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 invoices.

Journal Overview

Accessing the Journal

  1. Click on the search icon (🔍) in the top-right corner, or press Alt+Q to open the "Tell me" search feature
  2. Type "Invoicing Journal" in the search box
  3. Select "Invoicing Journal" from the search results
  4. The Invoicing Journal page will display all current journal entries

Journal Structure

  • Journal Template: Defines the overall purpose of the journal
  • Journal Batch: Groups related journal lines together
  • 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 (WMS, TMS, Customs)
    • 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

Source Document Reference

To view the original source document:

  1. Select the journal line
  2. Click 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
  • Port To
  • Customer Reference
  • Project Code
  • Department Code
  • Origin Document Type and Number

The header information can vary depending on the source:

  • WMS Source: May include warehouse location, storage agreement references
  • TMS Source: May include route information, carrier details, delivery terms
  • Customs Source: May include declaration type, customs office, procedure codes

Line Information

Detailed line-level information is maintained for each entry, such as:

  • Container No.
  • Vessel No.
  • Batch No.
  • External Batch No.
  • Custom Attributes (Attribute 1-10)
  • Item/Service Specifications
  • Storage Location Details
  • Handling Information

Line information also varies by source:

  • WMS Source: May include pallet details, storage duration, handling equipment

Source-Specific Details

Depending on the source module, additional specialized information is preserved:

  • WMS Source: Storage charges, location details, handling operations

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
  5. Operational analysis across different business areas

Processing Journal Entries

Validating Entries

Before posting, you can validate journal entries:

  1. Click Actions > Check for Errors to validate the entries
  2. If errors are found, a new page will open 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. Click 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. Select Actions > Post

Additional Journal Functions

Filtering and Searching

  • Use the Filter function to locate specific entries
  • Search by customer, date, amount, or other criteria
  • Save frequently used filters for future use

Sorting and Grouping

  • Sort journal lines by clicking on column headers

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
  • Calculation Discrepancies: Ensure proper setup of pricing and discount rules

Next Steps

After posting journal entries, proceed to:

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