Journals > Journal Templates

Journal templates are used to copy a previous journal to make it easier to enter repeating journals such as month-end, payroll etc. All line items will populate to the new journal and you can choose whether to bring in the values.

To access journal templates, you need to have access to settings. Please contact your WorkBook administrator if you can’t see this menu.

SELECT A JOURNAL TO COPY FROM

To setup the journal template, you’ll need to have entered a journal with all the correct lines to copy from. This can be a journal with a status between 10 and 60 but cannot be a cancelled journal.

• Go to the finance & administration module > general ledger sub-menu > journals

• In the journal entry tab > find the journal you wish to copy from > and make a note of the journal number

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SETTING UP THE JOURNAL TEMPLATE

• In the settings module > go to the finance sub-menu > journal types

• In the journal types tab > click on the create button

• Enter the name of your journal (this will be visible from the add new journal menu) > click ok

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• The new journal type will now appear in the list > select the newly created journal type > and complete the field options

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FIELD	DESCRIPTION	REQUIRED

FIELD	DESCRIPTION	REQUIRED
Journal name	Defaults to the name you gave when you created the new journal type	Yes
Blocked	If at a later stage you don’t want to use this template anymore, you can block it from further use. Journal types can’t be deleted if they are in use.	N/A
Automatic	Leave this unticked. Automatic journals should only be created by WorkBook administrators.	N/A
Voucher sequence, project posting	Not required for use on journal templates	No
ID	This is the ID for the journal type entered	Automatically populates
Template journal	This is where you add the number of the journal that you want your template to copy from.	Yes
Template amount	By ticking this box, the amounts of the journal you’re copying from will populate in the new journal. Use this if the amounts are always the same, otherwise do not tick	No
Default holding account	You can default the holding account that is used for the template if required	No
Default transaction type	If you utilise the transaction type functionality in WorkBook, you can pick from one of the following options: Open	No

• In this example we’re creating a Salaries journal with different figures every month. Here’s what the set up looks like:

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USING THE JOURNAL TEMPLATE

• Go back to the finance & administration module > general ledger sub-menu > journals

• In the list tab > click the create a new journal button

• In the pop-up, select type field > use the dropdown to select the journal template you created

• Click create

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• In the question pop-up, click yes

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• In the next popup:

  • Don’t enter a voucher no. - leaving this blank will mean it populates with the next available number. Entering your own number could change the journal number sequences and create issues.

  • Do enter a new posting date

• Click ok

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• A new journal will open with all the lines from your template

• Add your amounts in the amounts field > and process your journal as usual

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