What are Journal Presets?

Journal presets enable you to predefine some, or all, of the entries for a journal. Journal presets speed up the entry of a journal in Ledger Entry (LEN), particularly where the data entered is frequently repeated. It also allows you to automate data entry, and so improve accuracy.

Journal presets are defined using Journal Presets (JNP).

Each set of journal presets is identified by a code. The code you choose for a journal preset must be identified in the Journal Preset Code field in Journal Types (JNT).

Journal presets can be disabled during Ledger Entry (LEN) using the Create Without Presets action.

Journal presets only apply when you are entering a new journal. They do not apply if you are amending an existing journal line.

Note:  Any values that are set using defaults in Form Designer (FRD) will override Journal Preset values.

Presetting Values

If you leave a field blank in Journal Presets, it is blank in Ledger Entry and the cursor enters the field to allow the operator to enter a value manually, unless a form default has been set.

If you enter a value into a field in Journal Presets, this value appears as the default value in the field on Ledger Entry and the cursor skips this field. If the presets are optional (not enforced), the operator can return to the field and override the preset value, if required.

You can enter '..' two dots as the preset value for a field in Journal Presets to duplicate the entry made in the equivalent field on the previous line of the journal, except for values.

There are special codes and options you can use to preset the following fields:

  • Dates and accounting period values (see Presetting Periods and Dates).
  • The account code (see Presetting the Account Code).
  • The amount (see Presetting the Amounts).

Using presets, you can also prompt the operator to enter the required information on each line, for example 'Enter net amount on this line'.

What is the Base Line?

You can create a base line on which calculations are based, and from which defaults are taken. You can then refer to it in subsequent lines in the Base Line Number field. The base line number must not be higher than the current line number. The accounting period, transaction date, due date, transaction amount, and amount may be derived from this base line.

The base line can be an unposted journal line by choosing the Calculation Line (Unposted) option in the Account Type field.

Using Link Accounts in Journal Presets

You can use a preset to automate the offset posting for an account, where the account has been linked to another.

You do this by defining a journal preset line that automatically presets the account code on the line to the link account set for the account code entered on another journal line.

Note: The link account is set for an account in Chart of Accounts (COA).