreviation) | var(journalTxn).debit |
| Amount_Have | Credit account number of the (individual) booking | var(journalTxn).creditAccount.owner.hard.uniqueID |
| Account_Having | Credit amount of the (individual) booking (without currency abbreviation) | var(journalTxn).credit |
| Booking text | Text of the (individual) booking | var(journalTxn).comment |
| Control key | If the (individual) booking was posted with a control key, the identification number of the control key is displayed here | var(journalTxn).tax.hard.uniqueID |
| Tax percentage | If the (individual) posting was posted with a tax key, the percentage of the tax key is displayed here | var(journalTxn).taxPercent |
| Tax amount | If the (individual) posting was posted with a tax key, the tax amount is displayed here. This amount is not displayed here if the posting is to a tax account itself | var(journalTxn).taxAmount |
| Costs | Amount of costs, if it is a P&L entry | var(journalTxn).costs |
| Type of cost | Output of the number of the cost element, if the (individual) booking was booked with a cost element | var(journalTxn).costTypeAccount.owner.hard.uniqueID |
| Cost centre | Output of the number of the cost centre, if the (individual) posting was posted with a cost centre | var(journalTxn).costCenterAccount.owner.hard.uniqueID |
| Cost unit | Output of the number of the insurance provider, if the (individual) booking was posted with an insurance provider | var(journalTxn).costObjectiveAccount.owner.hard.uniqueID |
| Mission | Output of the sales order number if the (individual) booking was booked with an order | var(journalTxn).salesOrder.uniqueID |
| Company code | Output of the company code name if the (individual) booking was posted with a company code | var(journalTxn).areaAccount.owner.hard.uniqueID |
| The following fields are only displayed if the option "person bookings" has been selected | ||
| People_Account | Issue of the personal account number | var(journalTxt).openItemAccount.hard.owner.hard.uniqueID |
| Person_Name | Output of the name of the person holding account partner | var(journalTxt).openItemAccount.hard.owner.hard.partner.hard.name |
| Person_Address | Output of the street address of the person holding account partner | var(journalTxt).openItemAccount.hard.owner.hard.partner.hard.Access("CX_STREET_ADDRESS"). call(GDPdU_Export_OpenItemAccountOwnerAddress)) |
| People_target | Debit amount of the open item posting (without currency abbreviation) | var(journalTxn).debitOpenItem |
| People_Have | Credit amount of the open item posting (without currency abbreviation) | var(journalTxn).creditOpenItem |
| Personal_control_key | If the open item posting was posted with a control key, the identification number of the control key is displayed here | var(journalTxn).tax.hard.uniqueID |
| persons_tax amount | If the open item posting was posted with a tax key, the tax amount is displayed here | var(journalTxn).taxAmount |
| Field | Description | Data origin |
|---|---|---|
| Account | Account number | var(tmpPeriodMonitor).Dimension("CX_ACCOUNT",1).hard.owner.hard.uniqueID |
| Designation | Name of the account | var(tmpPeriodMonitor).Dimension("CX_ACCOUNT",1).call(name) |
| target_period | Target value of the selected period | var(tmpPeriodMonitor).current.debit |
| Credit_Period | Credit value of the selected period | var(tmpPeriodMonitor).current.credit |
| Balance_period | Balance of debit and credit values for the selected period | var(tmpPeriodMonitor).var(currentBalance) |
| Opening balance | Opening balance in the selected financial year | var(tmpYearMonitor).var(openingBalance) |
| target_cum | Cumulative target value by the end of the selected fiscal year | var(tmpYearMonitor).current.debit |
| Have_cum | Cumulative credit value up to the end of the selected financial year | var(tmpYearMonitor).current.credit |
| Total balance | Balance of cumulative debit and credit values up to the end of the selected financial year | var(tmpYearMonitor).var(accummulatedBalance) |
Editing cost accounts
Use this window to change the cost element, cost center, and cost object or sales order of a posting. Please note that no log is created for this type of change. To change the cost accounts of a document that has already been posted, it is recommended to access the module of cost and activity postings via the context menu in the journal.
| Field | Description |
|---|---|
| Costs | Display of the cost amount of the booking. This value cannot be changed |
| Type of cost | Display only those cost elements that total to the same P&L account. Only within these cost elements can be selected as desired. This field can only be selected if cost element accounting has been stored in the client |
| Cost centre | Select a cost centre. This field can only be selected if cost centre accounting has been stored with the client |
| Cost unit/order | With the right mouse button you can switch between the selection of a cost object or a sales order or sales order item. This field can only be selected if cost object controlling has been stored in the client |
| button | Description |
|---|---|
| Save changes | The booking document is processed with the displayed data |
Edit booking text
In this window, you can edit the transaction text of the transaction row selected in the journal. Please note that this type of change does not create a log.
| Field | Description |
|---|---|
| Text | Booking text |
| button | Description |
|---|---|
| OK | The booking text is taken over |
Related topics
Technical documentation
Journal Financial Accounting
Module name
finajour.mod
Classes
Security
In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.
| Message | Parameters | Function | Security |
|---|---|---|---|
| FINANCIAL_JOURNAL_SELECTED | Call up from document history etc. (individual booking) | ||
| LIST_FINANCIAL_JOURNAL | Collection financial accounting objects or NULL | Call up the list window Journal | Call from document history etc. (several bookings) |
| SELECT_FINANCIAL_JOURNAL | Recipient of the reply | Selection window Call up journal selection | Call from main menu |
| EDIT_JOURNAL_COSTS_TXN | Call up Edit cost accounts | Call from the journal window itself |
| Message | Parameters | Function | Receiver module |
|---|---|---|---|
| LIST_FINANCIAL_JOURNAL | Collection financial accounting objects or NULL | Call up the list window Journal | Journal Financial Accounting Module |
| SELECT_COSTS_BALANCES | |||
| SELECT_FINANCIAL_BALANCES | |||
| SELECT_FINANCIAL_JOURNAL | Recipient of the reply | Selection window Call up journal selection | Journal Financial Accounting Module |
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