Journal input methods

Manual journals

A journal can be entered manually into SunSystems. The main transaction entry form is Ledger Entry (LEN). It provides powerful and sophisticated features that enable you to enter journals quickly and easily. The type of journal you want to enter is determined by a user-definable journal type.

The journal type is used to tailor the Ledger Entry form appearance and validation rules, to the particular journal's requirements. You can create any number of journal types to meet different needs.

You can, for example, use one journal type for local currency receipts, and another for cash received in other currencies where additional currency details are required.

Journal presets can be used to predefine some, or all, of the journal transaction details for a manually entered journal. This can speed up the journal input process, and ensure the correct information is entered on each journal transaction.

Imported journals

Journals can be created outside of SunSystems, for example by another software package, and then imported into SunSystems Financials. Ledger Import (LIM) is used to load, validate and post these journals. The source of these transactions can vary. They may be generated by another SunSystems Financials business unit, or SunSystems Order Fulfilment, another software package, or an in-house application.

Transactions are validated before they are accepted into the ledger. Unvalidated transactions are rejected and not imported.

Automatically generated journals

There are a number of SunSystems Financials functions that automatically generate and post journals. They are:

• Corporate Allocation Run (CAL), part of the Corporate Allocations facility, which generates postings to reallocate costs and revenue according to predefined rules. These journals are posted by Ledger Import.
• Payment Run (PYR) which calculates and clears the due balance for selected accounts. This function generates postings to the creditor/payables accounts and to the bank account. It also generates transactions to post any settlement discount allowed.
• Payment Collection Run (PYC) which operates in a similar way to Payment Run. It clears the due balance for selected debtor/receivables accounts. It generates postings to the debtor/receivables accounts and to the bank account.
• Payment Voiding (PYV) which reverses the payment journals for selected, void payments.
• Ledger Revaluation (LER) which generates transactions to account for unrealized gains and losses. This process reports and/or posts the difference it generates to your currency gains/losses accounts.
• Account Allocations (ACA) and online allocation in Ledger Entry, both of which are used to manually match selected debit and credit transactions. Settlement discount and exchange gains/losses which arise during this process are posted to the identified accounts.
• Transaction Matching (TRM) and Reconciliation Manager (RCM) which matches selected debit and credit transactions. Settlement discount and exchange gains/losses which arise during this process are posted to the identified accounts.
• Asset Disposal (FAD) which disposes of assets and posts disposal journals.
• Depreciation Calculation (FDC) which calculates and posts depreciation journals for selected assets.