SA Journal Setup field descriptions

This field displays for both the Assigned journal time and the Closed journal time. It reflects the assigned and closed times adjusted for the user's time zone. For example, if the journal is created at 8:30 AM Eastern Standard Time, and the operator viewing the journal record in SA Journal Setup is in the Mountain Standard Time region, the Adjusted Operator Time for the Assigned time is 6:30 AM.

The date and time the journal number was initially assigned to a transaction entry function. The time is displayed as hours and minutes and reflects the actual time recorded for the journal record when it was saved, based on the time zone of the operator who saved the journal.

The date and time the transaction entry function and journal record was closed. Accessing another function from within a transaction entry function does not write a date closed to this record. You must close the journal number in the appropriate transaction entry function before the system records a date and time for this record.

The fiscal posting period to which all transactions were posted. The posting period is entered on the journal assignment screen. All transactions posted in this journal are recorded in this period.

The calendar posting period to which all transactions were posted. The posting period is entered on the journal assignment screen. All transactions posted in this journal are recorded in this period.

The actual posting date. The posting date is specified on the Journal Assignment window. This date may be different than the date the journal was opened, which always represents the current date.

A batch name may be contained on the journal record if the journal was created from a batch functions.

The transaction entry function that is assigned to this journal number. Examples of transaction entry functions include Customer Cash Receipts Entry, Vendor Invoice Center Entry, Sales Order Entry, Sales Entry Invoice Processing Report, and Transfer Receipt of Inventory Entry.

The initials of the operator who performed the transaction entry function that opened the journal. There is only one operator per journal number.

The Balanced flag refers to Sales Order Entry journals that require drawer balancing. If your company is in a counter sale environment, you must balance all cash drawers at the end of the day using the Sales Cash Drawer Balance Report. All journals are opened for each cash drawer are balanced with the actual orders entered. After a journal is considered balanced, this option is automatically selected.

This option indicates if the journal has been closed. If this option is cleared, the journal is in use or a system failure occurred and the journal was not closed properly. If a system failure occurred, you can close the journal by selecting this option. When you select this option, the journal is closed and all fields are updated without regard to correct balances.

If a system failure causes you to be dropped as you are posting to a particular customer in Customer Cash Receipts Entry, contact the system administrator to have the journal closed. After the journal is closed, reopen the journal and repost the transaction you were working on at the time of system failure.

Contact Infor Support for assistance if you cannot successfully post to the customer record in such situations.

This option, if selected, indicates the journal was opened by an ION process such as a BOD or API call.

After the journal is printed through a specific journal print function, the Printed option is selected. You can print a journal more than once. This option allows the journal print reports to print only unprinted journals. The journal must have been printed to a printer device set up in SA Printer Setup or to a local system file for this option to be selected. If you are adding a journal record manually, select this field.

This option, if selected, indicates you are updating Sales Manager tables with Sales Order Entry information. For companies that handle a large volume of sales orders, we recommend you update Sales Manager during hours when computer usage is low.

This field is automatically unchecked and should be left unchecked until you generate Sales Entry Processing Sales Manager Update to update Sales Manager.

The hash total is, by definition, a total that is based on numbers that are not normally used in totals.

From the Hutchinson encyclopedia:

Hash Total – Validation check in which an otherwise meaningless control total is calculated by adding together numbers (such as payroll or account numbers) associated with a set of records. The hash total is checked each time data is input to ensure that no entry errors have been made.

An example of a hash total from a journal from Vendor Cash Receipts Entry that appears in GL Journal Inquiry is the sum of the customer numbers for all the transactions in that journal. If you enter transactions for only one customer, the hash total is that customer number. But, if you enter transactions for several customers, the hash total is the sum of the customer numbers. To obtain the total amount of checks entered, scheduled pay records paid, or a number of other totals, you can run Customer Entry Journal Print for the journal.

A hash total for a receiving journal reflects the expected number of lines from other purchase orders with the same receiver number plus the actual number of lines from the current purchase order. This is calculated by purchase order pre-receiving and is compared with the actual number of lines received in Purchase Entry Receipt of Inventory.

The amount of credits you anticipate will be posted. After you close a journal, compare this amount to the actual total credits to verify the transactions were entered correctly.

The amount of debits you anticipate will be posted. After you close a journal, compare this amount to the actual total debits to verify the transactions were entered correctly.

The number of transactions posted before the journal was closed.

Accumulative balance of the total credits posted before the journal was closed. If the journal closed successfully, the total debits and credits will equal.

Accumulative balance of the total debits posted. If the journal closed successfully, the total debits and credits will equal.

If a system failure occurs, the total debits and credits may not match. A normal journal cannot be closed without the debits and credits matching. When this occurs, you cannot post the remaining transactions in another journal. To resolve this, perform GL Reverse Journal Entry to reverse the transactions posted before the system failure occurred. After you complete this function, repost all transactions into a new journal, so the debits and credits match.