Field descriptions: Journal entries

Transaction number

Intacct assigns transaction numbers. You can't edit them.

Accounting sequence number

If your system is configured to use accounting sequence numbers, the sequence number appears here.

Posting date

Displays today's date. You can also enter a different date for the transaction. (Required)

Automatic reversal date

Creates a reversal to the transaction on the date that you enter.

Enter a date only if you want to post a reverse transaction to this transaction. The reverse transaction is identical, except it's the inverse and therefore zeroes out the transaction. You can enter any date of today or greater.

Reversed on/from

Displays only if you’ve reversed the transaction. Select this link to toggle between the reversed-from and reversed-to dates.

Description

A description of the transaction. This can be any text needed to describe the entry or reason for it.

Comment

Optionally, enter a comment about the transaction. The first time an entry is saved, a History tab is added to the transaction.

Each time you edit the transaction, you can add another comment, which will be added to the history with a date. The original comment won't appear in the Comment field, but appears on the History tab.

Reference number

Optionally, enter your own number by which you can reference this transaction.

Source entity

Displays only if you’ve selected the option to “Enable auto-balancing for GL/Journal Entries” in Configure Multi Entity for companies that have more than one entity. For these companies, it enables Intacct to create balancing entries automatically in the journals of entities that transact business with each other.

Attachment

Select an attachment to add to this transaction, or select View to view (and even print) the attachment file. You can attach any type of file to the transaction, including scanned images, spreadsheets, or word-processor documents. Attached files are uploaded to the Intacct system for permanent, safe storage. Learn more about who can add attachments.

Tax implications

This field only applies to companies subscribed to the Taxes application.

Whether tax needs to be captured for the journal entry:

• None. No tax needs to be captured.
• Inbound taxes for purchases. The journal entry corresponds to an inbound (purchase) transaction and tax needs to be captured.
• Outbound taxes for sales. The journal entry corresponds to an outbound (sales) transaction and tax needs to be captured.

Tax solution

This field only applies to companies subscribed to the Taxes application.

The tax solution to use to calculate the taxes. This field is read-only unless your company is configured for multiple tax jurisdictions and you’re entering the journal entry at the top level.

This field appears only if you selected that there’s an Inbound or outbound tax implication.

Supplier

This field only applies to companies subscribed to the Taxes application.

When you select Inbound taxes for purchases as the tax implication, you can select a supplier to associate the journal entry to.

Selecting a supplier isn't required. Leave the field blank to enter Withholding Tax.

Customer

This field only applies to companies subscribed to the Taxes application.

When you select Outbound taxes for sales as the tax implication, you can select a customer to associate the journal entry to.

Selecting a customer isn't required.

Contact

This field only applies to companies subscribed to the Taxes application.

When Inbound taxes for purchases is selected, the pay-to contact for the selected supplier.

When Outbound taxes for sales is selected, the ship-to contact for the selected customer.

You can change the contact. The contact helps limit the tax details that are displayed in the line items to those that are most applicable for purchases or for sales.

Tax group

This field only applies to companies subscribed to the Taxes application.

A read-only field that displays the contact tax group to which the Contact belongs. If the Contact hasn't been associated with a contact tax group, the field is blank.

This field appears only if Inbound taxes for purchases or Outbound taxes for sales is selected as the tax implication.

VAT Reg No

This field only applies to companies subscribed to the Taxes application.

A read-only field that displays the VAT registration number for the Contact. If the Contact doesn't have a tax number specified, the field is blank.

This field appears only if Inbound taxes for purchases or Outbound taxes for sales is selected as the tax implication.

Custom field

If your system was set up with custom fields, they can be displayed here for making custom selections.

Show defaults

Select this button to select default information that will automatically be applied to all line items. Any options that you choose in Show defaults can be overridden on a line-by-line basis, if necessary.

On the entries defaults, you can:

• Select dimensions that apply to all line items (for example, selecting a certain department and location)
• Choose a predefined allocation that splits all line items across different dimensions. For example, allocating a certain percentage of amount to two different departments.
• Select currency and exchange rate information (applies to multi-currency companies)

Doc

The document number is set by Intacct when you save the transaction.

Account

Enter an account name, or select the dropdown list to look up the account. If the appropriate account hasn’t yet been created, select Add in the dropdown list. (Required)

Txn currency

If your company is multi-currency, enter the 3-letter currency code in which the transaction was made. The base currency is set based on the selection in the Location field.

Debit, Transaction debit, and Base debit

The amount of the debit.

If your company is multi-currency, Intacct displays the following two fields instead of Debit:

• Transaction debit. Enter the amount of the debit in the currency you set for the journal entry.
• Base debit. This is a read-only field that displays the transaction debit in the base currency of your company. It uses the exchange rate in the line to convert the amount.

Credit, Transaction credit, and Base credit

The amount of the credit.

If your company is multi-currency, Intacct displays the following two fields instead of Credit:

• Transaction credit. Enter the amount of the credit in the currency you set for the journal entry.
• Base credit. This is a read-only field that is Transaction credit converted into the base currency of your company. It uses the exchange rate in the line.

Multiple taxes on line

This field only applies to companies subscribed to the Taxes application.

Select to enter a line item where you need to apply multiple taxes, such as to partially reclaim input tax or enter a reverse charge. Learn more about entering a reverse charge.

This checkbox appears in the following circumstances:

• The tax solution is United Kingdom VAT.
• The tax solution is Australia GST or custom VAT, and the option for Multiple taxes per line is selected for the tax solution (Tax solution information page). Additional setup of tax details, tax schedules, and tax schedule maps may also be required.

Tax detail

This field only applies to companies subscribed to the Taxes application.

Select the appropriate tax category for the line item. The system applies the percent rate that is defined for the tax detail to calculate the amount of tax. If you assigned a default tax schedule to the contact, the applicable tax details fill in automatically after you enter the transaction amount.

Learn more about entering taxable transactions.

Select a Tax detail for a debit-credit pair; either the debit entry or the credit entry, but not both. Adjust the amount for the line without the tax detail by the amount in Transaction tax. For example, assume you select a tax detail for the debit entry and the calculated tax is 100. Increase the value of the credit entry by 100.

Rate

This field only applies to companies subscribed to the Taxes application.

A read-only field that displays the percent tax to apply for the line item. The percent tax is based on the selected tax detail.

Transaction tax

The amount of tax calculated for the line, which is based on the tax detail you selected. The calculation is: Debit (or Credit) multiplied by Rate.

If your company is enabled for multi-currency, the amount is in the currency you set for the transaction.

Total transaction debit and Total base debit

If your company is multi-currency, Intacct displays the following two fields:

• Total transaction debit. A read-only field that is Transaction debit plus Transaction tax.
• Total base debit. A read-only field that displays the amount in Total transaction debit in the base currency of your company. It uses the exchange rate in the line.

Total transaction credit and Total base credit

If your company is multi-currency, Intacct displays the following two fields:

• Total transaction credit. A read-only field that is Transaction credit plus Transaction tax.
• Total base credit. A read-only field that displays the amount in Total transaction credit in the base currency of your company. It uses the exchange rate in the line.

Base tax

If your company is multi-currency, a read-only field that displays the amount in Transaction tax in the base currency of your company, using the exchange rate in the line.

Allocation

Select an allocation from the dropdown list to apply to the amount. If the journal entry has a tax implication, this field doesn’t appear because you can't allocate the amount of a line.

Department

Select the department from the dropdown list.

Location

Select the location from the dropdown list.

Location is a required field for top-level entities in companies with more than one entity because Intacct needs the location to determine the base currency. The Location field is optional for a subordinate entity.

Memo

Purpose of this transaction. You can use up to 1000 characters.

Billable

Flag this line as a billable item for the project. Also include an item and a customer for billing purposes.

The label for this field might differ for nonprofit organizations based on settings in Configure Projects. Learn more.

Total

Totals are calculated automatically for you and can’t be changed.

Date

Displays the date the action was performed, one line per action.

Action

The action that was performed, such as Create, Post, or Submit for approval.

State

For each action, shows the state of the entry. States include:

• Submitted: Submitted for approval
• Posted: transaction was posted to the GL
• Approved: if approvals are turned on, the transaction was approved by all necessary approvers
• Partial: if approval chains are configured, the transaction was approved by at least one approver but not by all required approvers
• Declined: the transaction was declined and not posted to the GL
• Partially paid: the transaction has been partially paid
• Paid in full on <date>: the transaction has been paid in full on the date shown

User

The user performing the action.

Comments

Any comments included. These are normally included when a transaction is approved or declined.

Submit

Submits the entry for posting or approval.

Draft

Saves the transaction without posting it, and returns you to the Transactions list for the journal. Later, you or another user can review the entry and post it.

Submit and new

Submits the transaction to the GL, and returns you to the Transactions list for the journal.

Draft & new

Saves your progress on the entry, without posting it, and displays a new Journal Entries page. Later, you or another user can review the entry and post it.

Post & new

Posts the transaction to the GL, and displays a new Journal Entries page.

Cancel

Cancels any changes you made and returns you to the previous page.

Excel

Exports the transaction to a Microsoft Excel spreadsheet. Optionally, go to More Actions and select the link for Excel

More actions

Lets you perform additional actions related to the menu, including printing, duplicating, or reversing the entry.

• Duplicate: Creates a new transaction based upon the existing information for the current transaction.
  Memo fields are also duplicated. To update all memo line items, in the Entries section, select Show defaults and enter in a new Memo. Then select Apply defaults.
• Print: Displays the transaction in PDF format, which you can then print.
• Excel: Exports the transaction to a Microsoft Excel spreadsheet.
• Reverse: Lets you choose a date on which to reverse the transaction.
• Recur: Use this journal entry to create a recurring journal entry.
• Previous or Next: Displays the previous or next transaction for this journal, which can be helpful when reviewing transactions.
• Edit entries layout: Lets you change the layout of the page, including which fields appear in line items. Available to admin-level users only.

Transaction number

Intacct assigns Journal transaction numbers. You can't edit them.

Journal

Select the appropriate journal from the dropdown list.

Date

Displays today's date. You can also enter a different date for the transaction.

Reverse date

Appears only when you create the transaction to give you an opportunity to reverse the transaction. Thereafter, use the Reverse link described below. Enter a date only if you want to post a reverse transaction to this transaction. The reverse transaction is identical, except it's the inverse and therefore zeroes out the transaction. You can enter any date of today or greater.

Reversed on/from

Appears only if you’ve reversed the transaction. Select this link to toggle between the reversed-from and reversed-to dates.

Description

Enter a description of the transaction.

Comment

An optional comment that will be added to the transaction history.

Reference number

Optionally, enter your own number by which you can reference this transaction.

Allocation

Select a transaction allocation to apply to all the lines in the Journal Entries line items section.

The transaction allocations simplify the distribution of transaction amounts across multiple locations and/or departments. Suppose that your company distributes costs such as insurance premiums across several regional sales offices. This feature enables you to choose an allocation when paying the AP supplier invoice. The amounts of that AP supplier invoice are then automatically distributed across the appropriate locations.

Attachment

Select supporting documents to add to this transaction, or select View Attachments to view (and even print) the files in the attachment. You can attach any type of file to the transaction, including scanned images, spreadsheets, or word-processor documents. Attached files are uploaded to Intacct for permanent, safe storage. Learn more about who can add attachments.

Customer, Supplier, Employee, Item, and Other dimensions

Select the dimensions that apply to your transaction.

Doc

The document number is set by Intacct when you save the transaction.

Account

Enter an account name, or select the dropdown list to look up the account. If the appropriate account hasn’t yet been created, select the New button.

Transaction currency

For multi-currency companies, the currency used for the transaction.

Debit

The amount of the AP supplier invoice.

Credit

The amount of the payment.

Allocation

Select transaction allocation from the dropdown list to apply to the amount, or leave it blank with no allocation.

Department

Select the department from the dropdown list.

Location

Select the location from the dropdown list.

Location is a required field for top-level companies in a multi-entity structure because Intacct needs the location to determine the base currency. The Location field is optional for a subordinate entity.

Memo

Purpose of this transaction. You can use up to 1000 characters.

Customer

The customer in this transaction.

Supplier

The supplier in this transaction.

Employee

The employee involved in this transaction.

Total

Totals are calculated automatically for you and can't be changed.

Reverse

This button is displayed only if this transaction can be reversed. This button isn’t displayed for transactions that have already been reversed.

Select the Reverse button to display the Reverse GL Entry up so you can assign a date for the reversing transaction.

Refresh

Select this to reset the number of line items to the number set in Rows.

Rows

The number of line items available on this page.

Journal

Select the statistical journal in which the entry is to be posted. For example, you might post a journal entry for monthly headcount in a HEAD-Headcount journal.

Transaction no

Intacct assigns transaction numbers. You can’t edit them.

Date

Displays today's date. You can also enter a different date for the transaction.

Reverse date

Creates a reversal to the transaction on the date that you enter.

Enter a date only if you want to post a reverse transaction to this transaction. The reverse transaction is identical, except it's the inverse and therefore zeroes out the transaction. You can enter any date of today or greater.

Reversed on/from

Appears only if you’ve reversed the transaction. Select this link to toggle between the reversed-from and reversed-to dates.

Description

A description of the transaction.

Reference number

Optionally, enter your own number by which you can reference this transaction.

Attachment

Select an attachment to add to this transaction, or select View to view (and even print) the files in the attachment. You can attach any type of file to the transaction, including scanned images, spreadsheets, or word-processor documents. Attached files are uploaded to Intacct for permanent, safe storage. Learn more about who can add attachments.

Show/hide defaults

Optional. Select default values to autofill each line item. The system displays these default values for every existing and new line item. You can manually override default values on line items, as needed.

Doc

The document number is set by Intacct when you save the transaction.

Account

Enter an account name, or select the dropdown list to look up the account. If the appropriate account hasn’t yet been created, select Add in the dropdown list.

Increase

Amount by which to increase the account.

Decrease

Amount by which to decrease the account.

Allocation

Select an allocation from the dropdown list to apply to the amount.

Department

Select the department from the dropdown list.

Location

Select the location from the dropdown list.

Memo

Purpose of this transaction. You can use up to 1000 characters.

Total

Totals are calculated automatically for you and can’t be changed.

Draft

Saves the transaction without posting it, and returns you to the Transactions list for the journal. Later, you or another user can review the entry and post it.

Post

Posts the transaction, and returns you to the Transactions list for the journal.

Draft & new

Saves your progress on the entry, without posting it, and displays a new Statistical Journal Entries page. Later, you or another user can review the entry and post it.

Post & new

Posts the transaction, and displays a new Statistical Journal Entries page.

Excel

Exports the transaction to Microsoft Excel. Optionally, go to More actions and select Excel

Cancel

Cancels any changes you made and returns you to the previous page.

More actions

Lets you perform additional actions related to the menu, including printing, duplicating, or reversing the entry.

• Duplicate creates a new transaction based upon the existing information for the current transaction.
• Print displays the transaction in PDF format, which you can then print.
• Excel exports the transaction to Microsoft Excel.
• Reverse lets you choose a date on which to reverse the transaction.
• Previous or Next displays the previous or next transaction for this journal, which can be helpful when reviewing transactions.
• Edit entries layout lets you change the layout of the page, including which fields appear in line items. Available to admin-level users only.