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Journal header (form) [AX 2012]

Updated: August 24, 2012

Applies To: Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

The name of this form changes, depending on how the form is opened.

Use this form to create and view journals for the following modules:

  • Accounts payable

  • Accounts receivable

  • Cash and bank management

  • Fixed assets

  • General ledger

  • Payroll (View only)

For more information about a particular journal, select the journal, click Lines, and then press F1.

NoteNote

If you are working with a journal that is set up to use workflow approval, additional controls are displayed at the top of the form, including a yellow information bar and a Submit button or an Actions menu. For more information, see Submit a document and Workflow actions.

Some buttons are not available when a journal has been submitted for workflow journal approval. When the journal is approved, the Post button options are available and the other controls and fields in the form are not. If you modify an approved journal, the workflow status is reset, the Post button options are not available, and the other controls and fields are available. When the changes have been made, you must resubmit the journal for approval.

The following tables provide descriptions for the controls in this form. 
NoteNote

The controls that appear in this form may vary depending on how the form was opened.

Tabs

Tab

Description

Overview

Create a journal and view open, posted, or all journals according to the selection in the Show list at the top of the form.

General

Select or view additional posting parameters for the journal that is selected on the Overview tab.

Setup

Select additional setup options, such as offset account options, currency options, and whether sales tax is included on the journal lines, for the journal that is selected on the Overview tab.

Blocking

Enter and view parameters that indicate how the journal that is selected on the Overview tab is blocked for use.

To exclude users or user groups from the journal, either select the Private check box, or select a group in the Private for user group field. For security reasons, only one user at a time is allowed to enter lines in a particular journal.

Financial dimensions

View information about financial dimensions, such as the default dimensions and where the dimensions are used in account structures and advanced rule structures.

Bill of exchange

Enter bank information for the journal that is selected on the Overview tab, if the journal is a bill of exchange journal.

Promissory note

Enter bank information for the journal that is selected on the Overview tab, if the journal is a promissory note journal.

History

View details about the approval procedure, if any, for the journal that is selected on the Overview tab.

If the journal is created through intercompany accounting, you also can view details about the origin of the journal.

Buttons

Button

Description

Lines

Open the Journal voucher form, where you can create or view the journal lines of the journal that is selected on the Overview tab.

To activate the Lines button in a remittance journal, click the Bill of exchange tab and enter a bank account. You cannot change the bank account on journal lines.

Approval

Open a menu that contains the following items:

  • Report as ready – Specify that the selected journal is ready for approval.

  • Approve – Approve the selected journal.

  • Reject – Reject the selected journal.

NoteNote

This button is available only if the Active check box is selected in the Journal names form for the journal name that is used by the selected journal.

Print

Print journal reports.

Fields

Field

Description

Show

Select one of the filter settings:

  • All – Display all transactions.

  • Open – Display transactions that are not posted.

  • Posted – Display posted transactions.

The default selection is Open.

Show user-created only

Select this check box to display only journals that you created. You might want to do this if you can post only journals that you created. For more information, see Posting restrictions (form).

Name

Enter or select the name of the journal. The list contains only journal names of the relevant journal type. You can create and define journal names in the Journal names form.

Journal batch number

The number of the current journal, which is assigned by following the voucher series that was set up in the Number sequences area of the General ledger parameters form.

Description

Enter a description for the journal. The description from the Journal names form is the default value.

Posted

If this check box is selected, the journal has been posted.

NoteNote

An indication of whether a journal has been posted allows you to filter the journals that appear in the Journals form.

Log

Select this check box to store the error messages that were generated when the journal was validated.

In use

If this check box is selected, the journal is currently in use.

Reversing entry

If this check box is selected, a default reversing date is provided for the first entry in the voucher.

Reversing date

Enter a default reversing date for the reversing transactions in the selected journal. You also can modify the date in the Journal voucher form.

Journal type

The journal type that was specified in the Journal names form. You cannot change this value.

Posting layer

The type of transactions that can be posted in this journal.

NoteNote

The transaction type for the journal is copied from the Posting layer field in the Journal names form.

Detail level

Specify the summation level.

  • Details – Post every instance of an account number in the journal lines as a separate account transaction.

  • Summary – Combine the journal lines into one transaction during posting if vouchers have the same date, account number, dimension, and currency code values, and the Payment reference field is blank.

Delete lines after posting

Select this check box to delete journal lines when posting has been completed.

Caution noteCaution

If you delete journal lines, you cannot view inquiries for those journal lines later.

Lines limit

Specify the maximum number of lines that can be included in a journal. If the number of lines in a journal exceeds this number, the lines are distributed into several smaller journals before the journals are posted. The setup from the Lines limit field in the Journal names form is the default value.

Account type

Select the account type that you want this journal to use as the default offset account type. The default value was set up in the Offset account field in the Journal names form, but can be changed.

Offset account

The default offset account that is automatically copied to all lines in the journal. It is set up in the Journal names form. For a payment journal, specify the account number so that all payments can be posted to the correct account. Any changes to this field do not affect previous transactions.

Document

The number of the external document, such as a vendor invoice, that generated the voucher. The number is copied to the journal lines, where it can be associated with a document date.

Number allocation at posting

The voucher number allocation in journals at the time of posting.

Currency

The default currency code, which was specified in the Currency field in the Journal names form. You can change this value. The code is inserted in the Currency field in the journal lines. If the field is left blank, the default currency is inserted for the journal lines.

Forced rate

Select this check box to use an exchange rate, other than the rate that would typically be used according to the posting date, for the selected currency code.

The default setting was specified in the Fixed rate field in the Journal names form, but it can be changed.

Exchange rate

The currency exchange rate that applies to the transaction. The exchange rate is expressed as the number of units of the foreign (non-accounting) currency that is indicated in the Quotation unit field in the Currency exchange rates form. (Click General ledger > Setup > Currency > Currency exchange rates.)

Secondary exchange rate

The secondary exchange rate.

Amounts include sales tax

Select this check box if the amount that is entered in the journal line includes sales tax. This setting was specified in the Amounts include sales tax field in the Journal names form, but it can be changed for the current journal.

Private

If you select this check box, the Private for user field is automatically completed with your user ID.

Used by user

The user who is currently using the journal.

Private for user

The identifier of the user who selected the Private check box.

Locked by system

If this check box is selected, the journal has been locked by the system, and you cannot post in the journal. You can also select this check box manually.

To release a blocked journal, clear this check box and validate the transactions in the journal.

Private for user group

The user group that has access to the journal. Only the users in the group can access the journal.

Remittance type

Specify the type of remittance made to the bank for the bill of exchange.

Bank account

Select the default bank account for the journal lines.

Protest settlements

Select this check box if you use the journal to protest a settled bill of exchange or promissory note.

Protest settled process

Select the method for handling protests:

  • As invoice – The protest of the settled transactions creates new, open transactions.

  • As open payment – The transactions can later be resubmitted.

Financial dimensions

The financial dimensions that were set up in the Financial dimensions form.

Where the %1 dimension is used

The account structures and advanced rule structures that use the financial dimensions that you selected in the Financial dimensions or Default financial dimensions field group.

NoteNote

The name of the field depends on the selection in the Financial dimensions or Default financial dimensions field group.

Reported as ready by

If the journal has been designated as ready, this field displays the identifier of the user who reported it as being ready.

Approved by

If the journal has been approved, this field displays the identifier of the user who approved it.

Rejected by

If the journal has been rejected, this field displays the identifier of the user who rejected it.

Workflow approval status

The workflow status for the journal:

  • None – Workflow approval is not used for the journal.

  • Draft – The journal has not been submitted or the workflow approval was canceled.

  • Submitted – The user who created the journal has submitted it for approval. The journal cannot be changed.

  • In review – The workflow approval element is started, the approver delegated the approval to another approver, or the workflow is restarted after a change is completed.

  • Change requested – The approver rejected the journal and a task is assigned to the user who created the journal or to another user. Only the user that the task is assigned to can change the journal.

  • Approved – All steps in the workflow approval element are complete and the journal is approved.

Intercompany accounting

For intercompany accounting, the legal entity from which the journal has been created.

Original journal No.

The original journal number.

Posted on

The date of posting, if the current journal has been posted.

Log

The messages that were generated when the journal was validated. After the errors have been corrected and a new validation has been successfully run, the messages are automatically deleted.

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