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Journal

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Kevin Reece edited this page Feb 6, 2017 · 1 revision

Journals

Sage Live has a concept called Journals, which is essentially the lowest level concept of data entry in the platform, meaning most data flows through journals before being posted to the GL (General Ledger), and since data cannot be written to the GL unless from the Sage Live Posting Engine then this is really the generic way in.

Journals are used where there is no customer facing requirement i.e. Sales Invoice, Bill/Purchase Invoice etc.

Journal behaviour is driven from Journal Types and their Posting Rules, this essentially determines what 'Tags' are required to create a successful posting.

[EXAMPLE] (Install the Template into your Org)

The example shows a Journal Type called 'Expenses' to represent the claiming of Business Expenses. The configuration requires no tags on the journal, but the following tags on each item:

  • Host
  • Expense Type
  • Event
  • Location

When a new journal is created, the UI will prompt the user for basic header information, such as a name, currency etc. and the item UI will prompt for data such as name, amount and a tag for the required dimensions mentioned above.

The user does not have to supply those tags for the UI to complete, however when the user is ready to submit the transaction for posting, the posting request will fail if the tags are not supplied.

Top Tip:

When a Journal or Journal Item is created, the default behaviour of Sage Live is to generate a record in the s2cor__Sage_ACC_Journal_Tag__c or s2cor__Sage_ACC_Journal__Item_Tag__c sObject table for each required Dimension/Tag therefore the user is simply prompted to populat the Tag value, or via an integration, look-up the record and populate the Tag value.

This behaviour removes the need to generate records manually, however this is not always the most intuitive if the integration wants to create all the records manually. To override this behaviour, both the Journal and Journal Item contain a field called s2cor__Create_Tags__c, with a default value of 'true', if this value is set to 'false' Sage Live will not generate those Tag records.

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