How To: Create Journal Templates

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Journal templates are useful when creating recurring journal entries for example monthly staff salaries. There are two methods of creating a new journal template:

  • From the Journal grid in the [ Accounts | Nominal Accounts ] tab.
  • From the Journal Templates List tab accessed from the context menu in the Journal grid in the [ Accounts | Nominal Accounts ] tab

Create a Journal Template in the Journal Grid

  1. Open the [ Accounts | Nominal Accounts | Nominal Accounts ] tab.
  2. Create the journal entries by double clicking on the required nominal accounts and adding them to the lower grid. Also see How To: Journal between Nominal Accounts for more help on creating journals.
  3. Enter the credit and debit values as appropriate.
  4. Add a note to each line.
    Note: Do not save the journal.
  5. Right-click on the journal grid.
  6. Select Save as Journal Template.
  7. Confirm Yes to the Save current journal as template message.
  8. A Journal Template detail screen is displayed to assist in setting up the template.
  9. Press Alt+E or click the green triangle icon is the buttonbar's EDIT button to enter edit mode.
  10. In the upper area:
    • Add a name for the template in the Description/Name field.
    • Set the Interval value, e.g. monthly.
    • Set the Day Of: this is the day of the month.
      Note: use 32 to represent the last day of the month.
    • Set the Count this is the number of times this template should be applied e.g. 12 is one year, 24 is two years.
    • Set the Date Started: this is the first date the template is to be applied.
  11. In the grid check the amounts.
    Note: the Var checkbox is used when the amounts paid may vary. The Var checkbox should be ticked adjacent to the amounts that can change remembering that each side must balance so if a Debit amount changes so must a Credit.
  12. Press Ctrl+S or click the disk icon is the button bar's SAVE button    to save the template

Create a Journal Template from the Journal Template List Screen

  1. Open a Journal Templates screen (show me how).
  2. Press Ctrl+N or click the New item icon is the button bar's NEW button .
  3. In the upper area:
    • Add a name for the template in the Description/Name field.
    • Set the Interval value, e.g. monthly.
    • Set the Day Of: this is the day of the month.
      Note: use 32 to represent the last day of the month.
    • Set the Count this is the number of times this template should be applied e.g. 12 is one year, 24 is two years.
    • Set the Date Started: this is the first date the template is to be applied.
  4. Double click on the required nominals from the Nominal Account List to add them to the grid.
  5. Add the amounts in the Debit and Credit columns.
  6. Press Ctrl+S or click the disk icon is the button bar's SAVE button    to save the template.
WARNING icon
WARNING: the user can remove lines entered in error using the the DELETE ITEM button has an icon that shows two sheets of paper (identified by having the top right corner folded down), arranged diagonally on the icon from top left to bottom right and overlaid with a red cross.   button but care needs to be taken if a schedule has previously been generated.

See Also

Visit KhaosWikiX at https://support.khaoscontrol.com/wiki_kcx/ to see the following:

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