Accounting journal

All the accounting transations have necessarily to belong to an accounting journal. Thus, it's necessary to create at least: a sale journal (for the customers invoices), a purchase journal (for the suppliers invoices), and a journal for each cash or bank account.

To consult, modify or create new journals, use the menu: Financial Management > Definitions > Journal > Journal Definition.

Just like the general accounts, the journals can be deactivated to not being visible anymore.

You have to associate a view to each journal. The journal view indicates the fields which have to be visible and required during the transactions entry in this journal. The view also determines the order and the properties of each field. For example, banking information such as Receipt Number have to be visible for bank journal entries but not for other journals.

Before creating a new journal view, check if there isn't equivalent defined for another journal. You will have to create a new view only for new journal types.

You can also create a sequence for each journal. This sequence gives the automatic numbering of the accounting records. Several journals can use the same sequence. That allows you to define global numbering for several journals.

The debit and credit accounts by default allow to automatically generate the counterparts of the transactions in the fast Standard Entry menu option. For example, in a bank journal, it is wise to put the account banks associated with credit and debit accounts by default what avoids you to type the counterpart account for each transaction.

A journal can be marked as centralized. In that case, the counterpart transactions are no more specified by transaction but globally by journal / period. You will have a credit line and a debit lines held in a cumulative way for each centralized journal.

General Information

Journal name: Enter the name of the journal
Active: Check the box to active the journal and vice versa
Code: Enter the code of the journal
Type: From the drop down list, select the type of the journal
View: Press F2 to select journal view
Entry Sequence: Press F2 to select the entry sequence
Default Debit Account: When in journal entry mode, after a credit entry is made, TinyERP automatically create an offset entry which debit the "Default Debit Account". Specify the account here, eg bank account for bank journal.
Default Credit Account: Specify the account here.
Centralisation:
Allow Cancelling Entries:

Jounals rights management

Two controls can be implemented about journals in Tiny ERP: controls on the accounts and users groups rights. In addition to these controls, you can also apply the whole rights management which will be seen in the chapter on the administration.

In order to avoid mistakes in selecting accounts in the transactions entry, you can specify conditions on the general accounts which can be used in a specific journal. To do that, it's necessary to list all the valid accounts in the second tab 'Entry Controls'. If you don't encode any account, Tiny ERP doesn't apply any control to the transactions. If you specify the accounts which can be used in a journal, Tiny ERP prohibit any transaction which uses an account not listed. This control will be done during the transactions saving.

This functionality is interesting in the way it limits the entry errors. Thus, in a bank journal you can limit the use of the accounts to the only following accounts : bank account and classes 1 to 5 accounts. That prevent the user to type incorrect transations for this journal.

To initiate the controls on the users who have the rights or not to work in each journal, fill in the user list groups in the tab 'Access Group'. The principle is the same one as for the accounts; if no group is specified, no control is done about access rights whereas if groups are specified, the users have to belong to, at least one of these groups, to be able to work in this journal. The exellent management of the user groups will be detailed in the chapter on the administration.