Journal voucher - General journal (form)
Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012
Click General ledger > Journals > General journal. Select or create a journal, and then click Lines.
Use this form to enter and post daily transactions and to view posted transactions in the specific journal that you selected in the General journal form.
To work in two journals at the same time, you can open two instances of the Journal voucher form.
Note
This topic includes information about features that were added or changed for cumulative update 7 or later for Microsoft Dynamics AX 2012 R2. This information also applies to AX 2012 R3.
Tasks that use this form
Create and validate journals and journal lines
Post and print a journal or journal lines
Enter and post invoices for recurring expenses
Navigating the form
The following tables provide descriptions for the controls in this form.
Note
This form may contain workflow buttons. For more information about workflow buttons, see Workflow actions.
Tabs
Tab |
Description |
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Overview |
Enter and view the journal lines in the selected journal. |
General |
View additional information about the journal line that is selected on the Overview tab. |
Invoice |
Enter or view information about the invoice that is related to the selected journal line. |
Payment |
Enter or view information about the payment that is related to the selected journal line. |
Payment fee |
Enter or view information about the payment fee that is related to the selected journal line. |
Project |
Enter or view information about the project that is related to the selected journal line. This tab is available only if you selected Project in the Account type field. |
Fixed assets |
Enter or view information about the fixed asset that is related to the journal line that is selected on the Overview tab. |
Remittance |
View the name that was specified for the location where payments are sent and view or revise the mailing address of that location. This is the mailing address that is printed on remittances and checks. |
History |
View the history of the journal line that is selected on the Overview tab. |
Zakat |
Enter and view Zakat information for a transaction. Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia. |
Buttons
Button |
Description |
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Post |
The function that you select is run on the lines that are selected on the Overview tab. To post lines that do not have errors and to transfer lines that have errors to a new journal, click Post and transfer. Otherwise, click Post. If an error exists, no lines are posted, and you receive an error message. Note If you have permission to post fixed asset transactions, and you try to post a line that makes the net book value of a fixed asset value model higher than the sum of all acquisition and acquisition adjustment transactions, a message is displayed that asks you whether to continue. The message does not appear for acquisition or acquisition adjustment transactions. |
Validate |
The function that you select is run on the lines that are selected on the Overview tab. The validation checks that the journal lines that are selected are ready for posting. |
Financial dimensions |
Open a menu with options to open a form where you can select financial dimensions for the main account, offset account, or, if it is necessary, a payment fee account. The menu options that are available depend on the form that you are currently working with. |
Approval |
Change the approval status of the selected journal line. This button is available only if you select the Active check box for the journal name in the Journal names form. |
Sales tax |
View, and edit before posting, if you have to, the expected sales tax transaction that is related to the journal line that is selected on the Overview tab. |
Period journal |
Retrieve period journals, or save the journal lines that are in this journal as a period journal. |
Functions |
Open a menu that contains the following items:
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Fixed assets |
Select how to create journal lines as proposals for fixed asset transactions by creating a query that can be used to select a range of fixed assets. All lines from proposals can be modified in the same way as other journal lines. The text that is generated can also be modified. |
Inquiries |
Make various inquiries that depend on the posting status of the selected invoice line:
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Print reports that are relevant to the journal lines. |
Fields
Field |
Description |
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(Balance) Journal |
The balance for the journal. |
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(Balance) Per voucher |
The balance for the selected journal line. |
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(Total debit) Journal |
The total debit amount for the journal. |
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(Total debit) Per voucher |
The debit amount for the selected journal line. |
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(Total credit) Journal |
The total credit amount for the journal. |
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(Total credit) Per voucher |
The credit amount for the selected journal line. |
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(Budget check results) Per voucher |
Budget checking is available when budget control is turned on and accounting journals are enabled for budget control. The icons that are displayed identify the result of budget checking. A red X indicates that the budget check failed, a yellow triangle indicates that the budget check passed with warnings, and a green check mark indicates that the budget check passed. For more information, see About budget control. |
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Display journal lines |
Select whether to display all journal lines or only the journal lines that have errors. For example, if you import a large number of journal entries, you might select Errors only to display only the lines that need to be reviewed and corrected before you post them. If a line contains an error, a red X is displayed in the left grid column. This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2. |
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Date |
View or enter the posting date. The system date, which is typically today's date, is suggested, but you can select another date. When the date on a line has been changed, this date is suggested when a new line is created. If you cannot post because of a problem with a date, verify that an open period exists in the Fiscal calendars form for the fiscal calendar that is used with the transaction. For more information, see About fiscal calendars, fiscal years, and periods. Note If the Check for voucher used field in the General ledger parameters form is set to anything other than Accept duplicates, a voucher includes more than one line, and the date is changed on one of the lines, this date is the posting date for all the lines of the voucher, even though a different date might be displayed. As you move through the lines of the voucher, the date changes on each line. If the New voucher field in the Journal names form is set to Manual or One voucher number only, and the Check for voucher used field in the General ledger parameters form is set to Accept duplicates, you can use the same voucher number on different transaction dates. You might do this when you set up ledger accruals in the Accrual schemes form. |
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Transaction date |
The posting date when the legal entity gains knowledge of the transaction. Note (ITA) This control is available only to legal entities whose primary address is in Italy, and if the Transaction date reference to competence date check box is selected in the General ledger parameters form. |
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Voucher |
The voucher number for the transaction. Set up voucher series in the Number sequences form. (Click Organization administration > Common > Number sequences > Number sequences. On the Action Pane, click Number sequence.). The voucher series is selected for the journal name in the Voucher series field in the Journal names form. (Click General ledger > Setup > Journals > Journal names.) If the number sequence is set to Continuous in the Number sequences form, and the Allow user changes check boxes in the Number sequences form are not selected, the field is skipped. Note The value in the Voucher field typically increases when the balance of the previous lines is zero. When you enter a transaction, you can enter an offset account on the same line. To use more than one offset account, you must enter several lines for the voucher. You can select In connection with balance in the New voucher field in the Journal names form to help control that the transaction and offset transactions balance as you enter journal lines. |
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Account type |
Select the account type. If you select Ledger, Customer, or Vendor, the transaction is posted to the account that is entered in the Account field. For example, when you enter a vendor payment and specify Vendor in this field, you can select a vendor account in the Account field. During posting, a transaction is also entered automatically in the vendor summary ledger account, which is defined by the posting profile that is selected for the vendor.
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Account |
Select the account number of the account type that is selected in the Account type field. You can also find the account by entering the search name of the account. |
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Description |
Enter or select a description that applies to the transaction. The same description is used for offset account transactions, unless you enter different information in the Offset-transaction text field. |
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Debit |
Enter the debit amount in the currency that is selected in the Currency field. |
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Credit |
Enter the credit amount in the currency that is selected in the Currency field. |
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Offset account type |
Select the account type of the offset account, just as you selected the account type in the Account type field. |
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Offset account |
Enter or view the account for the current offset account type. In the Main accounts - chart of accounts: %1 form, you can set up a default offset account that will automatically be displayed in this field. You can also do this in the Offset account field in the Vendors form. |
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Use a deposit slip |
Select this check box if the line is a payment transaction that is deposited in a bank account by using a deposit slip. For more information, see Create a deposit slip. |
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Reversing entry |
Select this check box if the transaction is a reversing transaction. For more information, see Create a reversing entry. |
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Reversing date |
Enter the date for the transaction to be reversed. Note Transactions that are grouped into the same voucher must have the same reversing date. If you modify the reversing date for one transaction, the reversing dates are automatically updated for the other reversing entries that are included in the same voucher. |
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Currency |
Select the currency of the transaction. The default currency that is displayed depends on the currency information that is available, and follows this order:
Note In the Validate currency code field in the Main accounts - chart of accounts: %1 form, you can select validation rules for the use of currencies with regard to each main account. Although a transaction amount might be in a foreign currency, the balance fields show the journal amounts in the accounting currency. Each currency must be set up with appropriate exchange rates before transactions can be entered in that currency. |
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Sales tax group |
The sales tax group of the transaction. The default value is the sales tax group that is associated with the account type and the account for ledger accounts, customer accounts, and vendor accounts. If you enter a line for a ledger account followed by a line for a customer account or a vendor account, and a default sales tax group is specified for the customer account or vendor account, that default sales tax group overwrites the sales tax group that is already entered for the ledger account. If the line for the ledger account should have a different sales tax group, you must either change it manually or enter the line for the ledger account after the line for the customer account or vendor account. |
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Item sales tax group |
The item sales tax group of the transaction. The default value is determined by the following, in order of priority:
If the Exempt check box is selected for the selected main account, no default value is displayed, but you can enter a value. |
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Calculated sales tax amount |
The calculated sales tax amount in the transaction currency. |
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Actual sales tax amount |
The actual or updated sales tax amount for the journal line. |
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Settlement type |
The settlement type of the voucher. When you enter a customer payment and select Customer or Vendor in the Account type field, the transaction is posted for the customer account or vendor account that is selected. At the same time, a transaction is automatically posted in the customer summary account or vendor summary account in the ledger accounts. For information about the setup of posting profiles, see Customer posting profiles (form) or Vendor posting profiles (form). |
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Account name |
Enter the settlement account. |
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Offset account name |
Select the offset account. |
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Withholding tax group |
Select the vendor's withholding tax group. The default value is the withholding tax group that is set up for the vendor. You can change or delete this value if no withholding tax is calculated for the line. Withholding tax is calculated when the following conditions are true:
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Calculate withholding tax |
Select this check box if withholding tax should be calculated for transactions in journals. |
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Item withholding tax group |
Select the withholding tax group that applies to the item. Note (THA) This control is available only to legal entities whose primary address is in Thailand. |
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Release date |
Enter a release date to put the invoice payment on hold. If you enter a date, the payment will not be generated until that date. This field is available only if the invoice is approved. To remove a payment hold, clear the entry in this field. Any user can clear the release date, regardless of which user entered it. This field is displayed only if the account type or offset account type is Vendor. |
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Transfer |
Select this check box if the journal line is a transaction that will be transferred to the closing sheet. The transaction type of the posted transaction is Transfer. |
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Company accounts |
The identifier for another legal entity in the organization, if this is an intercompany transaction. |
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Sales tax code |
Select the sales tax code for the transaction. A sales tax code must be specified if the main account that is specified is a tax account. |
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Sales tax direction |
If this check box is selected, the sales tax direction for the selected journal line is controlled by the selection in the Sales tax direction field in the Main accounts - chart of accounts: %1 form for the ledger account that is selected in the Account field on the journal line. To view the sales tax direction for the journal line, click Sales tax. Example Customer payments are recorded on a voucher together with a fee from the bank. Therefore, the sales tax direction on the sales tax posting of the fee is outgoing (Sales tax payable), because a customer account is part of the voucher posting. However, if the Sales tax direction field is selected on the line with the fee, the sales tax direction is instead taken from the chart of accounts. The sales tax direction changes to Sales tax receivable if the sales tax direction on the ledger account is set to Purchase. |
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Sales tax amount |
The calculated sales tax amount in the transaction currency. |
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Reason code |
Select the reason for the transaction. The reason codes that are displayed in the list are the reason codes that are set up for the account type that you selected for the line. |
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Reason comment |
Enter a reason description. If you select a reason code before you enter a reason comment, the default comment that is set up for the reason code is displayed. You can change the comment. |
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Offset company accounts |
If you are using intercompany accounting, enter the three-character code that defines the legal entity in which the journal line transaction is offset. The transaction between accounts is posted in the Intercompany accounting form for both legal entities. |
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Offset-transaction text |
Enter a description if information other than the description in the Description field should be used for the offset transaction. |
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Exchange rate |
The currency exchange rate that applies to the transaction. The currency rate that is expressed here is the rate that is set up in the Currency exchange rates form, but you can change this rate. The exchange rate is expressed as the number of units of the foreign (non-accounting) currency that is indicated in the Quotation unit field in the Currency exchange rates form. |
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Secondary exchange rate |
The secondary exchange rate. |
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Cross rate |
The cross rate for the two exchange rates. |
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Calculation method |
The basis for the calculation of the cross rate. |
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Quantity |
Enter the quantity of the current transaction. Note Enter the quantity for project transactions in the Quantity field on the Project tab. To display quantities on a financial statement, use the Current quantity column type. For information, see Financial statement setup (form). |
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Posting profile |
The posting profile of the transaction. If the transaction is a vendor, customer, or fixed asset transaction, the default posting profile for the selected account type and account is displayed. |
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Terms of payment |
The terms of payment of the invoice that is selected in the Invoice field. |
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Invoice |
Enter or view the invoice number that is related to the journal line. When you post transactions to a customer account or vendor account in general journals and you enter a value in this field, the item sales tax group that was selected for the invoice is transferred automatically to the sales tax group of the journal line. If you do not enter the invoice number, the item sales tax group is retrieved from the ledger account or from the Item sales tax group field in the Sales tax area of the General ledger parameters form. |
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Due date |
The due date for the invoice, which is calculated based on the terms of payment of the invoice. You can change this date. A due date is calculated only if an invoice is entered. |
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Payment ID |
Enter a payment ID. If the payment proposal is used to create the journal lines, the payment ID from the invoice or credit note is displayed in this field, but you can change this value. |
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Tax exempt number |
The tax exempt number of the customer account or vendor account that is entered on the line. You can create tax exempt numbers in the Tax exempt numbers form. (Click General ledger > Setup > Sales tax > External > Tax exempt numbers.) |
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Cash discount |
Enter or view the code for the cash discount that applies to the journal line. If you selected a customer account or vendor account for the line, the default value for that account is displayed, but you can change this value. |
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Cash discount date |
The last invoice payment date that qualifies the payment for a cash discount. This is calculated using the value in the Cash discount field and the date of the invoice. You can change this date. If a cash discount sequence is used, the last date of the first cash discount is displayed. |
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Cash discount amount |
The cash discount amount that applies to the transaction. The cash discount is calculated automatically when a payment is made before the deadline. |
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Document |
The number of the document that the voucher was created from. |
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Document date |
The date of the document. |
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Approved by |
The worker who approved the transaction. To restrict the approval function for a particular journal template, and the journals that are based on that template, to a specific user group, select a user group in the Approve field in the Journal names form. |
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Approved |
If this check box is selected, the journal line is approved. The default status of this field is selected. |
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Invoice payment release date |
Enter the date when the hold is released for the invoice payment. This field is displayed only if the account type or offset account type is Vendor. |
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Release date comment |
Enter a comment for the Invoice payment release date field. This field is displayed only if the account type or offset account type is Vendor. |
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List code |
Select the list code for use with the European Union (EU) sales list. The default value is Not included. |
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Method of payment |
If the transaction is a payment, invoice, or credit note, select the method of payment for the transaction. |
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Payment specification |
Select the payment specification, if any, for the selected method of payment. |
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Prepayment journal voucher |
Select this control to specify that the payment is a prepayment that was made by using a prepayment journal voucher. For more information about prepayments and the prepayment journal vouchers, see About prepayments and prepayment journal vouchers. For more information about posting prepayment journal vouchers, see Post prepayment journal vouchers to prepayment accounts. |
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Balance |
The amount remaining on the customer balance or vendor balance when the selected line is posted. |
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Bank transaction type |
If the journal line is a bank payment, select the bank transaction type. |
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Payment reference |
Enter a reference or text that describes the bank payment. If the Use a deposit slip check box is selected, this field is required. The information in this field will be included as part of the criteria for summarizing voucher information. If the information for vouchers is identical, the transaction details will be summarized. For example, suppose you have the following voucher information.
Although the account and date are identical for voucher 1, the transaction details will not be summarized because the payment references do not match. The transaction details for voucher 2 will be summarized, because all the information for both vouchers is identical. |
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Deposit slip |
The deposit slip number, if the Use a deposit slip check box is selected. |
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Transaction type |
Select a transaction type:
This field is available only if the Enable import letter of credit check box is selected in the General ledger parameters form. |
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Letter of credit / import collection |
Select the bank document number for the transaction type margin. This field is available only if the Enable import letter of credit check box is selected in the General ledger parameters form. |
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Shipment number |
The shipment number of the invoiced shipment. This field is available only if the transaction type is Settlement. |
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Fee ID |
Select the code that identifies the payment fee. |
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Fee amount |
Enter the payment fee amount. |
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Currency (Payment fee) |
Select the currency code for the fee. |
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Sales tax group (Payment fee) |
Select the sales tax group for the fee. |
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Item sales tax group (Payment fee) |
Select the item sales tax group for the fee. |
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Module |
Select whether the specified account is a customer or vendor. |
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Account type |
Select the account type that the transaction is applied to. |
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Account |
Select the account number of the account type that is selected in the Account type field. |
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Project date |
Enter the posting date for the project. |
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Project |
Select the account number for the selected project. |
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Activity number |
Select the number of the activity for the project. This field is available only if Project is selected as the account type. |
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Worker |
Select the worker number. This field is available only if Project is selected as the account type. |
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Category |
Select the project category that applies to the transaction. This field is available only if Project is selected as the account type. |
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Line property |
Select the status of the transaction. This field is available only if Project is selected as the account type. |
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Transaction ID |
The project transaction identifier, if an ID is attached to the project. This field is available only if Project is selected as the account type. |
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Description (Project) |
Select a description for the project. This field is available only if Project is selected as the account type. |
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Quantity |
Specify the number of units for project transactions. This field is available only if Project is selected as the account type. |
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Cost price |
Enter or view the cost price of the hours that were used in the transaction. This field is available only if Project is selected as the account type. |
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Sales currency |
Select the currency code for project sales transactions. This field is available only if Project is selected as the account type. |
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Sales price |
Enter or view the sales price of the hours that were used in the transaction. This field is available only if Project is selected as the account type. |
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Sales tax group (Project) |
Select the sales tax group for project invoicing. This field is available only if Project is selected as the account type. |
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Item sales tax group (Project) |
Select the item sales tax group for project invoicing. This field is available only if Project is selected as the account type. |
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Transaction type (Fixed assets) |
Select the type of transaction for the fixed asset transaction. For more information, see Fixed asset transaction types. |
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Value model |
Select or view the value model of the fixed asset that is selected in the Account field on the Overview tab. If only one value model is available, this value is displayed automatically. Only value models that are appropriate for the posting layer of the journal are available in the list. For example, if the journal is set up to use the Tax posting layer, only value models that are set up for tax are available. Value models that have a status of Sold or Scrapped are not available for additional transactions. |
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Remittance location |
The name that was specified for the location where remittances are sent. |
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Address |
View the formatted information for the selected address. This is the address that will appear on a printed document. The original address record may contain information that is not included in this view, depending on the specific country/region format. |
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Reported as ready by |
The user who reported the journal as ready. |
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Rejected by |
The user who rejected the journal. |
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Posted on |
The posting date of the transaction. |
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Foreign company accounts |
The other legal entity in which the transaction is also posted, if the transaction is an intercompany transaction. |
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Foreign voucher |
The voucher number in the other legal entity for the transaction that is related to the posted journal line transaction, if the transaction is an intercompany transaction. |
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Transferred on |
The transfer date of the transaction. |
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Transferred by |
The user who transferred the transaction. |
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Transferred to journal |
The number of the journal that the transaction was transferred to. |
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Errors detected |
The error messages that relate to the transaction, if any. |
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1099 amount |
Enter or view the amount to be reported on the 1099 form. Note (USA) This control is available only to legal entities whose primary address is in the United States. |
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1099 box |
Select the box in which to print the 1099 amount on the 1099 form. For more information, see (USA) About year-end 1099 reporting. Note (USA) This control is available only to legal entities whose primary address is in the United States. |
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G-10a state |
The two-letter postal abbreviation of the state for which state income taxes are being withheld. Note (USA) This control is available only to legal entities whose primary address is in the United States, and if the Public Sector 1099G configuration key is selected. |
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G-10b state identification number |
The identification number of the state department, division, or office reported in box 10a on form 1099-G. Note (USA) This control is available only to legal entities whose primary address is in the United States, and if the Public Sector 1099G configuration key is selected. |
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G-11 state income tax withheld |
The amount of state tax that was withheld from the payment, as reported in box 1 on form 1099-G. Note (USA) This control is available only to legal entities whose primary address is in the United States, and if the Public Sector 1099G configuration key is selected. |
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State/province |
Specify the state for the delivery. Note (USA) This control is available only to legal entities whose primary address is in the United States. |
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1099 state amount |
Specify the amount to be reported to the delivery state on the state 1099 form. Note (USA) This control is available only to legal entities whose primary address is in the United States. |
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Invoice declaration |
Select the invoice declaration ID for the vendor. Note (ISL) This control is available only to legal entities whose primary address is in Iceland. |
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Depreciation run date |
The date when the fixed asset was acquired. You can change this date when the transaction type is Acquisition or Acquisition adjustment, or if there is no value model depreciation convention. Note (ITA) This control is available only to legal entities whose primary address is in Italy. |
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Zakat sales type |
Select the Zakat sales type of Other, Sales, or Projects. Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia. |
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Project ID |
Select the project ID of the transaction. This field is available only when you select Projects in the Zakat sales type field.
Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia. |
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Sales order |
Select the sales order. This field is available only when you select Sales in the Zakat sales type field. Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia. |
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Subcontractor |
Select a subcontractor for the Zakat transaction. This field is available only when you select Sales or Projects in the Zakat sales type field. Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia. |
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Contract number |
Select a contract number. Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia. |
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Asset group |
Select a Zakat asset group. Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia. |
See also
Migrating project data from other ERP systems
About migrating project data from other ERP systems
Announcements: To see known issues and recent fixes, use Issue search in Microsoft Dynamics Lifecycle Services (LCS).