Selecting Journals for Reversal and Copy

Use Journal Reversal and Copy (JRC) to select one or more journals and repost them either as reversals, or as duplicate copies, without having to re-enter any details in Ledger Entry (LEN). You can also use this function to reverse payments or collections generated by Payment Run (PYR) or Payment Collection Run (PYC) respectively.

You can reverse or copy more than one journal simultaneously, provided that all of the journals selected are of the same journal type.

If you are copying a journal, you can duplicate the original information (except for certain fields that must be automatically overwritten to retain an audit trail), and optionally modify certain items such as date, period, and operator Id.

If you are reversing a journal, the original information is replicated, except that the credits are switched to debits and vice versa. Certain other fields must be automatically overwritten to retain an audit trail. You can optionally modify certain parts of the journal data such as date, period, and operator Id.

If you are reversing a payment or payment collection, then in addition to a journal reversal, this facility can also reverse the allocation indicator assigned to the invoice or credit note transaction that was originally paid by the source payment journal.

If you are reversing a withholding tax transaction and the calculation type is cumulative, the cumulative amount and the cumulative tax is reduced accordingly.

The generated journal is given an identifier when it is posted to the ledger to classify it appropriately as a journal reversal, journal copy, or payment reversal.

Fields that are Not Necessarily Duplicated in the Generated Journal

The automatically generated reversal lines are identical to the originating transaction lines in every respect other than for the following:

  • Debit and Credit markers (interchanged for journal reversals and for payment reversals)
  • Transaction Date (optionally different)
  • Period (optionally different)
  • Entry Date (system date)
  • Audit tracking information (Originated Date, Originated By, Modified Date (Before Posting), Modified By (Before Posting), Modified Date (After Posting), Modified By (After Posting), Permanent Posting Date, Permanently Posted By)
  • Allocation Markers
  • Allocation tracking information (Operator Id of allocating person, Allocation Reference, Allocation Period and Allocation Date) still to be applied
  • Journal and line numbers
  • Voucher Number (if applicable).

Conditions for a Journal to be Eligible for Copying

For a journal or a group of journals to be eligible for copying, it must fulfil the following conditions:

  • Each journal selected must balance
  • All selected journals must have the same journal type
  • The journal type must not be SYSTM, that is, a system generated journal
  • The journal type must have a status of either Open or Hidden
  • Journals must not be part of a saved set or an authorization batch.
Note: If you are copying or reversing a journal that has the Unique References option set in the Journal Type (JNT), you must first switch off this option, that is, uncheck the Unique References check box for the journal type.

Conditions for a Journal to be Eligible for Reversal

For a journal or a group of journals to be eligible for reversal, it must fulfil the following conditions:

  • Each journal selected must balance
  • All selected journals must have the same journal type
  • The journal type must not be SYSTM, that is, a system generated journal
  • The journal type must have a status of either Open or Hidden
  • None of the transaction lines in the journal must be allocated with balancing allocation indicators (Allocated, Paid, or Correction)
  • Journals must not be part of a saved set or an authorization batch.

Conditions for a Journal to be Eligible for Payment Reversal

For a journal or a group of journals to be eligible for payment reversal, it must fulfil the following conditions:

  • Each journal selected must balance
  • All selected journals must have the journal type SYSTM, as Payment Run and Payment Collection Run both generate system journals
  • All journal lines posted to customer or supplier accounts must be allocated with the Paid allocation indicator
  • All journal lines posted to accounts other than customers and suppliers (such as bank) must not be allocated with balancing allocation indicators (Allocated, Paid or Correction)
  • All of the source invoice or credit note transaction lines that were originally paid by the source payment journal (that is, by Payment Run or Payment Collection Run) must have the allocation indicator of Paid
  • Journals must not be part of a saved set or an authorization batch.

Reversing or Copying a Journal

The following steps describe how to generate journal reversals or copies based on one or more journals posted to the ledger:

  1. Select Journal Reversal and Copy (JRC) from SunSystems.
  2. The Selection - Journal Reversal & Copy form is displayed. Enter the appropriate criteria to select a range of journals for review.
  3. Click OK. The Financials - Journal Inquiry form is displayed with a grid of all the journal lines that meet your criteria. Scroll up or down to find the journal you want to reverse or copy.
  4. Select the lines pertaining to the journal you want to reverse or copy. To do this, highlight the relevant lines by holding the Control key down on the keyboard whilst clicking the button to the left of each required journal line. Alternatively, if it is a contiguous range of journal lines, you can click and drag the mouse down the left side of all the required lines.

If you do not select all the lines of a journal, the other lines are automatically located and selected, in order to reverse or copy the whole journal.

  1. Click Review. The Control Desks In-Tray form is displayed, with a grid of the selected journal lines.
  2. In the Report Process control, select one of the following as required:
    • Journal Copy
    • Journal Reversal
    • Payment Reversal.
  3. Click OK. The Journal Reversal and Copy form is displayed.
  4. Complete the required fields and click Post.

    If the posting is successful, the journal number is displayed in the status bar. If a batch of journals is posted, the journal number displayed is the first successfully posted journal in the batch.

  5. Click OK and Exit to finish the process.

    Alternatively, if any errors are found, they are displayed in a grid. You can reselect the lines and continue from step 6 above, modifying any details as necessary in the Journal Reversal and Copy form.