Journal Entry Configuration

A journal entry configuration can be set up for every combination of transaction type and billing type. By doing so, you set the debit and credit accounts entered into the journal extract for that combination of transaction type/billing type.

You should only create one journal entry configuration for each transaction type/billing type pair.

To create a journal entry configuration:

1. In the Journal Entry Configuration field, enter a name for the journal entry configuration.

2. In the Transaction Type drop-down mfieldenu, select the type of transaction to associate with the configuration.

   Once a transaction type is selected, it cannot be changed. You would have to delete the configuration entirely or inactivate it.

3. Click ADD.

   The page refreshes and the new journal entry configuration appears. The transaction type becomes non-editable.

4. Modify any of the following fields in the Journal Entry Header, if needed:

   • Rename – Enter a new name for the journal entry configuration.

   • Active – Select Yes to make the configuration active and use it when journal/general ledger extracts are performed.

5. Configure the Billing Types, if displayed.

   Some transaction types do not require you to configure billing type information.

   If you want this configuration entry to have a billing type associated with the transaction type, you can select one from the drop-down menu. If you don't select a billing type, this configuration will be used for all billing types.

   • Billing Type – Select the billing type to associate with the transaction type. The actual/estimates will be pulled from the billing type. If you select a billing type, the Include flags are removed from the page.

   • Include Actual – Select Yes to use actual charges for the journal entries of this transaction type.

   • Include Estimate – Select Yes to use estimated charges for the journal entries of this transaction type.

   If you set both Include Actual and Include Estimates to Yes, the extract will defer to the billing type of the work orders included in the extract and pull costs of that type only.

6. Configure the Costs to be included when the extract is performed.

   The system will pull a separate journal entry for each cost type selected. One or more of the following cost type options are displayed, depending upon the journal entry configuration value selected.

   1. In the Include Base Cost field, select Yes to include the base cost in the extract.
   2. In the Include Markup Cost field, select Yes to include the mark up cost in the extract.
   3. In the Include Tax Cost field, select Yes to include the tax cost in the extract.
   4. In the Include S&H Cost field, select Yes to include the shipping and handling cost in the extract.
   5. In the Part Type field (for material costs only), select a value to include only stock or non-stock item costs in the extract.
   6. In the Other Cost Type field (for miscellaneous costs only), select a value to include only certain types of costs in the extract.

7. Configure the Debit Account for this transaction type.

   This specifies the account that debits will be posted to.

   1. In the Debit Account Group field, select the debit account group that you want to associate with this transaction type.

      The account group defines the type and format of the account strings that will be used for journal extract debit entries.

      If you want to pull the account directly from the work order, select the Maintenance Billing account group.

   2. If a Crew account group was selected, specify a Crew Source.

      • Work Order Assigned Crew – This setting looks at the work order and uses the crew listed from the Request Details page.

      • Work Order Assigned Employee Crew – This setting references the work order and uses the default crew of the user the work order is assigned to from the Request Details page.

8. Configure the Credit Account for this transaction type.

   This specifies the account that credits will be posted to.

   1. In the Credit Account Group field, select the credit account group that you want to associate with this transaction type.

      The account group defines the type and format of the account strings that will be used for journal extract credit entries.

      If you want to pull the account directly from the work order, select the Maintenance Billing account group.

   2. If a Crew account group was selected, specify a Crew Source.

      • Work Order Assigned Crew – This setting looks at the work order and uses the crew listed from the Request Details page.

      • Work Order Assigned Employee Crew – This setting references the work order and uses the default crew of the user the work order is assigned to from the Request Details page.

      • Labor Charge Crew – This setting looks at the labor charge and uses the crew listed on the charge.

9. Click UPDATE.

If you want to add another journal entry configuration, click the Add Journal Entry Configuration link to clear the page and display the Add pane.

Journal entry configurations can be modified. For example, if you want to change the billing type, you can select a new type. You can also change the debit and credit accounts, if needed.

You cannot modify the transaction type associated with a journal entry configuration. You must delete the entire configuration and create a new one.

To edit a journal entry Configuration:

1. In the Journal Entry Configuration field, select the configuration you want to modify.

2. Modify any of the following values:

   • Rename – Enter a new name for the configuration.
   • Billing Types – Either select a billing type to associate with the transaction type or specify Yes for Include Actual.
   • Costs– Skip these fields; the default values cannot currently be modified.

3. Click UPDATE.

4. To change the Debit Account Group:

   1. Click the Clear Account Group button.

      A dialog box opens asking you to confirm your choice.

   2. Click OK.

   3. Select a new debit account group.

   4. Click UPDATE.

5. To change the Credit Account Group:

   1. Click the Clear Account Group button.

      A dialog box opens asking you to confirm your choice.

   2. Click OK.

   3. Select a new credit account group.

   4. Click UPDATE.

Journal entry configurations can be deleted if they are no longer needed or were entered in error. If you delete a journal entry configuration, transactions of that type will no longer be pulled into journal extracts.

To delete a journal entry configuration:

1. In the Journal Entry Configuration field, select the journal entry configuration you want to delete.

2. Click the DELETE button.

   A dialog box opens asking you to confirm your choice.

3. Click OK.