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Journal Entries Overview Transaction Spreading
Memorize Journal Entry User Email Settings

Overview

This Lesson will demonstrate Journal Entry Actions, including Editing, Memorizing and Reversing Journal Entries.

Edits

To make edits to a Journal Entry, first locate the Journal Entry. in either the 'Journal Entries' or 'All Transactions' lists views. Double click on the record to open it in a new tab

If the Journal Entry has a status of 'Unapproved' we will be able to make changes to the record. If the Journal Entry has been Approved, it is locked and cannot be edited. A User with the 'Unapprove' security role must 'Unapprove' the Journal Entry before any changes can be made.

Make the desired edits to the entry then Save & Close or Approve & Close to complete the editing process.


Actions

The Action menu on the Journal Entry form allows you to perform several different actions to unapproved and approved Journal Entries alike.


Actions include the following:

Delete

The Delete Action will delete the unapproved Journal Entry. A confirmation prompt will appear before the deletion occurs. Click ‘OK’ to delete the Journal Entry


Duplicate

The Duplicate Action will create an exact copy of the Journal Entry and open the duplicated entry in a new tab. The Number of the Duplicated entry will increment from the next value found in the Autonumbering list


Import

The Import Action allows you to Import Journal Entry Details from a .CSV file. This was described in detail in the 'Import a Journal Entry' Lesson


Transaction Summary

The Transaction Summary Action on an Approved Journal Entry will open a Transaction Summary Report in a new tab


Email Link

The Email Link Action will open an email prompt which will allow us to send an email from within Restaurant365 with an embedded link to the Journal Entry. User Email Settings must be configured to use this Action


Spread

The Spread Action will allow us to spread the Journal Entry over a set interval of time. Transaction Spreading will be detailed in a later Lesson


Reverse

The Reverse Action allows you to create a Reversing Journal Entry. Upon clicking 'Reverse', the Journal Entry will save and the 'Reverse' prompt will load. Select the date for the Reversing Journal Entry, then click 'Create & Open' to create and view the unapproved reversing entry.

The Reversing Journal Entry Number will append a capital 'R' to the original Journal Entry Number. Additionally, 'Reversal of [Journal Entry Number]' will be added to the comment box. This makes identifying reversing entries a simple task using searches and filters

Review and Approve the Reversing Journal Entry to complete the reversal process.


Memorize

The Memorize Action allows you to save the Journal Entry as a template for later manual or scheduled use. Upon clicking 'Memorize' the Journal Entry will save and the 'Memorize' prompt will load.

Enter a name for the Memorized Template and set an option Auto-Recurrence period. By default Auto-Recurrence will be set to 'None', meaning the template will only be used Manually.

To set an auto-recurrence, select one of the available options:

Next, enter how many times the Journal Entry will be created in the 'Times to Repeat' field.

If you want the Journal Entry to be generated a set number of days in advance, meaning it will be created in Restaurant365 X number of days before the set Journal Entry date, enter the number of days in the 'Create X Days in Advance' field.

When all fields have been completed, click the 'Memorize' button to complete the memorize process.


Manually Use a Memorized Journal Entry>

To manually use a Memorized Journal Entry, navigate to the 'Memorized Transactions' list in the Accounting Module.

Open the memorized entry, hover over the 'Action' menu and select 'Use'. All of the details that were saved on the original template will be present on the new Journal Entry. Make updates, including Date, Location and Comment, then save or approve the Journal Entry to complete the 'Manual Use' process.