Journal Line Items

In this topic you must choose your edition of our application. If you are unsure, contact your administrator.

For a description of the standard fields that make up a journal line item, see Journal Fields. For details on how many lines can be attached to a journal, and how many lines can be attached to a journal before it is batched up for posting by a scheduled job, see Document Line Volume Settings.

Note:

If you want the journal to appear on a bank reconciliation, you must select a line type of "Bank Account" and then provide the name of the related bank account.

When adding journal line items in either Classic or Extended Edition, if a Debit/Credit picklist is available enter the line value as a positive amount then specify whether it is a debit or credit by selecting the appropriate option from the picklist. If there is no Debit/Credit picklist, credits must be entered with the minus sign (–). If there is no Debit/Credit picklist but you would like to turn it on, see Accounting Settings for information about the Show Debit Credit Indicator custom setting.

Note:

If PSA – Accounting Connector is installed in your org, you can create PSA miscellaneous adjustments from eligible journal line items. For more information, see Journal Line Items to Miscellaneous Adjustments.

Lightning Edition

When creating a new line item, or editing, or amending the dimension fields on the line item, you can assign a dimension only when the period start date and end date of that journal are within the posting effective dates of that dimension.

Once the journal is posted, you cannot make any changes to the GLA fields on the line items. When creating a new line item, or editing the GLA fields on the line item, you can assign a GLA only when the period start date and end date of that journal are within the posting effective dates of that GLA. For more information, see Managing Analysis Dimensions and Managing General Ledger Accounts.

The columns that appear in the grid on the Journal Lines tab are controlled by a field set. Which field set is used depends on the tax mode of the journal's owner company. For a list of the field sets and the fields they contain, see Journal Line Item Field Sets.

To add a new line item in Lightning Edition:

  1. Select the In-Progress journal from the list view.
  2. In the Journal Lines tab, click . An empty row is added to the grid.
  3. In the Line Type field, select the type of line you want to add, such as "General Ledger Account", "Bank Account", or "Intercompany".
  4. Complete the remaining columns for the line. The columns available depend on the line type you selected.
  5. If this is an intercompany line, select an appropriate destination company type and its corresponding value.
  6. [Optional] Click again to add another line, and repeat.
  7. Click Save. To discard your changes instead, click Cancel.

To copy an existing line, select it and click the Clone this line button. To remove a line, select it and click the Delete this line button. You can select more than one line at a time.

The columns that appear in the grid are controlled by a field set. Which field set is used depends on the tax mode of the journal's owner company. For a list of the field sets and the fields they contain, see Journal Line Item Field Sets.

You can right-click a column header to sort, hide, or lock columns, and drag column headers to reorder them.

Note: The , Clone this line, and Delete this line buttons are only available while the journal status is "In Progress".
Warning:

When creating or editing line items, we do not recommend changing any default values that are applicable to those line items. The fields in the Line Items grid might be editable regardless of the field accessibility settings in your org. For more information, see Field-Level Security.

Note:
The value in the Line Reference field in the Transaction Line Items is derived from the Account Reference field on the Journal Line Item.
The value in the Account Reference field is used when matching the journal line to other documents, such as, credit notes, invoices, and cash entries in the background. This value can either be a customer reference or a document number. For more information, see About Document Matching Sequence in Background Matching.

During the creation of a new standard journal:

  1. In the New Line section, select the type of line you want to add, such as "Account - Customer", "Bank Account" or "Intercompany".
  2. Select an existing item of that type. Click the lookup icon to search for a valid value.
  3. If this is an intercompany line, select an appropriate destination line type and its corresponding value.
  4. Click New Line to add a new journal line item.
  5. Complete the remaining journal line item details.
  6. If you want to enter analysis or tax details on this line, click the Analysis Details icon . The Analysis Details dialog is displayed. If analysis details already exist, the icon will appear like this: Analysis Details. Any custom fields that have been set up for sub-analysis mappingClosed Mapping of custom fields at header and line level for the purpose of profitability reporting. at line level are displayed below the other analysis fields.
  7. [Optional] Enter any relevant analysis or tax details that relate to this journal line item. Field availability and validity varies according to the line type. For more information, see Analysis and Tax Details on a Journal.
  8. [Optional] You might be able to select a local GLA for all line types depending how your administrator has configured your org.
  9. Click to validate the line you have added.
  10. Add further journal line items.

There are two ways to add new line items to a journal:

  • Using the New Journal Line Item button.
  • Using the Manage Lines button.

To add a new line item using the New Journal Line Item button:

  1. Display the detail page for the "In Progress" journal that you want to add lines to.
  2. Scroll down to the Journal Line Items section.
  3. Click New Journal Line Item.
  4. [Optional] Deselect the Derive Line Number checkbox and enter a custom line number. If you leave this checkbox selected, the next available line number is allocated.
  5. In the Line Type field, select the type of line you want to add.
  6. Select an existing item of the selected type.
  7. If this is an intercompany line, select an appropriate destination line type and its corresponding value.
  8. Enter the journal value. Credits must be entered with the minus sign (–).
  9. [Optional] Enter a line description.
  10. [Optional] You may be able to select a local GLA for all line types depending how your system administrator has configured your org.
  11. [Optional] Specify up to four analysis dimensionsClosed Custom objects that allow you to analyze the activity in your business in additional ways, such as by cost center, project, employee, or any other business entity important to you. to attach to this line.
  12. [Optional] Enter any relevant analysis or tax details that relate to this journal line item. Field validity varies according to the line type. For more information, see Analysis and Tax Details on a Journal.
  13. Click Save to save the line item. You can also click Save & New to save the changes to the current line item and begin to create another.

To add a new line item using the Manage Lines button:

  1. Display the detail page for the "In Progress" journal that you want to add lines to.
  2. Click Manage Lines.
  3. In the Line Type field, select the type of line you want to add.
  4. Select an existing item of the selected type and a general ledger account.
  5. [Optional] Enter a line description.
  6. Enter the journal value.
  7. [Optional] Click Add New Line to add another line and repeat.
  8. Click Save.

For more information, see the section on data entry grids in Entering and Editing Data.

Cloning Line Items

To clone lines:

  1. Select the checkboxes of the lines you want to clone.
  2. Click Clones Lines above the grid.
  3. [Optional] Modify the cloned lines as required.
  4. Click Save.
Note: When you clone a journal line and modify the Line Type, all fields in the line appear blank. This is an expected behavior.

Deleting Line Items

To delete lines:

  1. Select the checkboxes of the lines you want to delete.
  2. Click Delete Lines above the grid.
  3. Click Save.