Hour journal (form) [AX 2012]

Updated: October 6, 2014

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

Click Project management and accounting > Journals > Hour.

–or–

Click Project management and accounting > Common > Projects > All projects. On the Action Pane, on the Project tab, in the Journals group, click Hour.

Use this form to create, maintain, validate, post, print, approve, and reject journal entries for hours that are assigned to a project in Microsoft Dynamics AX. You can also use this form to reverse the cost of worker hours for a project. The date of the reversing journal entry is automatically set to the current date.

In cumulative update 6 or later for Microsoft Dynamics AX 2012: You can create a reversing journal entry for a future date. For example, you can accrue the cost of worker hours for a project at the end of a fiscal period, and then reverse the accrued cost at the beginning of the next fiscal period. For information about how to create a reversing entry for a specific date, see Journal lines for hours (form).

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

Tab

Description

Overview tab

View all the journals that have been created. You can also see a summary of the hours and lines that have been entered on the individual lines of the journals.

General tab

View detailed information for individual hour journals. You can also change the approval procedure that is inherited from the journal name.

Default values

Select the values for worker, project, transaction text, and other options that will be selected by default when you are creating new lines in the Journal lines for hours form.

Blocking

Define the journal as private for a user or a user group.

History

View historic information about the journal.

Button

Description

New

Create a journal that is based on the options that are selected on the Journals tab in the Project management and accounting parameters form.

Delete

Delete the selected journal.

Copy

Create a new journal that contains the same transactions as the selected journal.

Reverse

Create a reversal of the selected journal entry. The reversal must be posted in order to offset the original journal entry.

When you reverse a journal entry by using this option, the posting date for the reversing entry is today’s date.

In AX 2012 R3 and cumulative update 7 or later for AX 2012 R2: You can specify the date on which to automatically post the reversing entry for an hour journal. For more information about how to set up a reversing entry for a specific date, see Journal lines for hours (form).

Lines

Enter and post lines on the current journal.

Validate

Validate all the lines in the journal.

Post

Post the journal.

Log

View the log file.

Approval

If a procedure for approving journals has been entered for the current journal setup, click to change the approval status.

Print

Print the journal.

Field

Description

Name

The journal name defaults from the setting on the Journals tab in the Project parameters form.

Journal

The identification number of the journal. This number is assigned automatically by the system.

Description

View the description for the journal. By default, the description is copied from the description that was entered in the Journal name setup form.

Hours

The total quantity of hours registered in the journal.

Lines

The number of journal lines in the journal.

Posted

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

In use

Indicates whether a journal is currently in use in the system.

Created from timesheet

Indicates whether the hour journal was created from a project timesheet.

Timesheet number

The source timesheet number that was used to generate the hour journal transaction.

Voucher series

The identifier of the voucher series that is assigned to the associated journal name. The voucher series provides the numbering sequence for vouchers.

NoteNote

The default voucher series for a journal type is specified in the Project management and accounting parameters form.

Selection by

The time when a new voucher number is automatically picked.

New voucher by

The time when a new voucher is allocated.

Set voucher date to

Select how the voucher date for the transaction is determined on the journal lines:

  • Project date - The voucher date is set to the project date that is entered on the journal line.

  • Project period end date - The voucher date is set to the last day in the project period that is defined for the current worker.

  • Ledger period end date - The voucher date is set to the last day in the ledger period.

Detail level

Specify whether transactions are to be summarized financially (or remain as separate transactions) after posting.

Transactions that have the same financial dimensions, voucher, category, and posting date can be summarized financially by selecting Summary. If the detail level is set to Details, the transactions remain separate.

Example

You create two lines for an Hours journal as follows:

  • Department – Production (financial dimension)

  • Category – Final check

  • Voucher number – 6153_085

  • Posted – January 14, 2013

One of the lines is for 4 hours and the other for 10 hours. The detail level in the journal is set to Summary.

On the Hour journal page, you will see two separate transactions – one for 4 hours and one for 10 hours. However, by selecting the line with 4 hours on it and then clicking Voucher, you can view a combined record that contains both transactions, because they have been summarized financially.

NoteNote

If the same scenario history status is repeated as in the previous example, but the detail level in the journal is set to Details, the two transactions will appear separately in the Voucher form.

Delete lines after posting

Delete journal lines after posting is completed.

Approve

Select journal approval setup.

Status value

Change the journal status.

Project date

Project transaction date.

Project ID

Project number.

Category

Category that is used as a default.

Worker

Select the worker number that is automatically copied to the journal lines.

Line property

Status that the transaction is attached to.

Description

Default text that is copied from the journal header into the journal lines.

In use

Indicates whether the journal is being used.

Private

Select this check box to mark the journal as private.

Used by user

The ID of the worker who is currently using the journal.

Private for user

Worker for whom the journal is private.

Locked by system

Selected if the current journal has been blocked by the system.

Clear the check box to unlock and post the journal.

Private for user group

User group for which the journal is private.

Posted

The check box is selected if the journal has been posted.

Posted on

Date on which the journal was posted.

Posted by

Worker who posted the journal.

Original journal number

Journal number from which the lines are transferred.

Lines

The total number of lines in a journal.

Hours

The total number of hours that are entered in a journal.


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