Setting up Journal Classes
- Select Journal Class Setup JNC from the main SunSystems menu.
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Specify this information:
- Journal Class Code
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A unique code to identify the journal class.
- Short Heading
- The short heading, which is used where space is limited. If this is blank it defaults to the first characters of the description.
- Status
- Each static data record contains a status code that determines the current processing status of the record. A status is assigned to each static reference record, for example to every account, asset, customer and supplier. It determines the current processing status of the record.
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- Open - this status is set automatically when you add a new record, for example, if you create a new account. Open items are available for input, inquiry, processing and reporting.
- Hidden - a record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.
- Suspended/Held - a suspended record.
- Closed/Completed - a closed record cannot be used for input or processing. For example, you cannot post transactions to a closed account or analysis code.
- You can alter the status of a record at any time. You must use the options on the Action menu to change the status.
- Lookup Code
- A lookup code can be used to find a record, as an alternative to the record code. It is often set to a shortened version of the description. It is particularly useful if a record is often referred to using different codes. For example, the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup Code is set to FUELEXP.
- Description
- The full name or description of the data item or record. This is used to identify it on reports and inquiries.
- Prefix
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An alphanumeric code or phrase to identify this journal class, to be used as the first part of the voucher number.
- Transaction Reference Format
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Determines the Transaction References (TRS) information to be used for this journal class.
- Save your changes.