AP Transactions

AP Transactions - Journal

Navigator > Tasks > Accounts Payable > Enter Transactions > Journal

You can adjust account balances without affecting expense or GST analysis. Journals are rarely used, as errors are corrected by a transaction reversing the error (that is, entered with a negative amount) or by editing the offending transaction. Usually journals are used when initially setting up Accredo to enter opening balances (such as unpaid Invoices from prior months) and occasionally to transfer balances between accounts.


Transaction Tab
Creditor Code	The creditor this transaction affects. The Creditor Name, Currency and Regime code will be displayed.
Date	The date of the transaction. This defaults to the date of the previous transaction, or initially the System Date. It can be changed but it must be within the date range for the period selected.
Origination Date	Read-only, defaults to blank.
Reference	A reference for the transaction. The field changes as appropriate for the transaction being entered.
Comment	Enter a comment to be recorded against the transaction.
Narration	Narration for the transaction. If you perform detailed transfers to General Ledger, the narration is carried through to the General Ledger Batch line.
Rate Type	Type of exchange rate.
Branch	The Branch for the transaction - analysis lines for Invoices, Credits and Cash Purchases can be assigned another Branch. (Accredo Saturn Only)
Exchange Rate	The exchange rate.
Department	The Department for the transaction - analysis lines for Invoices, Credits and Cash Purchases can be assigned a different Department. (Accredo Saturn Only)
Auto Allocate	All - Transactions will be allocated against the oldest outstanding balance. Whole Balances - If the transaction would clear one or more whole outstanding balances, for example Balance 3, or Balance 3 + Balance 2, or Balance 3 + Balance 2 + Balance 1 etc., then allocation will be automatic, otherwise the user will be prompted for immediate allocation. None - Transactions will not be auto allocated.
Gross	Enter the gross amount of the transaction.
GL Account	The General Ledger account which the journal transactions will be posted to; that is, the GL Account specified here is debited, or for negative journals, credited with the amount of the journal. The GL Account number for the journal must be specified.
Account Name	The name of the GL Account.
Balances	The current aged account balances are shown for information only. Balances update when the transaction is posted.
Pending Total	The figure that will appear in the Total field on Save.
Bill From	If the Creditor code has Bill To Creditor set (for example, creditor is an individual but billing is to head office), when the transaction is saved, this field shows the original Creditor code entered, and the Creditor code field is re-populated with the Bill To Creditor code. If there is No Bill To Creditor code, the From field still populates with the Creditor code, both fields will show the same code.

Effect of the Transaction

The creditor's account balance is increased by the gross amount of the transaction entered. No other information is changed. The account balance can be reduced by prefixing a minus sign to the amount.