Table of Contents

Invoicing - Journal management

The Invoicing Journal is the central workspace where collected entries are reviewed, edited, and processed before being converted to ledger entries and ultimately to invoices.

Journal overview

Accessing the journal

  1. Choose the Tell me icon, type Invoicing Journal, and then choose the related link.
  2. The Invoicing Journal page displays all current journal entries.

Journal structure

  • Journal Template: Defines the overall purpose of the journal.
  • Journal Batch: Groups related journal lines together within a template.
  • Journal Lines: Individual billable entries collected from various sources.

Working with journal entries

Reviewing entries

  1. Select a batch to view its lines.
  2. Review key information for each line:
    • Source (Agreement, WMS, FMS)
    • Customer information
    • Item or service details
    • Quantities and amounts
    • Posting and document dates

Editing entries

You can modify journal entries before posting:

  1. Select the line you want to edit.
  2. Modify fields as needed:
    • Description
    • Quantity
    • Unit price
    • Discounts
    • G/L accounts
  3. The system automatically recalculates amounts based on your changes.

Service validation

When you enter or change the No. field on a journal line, the system validates the service against the appropriate service table based on the line's Type:

  • WMS source: validates against the WMS Service table
  • FMS source: validates against the FMS Service table
  • TMS source: validates against the TMS Service table

This ensures that only valid services are used for each source type.

Source document reference

To view the original source document:

  1. Select the journal line.
  2. Choose Line > Show Source to open the source document.

Source entry information

The Invoicing Journal stores comprehensive source entry information, which is essential for detailed invoice reporting and traceability.

Header information

Each journal entry preserves important header-level information from the source document, including:

  • External Document No.
  • External Reference
  • Port From and Port To
  • Customer Reference
  • Project Code and Department Code
  • Origin Document Type and Number

WMS source information

WMS entries capture up to 32 information types, including:

  • Vehicle No., Container No., Batch No.
  • Airway Bill, Bill of Lading
  • Weights (gross, net, tare)
  • Port From and Port To
  • Shipping addresses
  • Item categories
  • Storage and handling details

FMS source information

FMS entries capture up to 42 information types, including:

  • Port of Loading, Port of Discharge, Place of Delivery
  • Vessel and Voyage data (up to 5 vessel/voyage slots)
  • Container numbers (up to 5 container slots)
  • Incoterms and trade terms
  • Cargo and equipment details
  • Shipper and consignee addresses
  • Marks and numbers

Agreement source information

Agreement entries link back to the agreement detail lines, preserving:

  • Agreement No. and line references
  • Period start and end dates
  • Service type (recurring service or storage cost)

Reporting capabilities

The comprehensive source information stored in the journal enables:

  1. Creation of detailed sales invoice specification reports
  2. Custom reporting based on any combination of source attributes
  3. Traceability from invoice back to originating transactions
  4. Customer-specific reporting formats using stored attributes

Processing journal entries

Validating entries

Before posting, you can validate journal entries:

  1. Choose Actions > Check for Errors to validate the entries.
  2. If errors are found, a new page opens displaying all errors related to the journal lines.
  3. Review and correct any validation issues.

Posting entries

To post validated journal entries:

  1. Select the specific lines to post.
  2. Choose Actions > Post Line(s).
  3. Confirm the posting action.
  4. The system will:
    • Create ledger entries
    • Update source documents
    • Prepare entries for invoice creation

Batch posting

For efficient processing of multiple entries:

  1. Choose Actions > Post to post all lines in the batch.
Tip

When using the COLLECT INV.ENTRIES job queue function with AUTO POST set to 1, collection and posting happen in a single automated step. See Scheduled collection for details.

After posting

Once journal entries are posted:

  1. They are removed from the journal.
  2. Ledger entries are created in the Invoicing Ledger.
  3. Entries are ready for invoice generation.

Troubleshooting journal issues

If you encounter problems with the journal:

  • Validation errors: Review error messages and correct the indicated fields.
  • Posting failures: Check for missing required information or business rule violations.
  • Missing entries: Verify the collection process completed successfully.
  • Service not found: Ensure the service exists in the correct service table (WMS Service, FMS Service, or TMS Service) for the selected source type.

Next steps

After posting journal entries, proceed to:

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