Journal Entry/Query

Journal Entry/Query

Journal Entry/Query

Finance entries are recorded here. Entries are created automatically (in case Media and Job module is used) or manually. Entries can be saved as unposted, or saved and posted into respective accounts. The Print/Send button on journals like payments, receipts and debit/credit notes generates the journal copy in addition to the document copy.

Company

Manually enter company code or click on the search icon to choose between multiple companies. Company selected under Menu>Finance>Settings is default. Journal entries saved under a particular company code are linked to the selected company’s books.

Journal Type

Journal types are setup in the Menu>Finance> Journal>Journal setup.

Unposted

The checkbox identifies if the batch is posted or not. Unposted batches are journal entries that are saved in the system but do not reflect in Trial Balance and Financial statements. They do not appear in Ledger printouts unless explicitly set to include in the Ledger Printout settings page.

Batch No.

This is the number given to identify a journal entry (Journal entry consists of several recordings each of which is either a debit or a credit). A batch can have 1 or more vouchers. Unposted batches have a different sequence of numbering compared to posted batches’ sequence of numbering.

Click on the search icon to open a list of periods in which the batches were posted. This list contains posted and unposted batches and the unposted batches are identified by UNPOSTED displayed to the right of the period.

Select a period to display the list of batches. The list of batches also gives information about First voucher number in the batch, First Account Name in the batch, Period, user it was saved by, posted/unposted and the number of lines in the batch.

Period

Default period is the current period in M/YYYY format. Period can be changed before saving a batch. The significance of the period is that the journal is posted into the period specified.

Body of the Journal

The columns are set under Menu>Finance> Journal>Journal setup. NEOSYS defaults to assuming that the FIRST line of a voucher is considered to be the main posting and all the other lines are "contra" or "bifurcations" of the first. Virtually every voucher falls into this ONE MAIN+ONE OR MORE CONTRAS concept. Few important columns are:

1. Date: Date is entered in the line with the MAIN account and a ditto sign (“) is entered in the lines with OTHER accounts. This date appears in Voucher file. Date need not match the period of the batch. This date is used in the aged balance report.
2. Voucher No.: Number used to identify a single balanced journal. Voucher number is auto-generated if specified in Journal Setup
3. Main Account number: Account number of the FIRST line or MAIN account
4. Main Amount: Amount to be posted to the main account in any currency. Amount when manually entered should be followed by the currency code. If no currency code is entered then base currency code defined in Company File is automatically appended. This applies to all fields where a amount and currency is entered
5. Main Base: Amount to be posted to the MAIN account in base currency
6. Other Account number: Account number in the contra line
7. Other Amount: Amount to be posted to the contra account in any currency
8. Other Base: Amount to be posted to the other account in base currency
9. Alloc Vchs: Select from a list, the vouchers that are allocated with the posting of the current voucher
10. Alloc Amts: Amount allocated from the voucher/s selected in Alloc vchs
11. Analysis code: All Revenue and Cost accounts must have a analysis code. This enables billing analysis reports under Menu>Analysis>Billing Analysis

At the moment Analysis code is must and only required for accounts which are defined as a bill or cost account on billing analysis type. Analysis code consists of following fields:

1. Bill/Cost
2. Media/Jobs
3. Brand
4. Vehicle (Available when the account is related to Media)
5. Supplier (Available when the account is related to Jobs or Production)
6. Type (Available when the account is related to Jobs or Production)
7. Market (Available when the account is related to Jobs or Production)