Journal voucher - General journal (form)

Article
05/05/2014

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Click General ledger > Journals > General journal. Select or create a journal, and then click Lines.

Use this form to enter and post daily transactions and to view posted transactions in the specific journal that you selected in the General journal form.

To work in two journals at the same time, you can open two instances of the Journal voucher form.

Note

This topic includes information about features that were added or changed for cumulative update 7 or later for Microsoft Dynamics AX 2012 R2. This information also applies to AX 2012 R3.

Tasks that use this form

Create and validate journals and journal lines

Approve a journal

Post and print a journal or journal lines

Delete posted ledger journals

Enter and post invoices for recurring expenses

Navigating the form

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

Note

This form may contain workflow buttons. For more information about workflow buttons, see Workflow actions.

Tabs

Tab	Description
Overview	Enter and view the journal lines in the selected journal.
General	View additional information about the journal line that is selected on the Overview tab.
Invoice	Enter or view information about the invoice that is related to the selected journal line.
Payment	Enter or view information about the payment that is related to the selected journal line.
Payment fee	Enter or view information about the payment fee that is related to the selected journal line.
Project	Enter or view information about the project that is related to the selected journal line. This tab is available only if you selected Project in the Account type field.
Fixed assets	Enter or view information about the fixed asset that is related to the journal line that is selected on the Overview tab.
Remittance	View the name that was specified for the location where payments are sent and view or revise the mailing address of that location. This is the mailing address that is printed on remittances and checks.
History	View the history of the journal line that is selected on the Overview tab.
Zakat	Enter and view Zakat information for a transaction. Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia.

Buttons

Button	Description
Post	The function that you select is run on the lines that are selected on the Overview tab. To post lines that do not have errors and to transfer lines that have errors to a new journal, click Post and transfer. Otherwise, click Post. If an error exists, no lines are posted, and you receive an error message. Note If you have permission to post fixed asset transactions, and you try to post a line that makes the net book value of a fixed asset value model higher than the sum of all acquisition and acquisition adjustment transactions, a message is displayed that asks you whether to continue. The message does not appear for acquisition or acquisition adjustment transactions.
Validate	The function that you select is run on the lines that are selected on the Overview tab. The validation checks that the journal lines that are selected are ready for posting.
Financial dimensions	Open a menu with options to open a form where you can select financial dimensions for the main account, offset account, or, if it is necessary, a payment fee account. The menu options that are available depend on the form that you are currently working with.
Approval	Change the approval status of the selected journal line. This button is available only if you select the Active check box for the journal name in the Journal names form.
Sales tax	View, and edit before posting, if you have to, the expected sales tax transaction that is related to the journal line that is selected on the Overview tab.
Period journal	Retrieve period journals, or save the journal lines that are in this journal as a period journal.
Functions	Open a menu that contains the following items: Settlement – Edit and mark open transactions for settlement. Breakdown of voucher – Split the posting and sales tax calculation of the selected vendor invoice line. Deposit slip – Create a deposit slip when the journal has been posted. Journal descriptions – Create default descriptions for the journal. Delete the journal transactions – Delete all lines in the journal. Load ledger transactions – Transfer selected ledger transactions into the current journal. Select bridged transactions – View and manage the journal transactions that are posted to a bridging account. Import account statement (transactions) – Select the method of import to import transactions. Import account statement (totals) – Select the method of import to import totals. Ledger accruals – Generate ledger accrual transactions from the setup of accrual schemes. Select voucher template – Select a voucher template and copy the information to the journal. Save voucher template – Save the selected voucher as a template. Transfer budget – Open the Create budget transfer form, in which you can transfer a budget amount from one financial dimension value to another.
Fixed assets	Select how to create journal lines as proposals for fixed asset transactions by creating a query that can be used to select a range of fixed assets. All lines from proposals can be modified in the same way as other journal lines. The text that is generated can also be modified.
Inquiries	Make various inquiries that depend on the posting status of the selected invoice line: Before you post the line, click Balance control to view the balances of each bank account. Before you post the line, click Sales tax totals to view the calculated sales tax totals per sales tax code. After you post the line, click Voucher to view the resulting transactions. Click View marked transactions to view transactions that are marked for settlement. Click Payment control to view the payment lines in the selected payment journal. Click Budget check errors or warnings to open the Budget check errors or warnings form, in which you can view the result of a budget check.
Print	Print reports that are relevant to the journal lines.

Fields

(Balance) Journal

The balance for the journal.

(Balance) Per voucher

The balance for the selected journal line.

(Total debit) Journal

The total debit amount for the journal.

(Total debit) Per voucher

The debit amount for the selected journal line.

(Total credit) Journal

The total credit amount for the journal.

(Total credit) Per voucher

The credit amount for the selected journal line.

(Budget check results) Per voucher

Budget checking is available when budget control is turned on and accounting journals are enabled for budget control. The icons that are displayed identify the result of budget checking. A red X indicates that the budget check failed, a yellow triangle indicates that the budget check passed with warnings, and a green check mark indicates that the budget check passed. For more information, see About budget control.

Display journal lines

Select whether to display all journal lines or only the journal lines that have errors. For example, if you import a large number of journal entries, you might select Errors only to display only the lines that need to be reviewed and corrected before you post them.

If a line contains an error, a red X is displayed in the left grid column.

This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2.

Date

View or enter the posting date. The system date, which is typically today's date, is suggested, but you can select another date. When the date on a line has been changed, this date is suggested when a new line is created.

If you cannot post because of a problem with a date, verify that an open period exists in the Fiscal calendars form for the fiscal calendar that is used with the transaction. For more information, see About fiscal calendars, fiscal years, and periods.

Note

If the Check for voucher used field in the General ledger parameters form is set to anything other than Accept duplicates, a voucher includes more than one line, and the date is changed on one of the lines, this date is the posting date for all the lines of the voucher, even though a different date might be displayed. As you move through the lines of the voucher, the date changes on each line.

If the New voucher field in the Journal names form is set to Manual or One voucher number only, and the Check for voucher used field in the General ledger parameters form is set to Accept duplicates, you can use the same voucher number on different transaction dates. You might do this when you set up ledger accruals in the Accrual schemes form.

Transaction date

The posting date when the legal entity gains knowledge of the transaction.

Note

(ITA) This control is available only to legal entities whose primary address is in Italy, and if the Transaction date reference to competence date check box is selected in the General ledger parameters form.

Voucher

The voucher number for the transaction. Set up voucher series in the Number sequences form. (Click Organization administration > Common > Number sequences > Number sequences. On the Action Pane, click Number sequence.). The voucher series is selected for the journal name in the Voucher series field in the Journal names form. (Click General ledger > Setup > Journals > Journal names.) If the number sequence is set to Continuous in the Number sequences form, and the Allow user changes check boxes in the Number sequences form are not selected, the field is skipped.

Note

The value in the Voucher field typically increases when the balance of the previous lines is zero. When you enter a transaction, you can enter an offset account on the same line. To use more than one offset account, you must enter several lines for the voucher. You can select In connection with balance in the New voucher field in the Journal names form to help control that the transaction and offset transactions balance as you enter journal lines.

Account type

Select the account type.

If you select Ledger, Customer, or Vendor, the transaction is posted to the account that is entered in the Account field. For example, when you enter a vendor payment and specify Vendor in this field, you can select a vendor account in the Account field. During posting, a transaction is also entered automatically in the vendor summary ledger account, which is defined by the posting profile that is selected for the vendor.

Project – Select to post to a specific project.
Fixed assets – Select to post to a specific fixed asset.
Bank – Select if the transaction is a bank account transaction and will be reconciled later with a bank statement.

Account

Select the account number of the account type that is selected in the Account type field.

You can also find the account by entering the search name of the account.

Description

Enter or select a description that applies to the transaction.

The same description is used for offset account transactions, unless you enter different information in the Offset-transaction text field.

Debit

Enter the debit amount in the currency that is selected in the Currency field.

Credit

Enter the credit amount in the currency that is selected in the Currency field.

Offset account type

Select the account type of the offset account, just as you selected the account type in the Account type field.

Offset account

Enter or view the account for the current offset account type. In the Main accounts - chart of accounts: %1 form, you can set up a default offset account that will automatically be displayed in this field. You can also do this in the Offset account field in the Vendors form.

Use a deposit slip

Select this check box if the line is a payment transaction that is deposited in a bank account by using a deposit slip. For more information, see Create a deposit slip.

Reversing entry

Select this check box if the transaction is a reversing transaction. For more information, see Create a reversing entry.

Reversing date

Enter the date for the transaction to be reversed.

Note

Transactions that are grouped into the same voucher must have the same reversing date. If you modify the reversing date for one transaction, the reversing dates are automatically updated for the other reversing entries that are included in the same voucher.

Currency

Select the currency of the transaction.

The default currency that is displayed depends on the currency information that is available, and follows this order:

The currency that is associated with the account type and the account for ledger accounts, customer accounts, and vendor accounts.
The default currency in the Currency field on the journal header for the journal lines. This value is the currency that is defined as the currency of the journal template on which the journal is based. To view the journal templates, use the Journal names form.
The accounting currency that is selected in the Accounting currency field in the Ledger form. (Click General ledger > Setup > Ledger.)

Note

In the Validate currency code field in the Main accounts - chart of accounts: %1 form, you can select validation rules for the use of currencies with regard to each main account.

Although a transaction amount might be in a foreign currency, the balance fields show the journal amounts in the accounting currency.

Each currency must be set up with appropriate exchange rates before transactions can be entered in that currency.

Sales tax group

The sales tax group of the transaction. The default value is the sales tax group that is associated with the account type and the account for ledger accounts, customer accounts, and vendor accounts.

If you enter a line for a ledger account followed by a line for a customer account or a vendor account, and a default sales tax group is specified for the customer account or vendor account, that default sales tax group overwrites the sales tax group that is already entered for the ledger account. If the line for the ledger account should have a different sales tax group, you must either change it manually or enter the line for the ledger account after the line for the customer account or vendor account.

Item sales tax group

The item sales tax group of the transaction. The default value is determined by the following, in order of priority:

The default item sales tax group that was selected for the main account in the Item sales tax group field in the Main accounts - chart of accounts: %1 form.
The value in the Item sales tax group field in the Sales tax area of the General ledger parameters form.

If the Exempt check box is selected for the selected main account, no default value is displayed, but you can enter a value.

Calculated sales tax amount

The calculated sales tax amount in the transaction currency.

Actual sales tax amount

The actual or updated sales tax amount for the journal line.

Settlement type

The settlement type of the voucher.

When you enter a customer payment and select Customer or Vendor in the Account type field, the transaction is posted for the customer account or vendor account that is selected. At the same time, a transaction is automatically posted in the customer summary account or vendor summary account in the ledger accounts.

For information about the setup of posting profiles, see Customer posting profiles (form) or Vendor posting profiles (form).

Account name

Enter the settlement account.

Offset account name

Select the offset account.

Withholding tax group

Select the vendor's withholding tax group. The default value is the withholding tax group that is set up for the vendor. You can change or delete this value if no withholding tax is calculated for the line.

Withholding tax is calculated when the following conditions are true:

A vendor account that is set up to calculate withholding tax is selected on the journal line.
There is no value in the Invoice field on the Invoice tab.

Calculate withholding tax

Select this check box if withholding tax should be calculated for transactions in journals.

Item withholding tax group

Select the withholding tax group that applies to the item.

Note

(THA) This control is available only to legal entities whose primary address is in Thailand.

Release date

Enter a release date to put the invoice payment on hold. If you enter a date, the payment will not be generated until that date. This field is available only if the invoice is approved.

To remove a payment hold, clear the entry in this field. Any user can clear the release date, regardless of which user entered it.

This field is displayed only if the account type or offset account type is Vendor.

Transfer

Select this check box if the journal line is a transaction that will be transferred to the closing sheet. The transaction type of the posted transaction is Transfer.

Company accounts

The identifier for another legal entity in the organization, if this is an intercompany transaction.

Sales tax code

Select the sales tax code for the transaction. A sales tax code must be specified if the main account that is specified is a tax account.

Sales tax direction

If this check box is selected, the sales tax direction for the selected journal line is controlled by the selection in the Sales tax direction field in the Main accounts - chart of accounts: %1 form for the ledger account that is selected in the Account field on the journal line.

To view the sales tax direction for the journal line, click Sales tax.

Example

Customer payments are recorded on a voucher together with a fee from the bank. Therefore, the sales tax direction on the sales tax posting of the fee is outgoing (Sales tax payable), because a customer account is part of the voucher posting. However, if the Sales tax direction field is selected on the line with the fee, the sales tax direction is instead taken from the chart of accounts. The sales tax direction changes to Sales tax receivable if the sales tax direction on the ledger account is set to Purchase.

Sales tax amount

The calculated sales tax amount in the transaction currency.

Reason code

Select the reason for the transaction.

The reason codes that are displayed in the list are the reason codes that are set up for the account type that you selected for the line.

Reason comment

Enter a reason description.

If you select a reason code before you enter a reason comment, the default comment that is set up for the reason code is displayed. You can change the comment.

Offset company accounts

If you are using intercompany accounting, enter the three-character code that defines the legal entity in which the journal line transaction is offset. The transaction between accounts is posted in the Intercompany accounting form for both legal entities.

Offset-transaction text

Enter a description if information other than the description in the Description field should be used for the offset transaction.

Exchange rate

The currency exchange rate that applies to the transaction. The currency rate that is expressed here is the rate that is set up in the Currency exchange rates form, but you can change this rate.

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.

Secondary exchange rate

The secondary exchange rate.

Cross rate

The cross rate for the two exchange rates.

Calculation method

The basis for the calculation of the cross rate.

Quantity

Enter the quantity of the current transaction.

Note

Enter the quantity for project transactions in the Quantity field on the Project tab.

To display quantities on a financial statement, use the Current quantity column type. For information, see Financial statement setup (form).

Posting profile

The posting profile of the transaction. If the transaction is a vendor, customer, or fixed asset transaction, the default posting profile for the selected account type and account is displayed.

Terms of payment

The terms of payment of the invoice that is selected in the Invoice field.

Invoice

Enter or view the invoice number that is related to the journal line.

When you post transactions to a customer account or vendor account in general journals and you enter a value in this field, the item sales tax group that was selected for the invoice is transferred automatically to the sales tax group of the journal line.

If you do not enter the invoice number, the item sales tax group is retrieved from the ledger account or from the Item sales tax group field in the Sales tax area of the General ledger parameters form.

Due date

The due date for the invoice, which is calculated based on the terms of payment of the invoice. You can change this date.

A due date is calculated only if an invoice is entered.

Payment ID

Enter a payment ID. If the payment proposal is used to create the journal lines, the payment ID from the invoice or credit note is displayed in this field, but you can change this value.

Tax exempt number

The tax exempt number of the customer account or vendor account that is entered on the line.

You can create tax exempt numbers in the Tax exempt numbers form. (Click General ledger > Setup > Sales tax > External > Tax exempt numbers.)

Cash discount

Enter or view the code for the cash discount that applies to the journal line. If you selected a customer account or vendor account for the line, the default value for that account is displayed, but you can change this value.

Cash discount date

The last invoice payment date that qualifies the payment for a cash discount. This is calculated using the value in the Cash discount field and the date of the invoice. You can change this date.

If a cash discount sequence is used, the last date of the first cash discount is displayed.

Cash discount amount

The cash discount amount that applies to the transaction. The cash discount is calculated automatically when a payment is made before the deadline.

Document

The number of the document that the voucher was created from.

Document date

The date of the document.

Approved by

The worker who approved the transaction.

To restrict the approval function for a particular journal template, and the journals that are based on that template, to a specific user group, select a user group in the Approve field in the Journal names form.

Approved

If this check box is selected, the journal line is approved. The default status of this field is selected.

Invoice payment release date

Enter the date when the hold is released for the invoice payment.

This field is displayed only if the account type or offset account type is Vendor.

Release date comment

Enter a comment for the Invoice payment release date field.

This field is displayed only if the account type or offset account type is Vendor.

List code

Select the list code for use with the European Union (EU) sales list. The default value is Not included.

Method of payment

If the transaction is a payment, invoice, or credit note, select the method of payment for the transaction.

Payment specification

Select the payment specification, if any, for the selected method of payment.

Prepayment journal voucher

Select this control to specify that the payment is a prepayment that was made by using a prepayment journal voucher. For more information about prepayments and the prepayment journal vouchers, see About prepayments and prepayment journal vouchers.

For more information about posting prepayment journal vouchers, see Post prepayment journal vouchers to prepayment accounts.

Balance

The amount remaining on the customer balance or vendor balance when the selected line is posted.

Bank transaction type

If the journal line is a bank payment, select the bank transaction type.

Payment reference

Enter a reference or text that describes the bank payment. If the Use a deposit slip check box is selected, this field is required.

The information in this field will be included as part of the criteria for summarizing voucher information. If the information for vouchers is identical, the transaction details will be summarized. For example, suppose you have the following voucher information.

Voucher	Account	Date	Payment reference
1	100	1/1/2012	"blank"
1	100	1/1/2012	"This is a payment reference."
2	110	2/1/2012	"blank"
2	110	2/1/2012	"blank"

Although the account and date are identical for voucher 1, the transaction details will not be summarized because the payment references do not match. The transaction details for voucher 2 will be summarized, because all the information for both vouchers is identical.

Deposit slip

The deposit slip number, if the Use a deposit slip check box is selected.

Transaction type

Select a transaction type:

Blank – No transaction for the letter of credit or the import collection.
Margin – The letter of credit or import collection transaction is associated with the margin that is charged by the bank. The margin is considered an advance payment or a deposit to the bank.
Charges – The letter of credit or import collection transaction is associated with the charges that are applicable for the letter of credit or import collection.
Settlement – The letter of credit or import collection transaction is associated with the settlement amount that is applicable for the letter of credit or import collection.

This field is available only if the Enable import letter of credit check box is selected in the General ledger parameters form.

Letter of credit / import collection

Select the bank document number for the transaction type margin.

This field is available only if the Enable import letter of credit check box is selected in the General ledger parameters form.

Shipment number

The shipment number of the invoiced shipment. This field is available only if the transaction type is Settlement.

Fee ID

Select the code that identifies the payment fee.

Fee amount

Enter the payment fee amount.

Currency

(Payment fee)

Select the currency code for the fee.

Sales tax group

(Payment fee)

Select the sales tax group for the fee.

Item sales tax group

(Payment fee)

Select the item sales tax group for the fee.

Module

Select whether the specified account is a customer or vendor.

Account type

Select the account type that the transaction is applied to.

Account

Select the account number of the account type that is selected in the Account type field.

Project date

Enter the posting date for the project.

Project

Select the account number for the selected project.

Activity number

Select the number of the activity for the project.