How To: Create Journal Templates

Table Of Contents

Introduction
Steps
Steps

Introduction

Journal templates are ideal for recurring journals that need to be posted on a regular basis, such as staff salaries, rent, depreciation, or monthly accruals.
Using a journal template saves time, reduces manual data entry, and helps ensure consistency when posting repeated journals.
There are two ways to create a journal template:
  1. From the Journal grid in [Accounts | Nominal Accounts].
  2. From the Journal Templates screen.

Method 1: Create a Journal Template from the Journal Grid

This method allows you to build a journal first and then save it as a reusable template.

Steps

  1. Open the Accounts | Nominal Accounts | Nominal Accounts tab.
  2. Create the journal entries by double-clicking the required nominal accounts to add them to the journal grid.
    For more information, see How To: Journal between Nominal Accounts.
  3. Enter the required debit and credit values.
  4. Add a note to each journal line.
    Important: Do not save the journal at this stage.
  5. Right-click within the journal grid.
  6. Select Save as Journal Template.
  7. When prompted, click Yes to save the current journal as a template.
  8. The Journal Template Detail screen will open.
  9. Press Alt + E or click Edit to enter edit mode.
  10. Complete the template details:
  • Description/Name: Enter a meaningful name for the template.
  • Interval: Select how often the journal should recur, such as Monthly.
  • Day Of: Enter the day of the month the journal should be created.
    Tip: Enter 32 to represent the last day of the month.
  • Count: Enter how many times the template should be generated.
    Examples:
    • 12 = one year
    • 24 = two years
  • Date Started: Enter the first date the template should be used.
  1. Review the journal lines and amounts in the grid.
  2. If any values may vary each time the journal is generated, tick the Var checkbox against those amounts.
Important: Journals must always balance. If a debit amount is variable, the corresponding credit amount must also be variable.
  1. Press Ctrl + S or click Save.

Method 2: Create a Journal Template from the Journal Templates Screen

This method allows you to create a template directly without first creating a journal.

Steps

  1. Open a Journal Templates screen (show me how).
  2. Press Ctrl + N or click New.
  3. Complete the template details:
    • Description/Name: Enter a name for the template.
    • Interval: Select the recurrence interval.
    • Day Of: Enter the day of the month the template should run.
      Tip: Enter 32 to represent the last day of the month.
    • Count: Enter the number of times the template should be generated.
      Examples:
      • 12 = one year
      • 24 = two years
    • Date Started: Enter the first date the template should be applied.
  4. From the Nominal Account List, double-click the required nominal accounts to add them to the template.
  5. Enter the required debit and credit values.
  6. Press Ctrl + S or click Save.

Variable Amounts

The Var option allows selected journal values to be amended when the template is used.
This is particularly useful where amounts change regularly, such as:
  • Staff wages
  • Utility costs
  • Commission payments
  • Variable monthly expenses
When using variable amounts:
  • Tick the Var box beside every amount that may change.
  • Ensure both sides of the journal remain balanced.

Important Notes

  • Journal templates are designed for recurring journals and can significantly reduce manual processing.
  • Each journal generated from a template must balance correctly before it can be posted.
  • Use clear template names so they can be identified easily in the future.
Warning: Journal lines added in error can be removed using the delete option. However, extra care should be taken if the template has already been used to generate scheduled journals, as changes may affect future postings.

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