Journals > Journal Templates
- Kat Grinter
- Kye Hush
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.
ON THIS PAGE YOU WILL FIND: |
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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
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
The new journal type will now appear in the list > select the newly created journal type > and complete the field options
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: | No |
In this example we’re creating a Salaries journal with different figures every month. Here’s what the set up looks like:
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
In the question pop-up, click yes
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
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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