To add journals, complete the following steps.
- On the left panel, click Nominal Ledger > Journals.
- The Journals page appears. Click New.
- On the Journals page, enter the following information for the journal.
- Once you enter the nominal code and look up for the same, the Nominal Code window will view the Last Year Balance column as a new addition.
- On the Journals Page, for the type Single-Line Journal, enter the following details.
- To save the journal, click Save.
Journal Information
| FIELD | DESCRIPTION |
|---|---|
| DATE | Date the journal was created. The date should be within the current financial year. |
| REF NO. | Unique reference number for the journal. Use this to search the journal you want. |
| TYPE | Choose the type of the journal entry. The “Type” of the entry has been classified into 4 categories. The type of the entry has been classified into “Journal"; “Opening Balance”; “Accrual” and “Pre-payment”. The entry type is very important for the chart of accounts and bank reconciliation. This transition type will also be reflected in the “Journal” browse. |
| Add Attachment | If you need to attach supporting documents for the journal which you or the auditors may find useful. |
| Code* | Nominal codes corresponding to the transactions. You need to enter two nominal codes for credit and debit. To enter, type manually, or click  and select the appropriate nominal code. |
| Description | Description column is an auto populated filed. By choosing the nominal code from the nominal group the description will auto populate into the description field. This column is system defined and user can not over write the description against the nominal code. |
| Ref No. | Unique reference number for each entry. |
| Notes | Supporting information for the journals, if any. |
| Debit* | Enter the debit amount. |
| Credit* | Enter the credit amount. |
* Indicates a mandatory input.
To add a line, click Add New Line.
The previous journal data is automatically saved when you move to the next row.
To delete a journal entry, select the entry and click Delete.
Single-Line Journal Information
| FIELD | DESCRIPTION |
|---|---|
| DATE | Depending on the settings, the date can be the current date, last transaction date or no date. You can set the date up to 5 years beyond the current set accounting period. |
| REF NO. | Enter a reference no. for the transaction. If “Reference No” is being selected then it will appear in the “Journal” browse under the Ref. No. column. This is not a mandatory field. |
| TYPE | Choose the type of the journal entry. The “Type” of the entry has been classified into 5 categories. Four categories are mentioned above and the fifth is "Single-Line Journal". The entry type is very important for the chart of accounts and bank reconciliation. This transition type will also be reflected in the “Journal” browse. |
| Notes | Enter the notes of the transaction in the note split field. If you wish to copy the “Header” notes of the transaction in the notes split press the “Enter” button, it will auto populate. In case if you want to rewrite the notes in the transaction split. This is not a mandatory field. |
| Debit Code | Choose the Debit nominal code of the transaction. This nominal code is very important for the transaction. If the nominal code exists, choose from the lookup button. The nominal code has been classified into different nominal groups for e.g. Sales, Cost of Sales, Administrative Expenses, Other Income, Profit & Loss Suspense, Tangible Fixed Asset, Stock, Asset etc. Each nominal group is consisting of different nominal code. User can choose the nominal code as per the type of the journal. These nominal groups and the nominal codes are system defined. |
| Credit Code | Choose the Credit nominal code of the transaction. This nominal code is very important for the transaction. If the nominal code exists, choose from the lookup button. The nominal code has been classified into different nominal groups for e.g. Sales, Cost of Sales, Administrative Expenses, Other Income, Profit & Loss Suspense, Tangible Fixed Asset, Stock, Asset etc. Each nominal group is consisting of different nominal code. User can choose the nominal code as per the type of the journal. These nominal groups and the nominal codes are system defined. |
| Amount | Add the amount that needs to be updated on the single line journal for both Credit and Debit entries. |
You can now import Single-Line Journals from Relate AP and Sage AP to Surf Accounts Production.