Journal transactions (GL301000)

Provides the following menu commands:

Reverse batch

Generates a reversing batch for the currently open batch and displays its details in the window. Enter the Control total for the reversing batch and save it.

Add to schedule

Navigates to the Recurring transactions (GL203500) window, where you can specify the schedule parameters for the batch. Once the batch is assigned to a schedule, its status changes to Scheduled. Only batches with the Balanced status can be assigned to a schedule.

Reclassify

Opens the Reclassify transactions (GL506000) window, in which you can initiate the reclassification process. For details, see: About reclassifying general ledger transactions.

Includes the following menu commands you can click to generate reports:

Batch register details

Navigates to the General ledger register (detailed) (GL62100S) report, which displays the list of all the batches released and posted to the general ledger during the specified financial period. Batch details include accounts, subaccounts, currency, and amounts.

Unreleased transactions details

Navigates to the Unreleased transactions (detailed) (GL610500) report, which displays the list of transactions that were entered (but not released) during the specified financial period.

Reversing batches

Navigates to the Reversing batches (GL690010) report, which displays details of reversing batches.

The current status of the batch. The status defines what processing can be applied to the batch. The following options are available:

On hold

This status is usually assigned to newly created batches. Batches with the On hold status cannot be released or posted. If an On hold batch has total debits equal to the total credits, its status can be changed to Balanced once you clear the Hold check box.

Balanced

This status indicates that the debit total of the batch equals the credit total and that the batch is ready to be released or posted. A balanced batch can be modified or deleted, but changes can be saved only if the batch credit and debit totals are equal.

Scheduled

This status indicates that the batch was attached to a schedule. Scheduled batches are used as templates for generating similar general ledger batches, with the dates calculated according to the schedule settings. The batch can be scheduled if its status is Balanced. A batch with a Scheduled status can be modified, but it can be saved only if the debit and credit totals are equal.

Unposted

This status indicates a balanced batch that was released but not yet posted. Such a batch cannot be edited or deleted.

Posted

This status indicates that batch journal entries were posted or were used for updating appropriate general ledger account balances. Posted batches cannot be modified or deleted; they are available only for viewing.

Void

This status indicates that this batch is invalid and was cancelled, for example, in cases when the batch was removed from the schedule before the schedule was completed. However, because it is needed for auditing, the batch cannot be deleted.

The date when the batch was created, which relates to the transaction dates of the journal entries as follows:

• For a manually created batch: All journal entries included in the batch have this transaction date specified in the Transaction date column in the table.
• For a batch generated automatically by a Visma Net workspace other than the General ledger: Each journal entry included in the batch can have its own transaction date specified in the Transaction date column of the Table area according to the transaction date specified in the corresponding workspace.

The financial period to which the transactions should be posted.

All transactions from a batch are posted to the same financial period. By default, the period is calculated based on the transaction date and the definition of financial periods, but the period can be changed. If the transaction date doesn’t match any financial period, an error message stating that the financial period is closed or does not exist in the system will appear, and you will not be able to save the batch.

The system supports posting to closed financial periods if the Allow posting to closed periods check box is selected in the General ledger preferences (GL102000) window. Closed financial periods do not appear in the list of financial periods, so a closed period can be entered only manually.

A check box that indicates (if selected) that the batch is auto-reversing.

For such a batch, the General ledger workspace automatically creates a batch that reverses the original debit and credit transactions into the next financial period (that is, the debit entry is reversed and becomes a credit entry, and the credit entry is reversed and becomes a debit entry).

Such batches are used to reverse period-end adjustments. A reversed batch will be created when the original batch is released or posted, depending on the value selected for the Generate reversing entries option in the General ledger preferences (GL102000) window.

The type of this general ledger batch, which is specified by the system automatically. A general ledger batch can be one of the following types:

Normal

The type of general ledger batch that either you create manually in the General ledger workspace, or the system creates automatically in any workspace of Visma Net once a document is released and posted to the General ledger. For example: When you release a supplier invoice in the Supplier ledger workspace, a general ledger batch of the Normal type is generated in the General ledger workspace.

Consolidation

The type of general ledger batch generated by the system once the process of importing the data from the consolidation units to the parent company is run. For details, see: General ledger consolidation overview.

Trial balance

The type of general ledger batch generated by the system when you release the trial balance entry in the Trial balance window. For details on importing the trial balances, see: Import trial balances - overview.

Reclassification

The type of general ledger batch generated by the system when you reclassify a general ledger transaction of the Normal type. For details on the reclassification process, see: About reclassifying general ledger transactions.

Allocation

The type of general ledger batch generated by the system when the allocation process is run. For details on the allocation process, see: About allocation rules.

A check box that indicates (if selected) that a VAT-related transaction can be created manually; select this check box when you begin to create the transaction. When you select this check box, the VAT ID and VAT category columns appear in the table area on this window.

If this check box is selected, the Skip VAT amount validation check box appears in the top part of this window.

Note that it is not possible to enter both purchase and sales VAT in the same batch, and VAT IDs having the artially deductible VAT set cannot be used.

A check box that (if selected) causes automatic validation of a VAT-related transaction that you create manually to be skipped. This check box appears only if the Create VAT transactions check box is selected in this window.

It is recommended that you leave this check box clear so the system performs VAT amount validation.

If the VAT amount validation is skipped (this check box is selected), the system does not warn you if the manually entered VAT amount does not match the taxable amount of a transaction, which may cause errors in the appropriate VAT report.

Opens the Reclassification history window for the selected transaction.

This button is available only if a reclassified transaction is selected in the table.

The account (associated with the specified branch) whose balance will be updated by the journal entry. If an account denominated to a foreign currency is specified, all other batch transactions should be in the same foreign currency.

NOTE: The account that is specified as the Year to date net income account in the General ledger preferences (GL102000) window cannot be used for direct updating by journal entries.

The particular task of the project with which this batch is associated.

This column appears only if the Projects workspace has been enabled and integrated with this workspace.

The reference number of the external or internal document associated with the journal transaction.

Journal entries related to the same document should have the same reference number specified.

The documents reference numbers must be specified for VAT-related journal transactions. It is required because VAT and taxable amounts are reflected in the VAT reports only if they are linked to the corresponding documents.

If the reference number of the external document has been manually specified for a journal transaction, the document can only be opened if it originates from workspaces other than General ledger.

The VAT used to calculate the VAT amount; this column appears if the Create VAT transactions check box is selected in the top part. The VAT is entered automatically by the system when you select an account in the Account column (and the subaccount in the Subaccount column, if applicable) associated with a particular VAT.

You can overwrite the default value.

Note that a VAT ID having partially deductible VAT will not be available in this module, you have to use Purchase invoices (AP301000) or Transactions (CA304000) window.

The VAT category based on which the taxable amount is calculated; this column appears if the Create VAT transactions check box is selected in the top part of the window.

This VAT code is entered automatically by the system if you select an account in the Account column for which a particular VAT category has been defined in the Chart of accounts (GL202500) window.

You can change the default VAT code.

Note that a VATcategory having partially deductible VAT will not be available in this module, you have to use Purchase invoices (AP301000) or Transactions (CA304000) window.

The date when the transaction was generated, which the system fills in as follows:

• For a manually created batch: This is the date of batch creation as specified in the Transaction date field in the top part of the current window.
• For a batch generated automatically by an Visma Net workspace other than General ledger: This is the creation date that was defined for the transaction by the conventions of the functionality that generated this transaction.

The date specified in this column is used for the transaction in Visma Net reports.