Client Journal

Accounts Receivables – Client Journal

Client Journal Overview

The Client Journal screen is the fourth drop-down in the Accounts Receivables ‘Data Entry’ menu. A Client Journal is used to make adjustments to Client balances when a mistake or error of some type has occurred.

The adjustment made to Client balances may be positive or negative, however in SapphireOne negative amounts are entered by prefixing the amount with a dash. If a negative amount is entered the system will display it as follows in brackets ($100.00).

There are five main areas of the Client Journal screen

1. Transaction Area

How to enter details in the Transaction area

  1. Client ID – Entering a valid Client ID will cause the system to load the remainder of the Client details from the Client’s master file. This allows for on screen checking ensuring that you are selecting the correct Client for the transaction. The Client ID is a linked file ID and the Wildcard characters @ or ? may be used if a search for the ID is required.
  2. External Ref – Enter the External Reference Nº if required.
  3. Journal – Enter the Journal Nº. The system will normally automatically generate these numbers in sequence.
  4. Date In – Accept today’s Date or alter as required. (A date picking calendar is provided).
  5. Period – Accept the Period as offered by the system or alter as required. (A Period picking pop up is provided).
         ο To select different period, click on the underlined Period for a pop-up period list.
         ο Some Periods may not appear on the list as they may be locked (i.e. Transactions for the period are complete).
  6. Date Due – The Date Due will be entered automatically by the system as per the Clients terms if set up, but this may be altered if required.
  7. Memo – Enter any details for this client journal.

2. Information Tab Area

The Information area is used to display extra information about the current entry. You may only view information here, not alter it.

The Information tabs change automatically for the different transactions being viewed. There are five main tabs in the Money Receipt Information area. These tabs include:

  • Client Tab – This Tab displays various details about the Client, i.e. Total Due displayed by the relevant terms, Credit Remaining and any Warning Message.
  • Controls Tab – This Tab lists the details of when the transaction was entered, posted and by whom. This Tab also displays the total value of the any allocation made.
  • Allocation Tab – This Tab displays any linked data records when there has been an allocation against the current invoice.
  • G.L Tab – This Tab displays the General Ledger details for the account entered in the current invoice.
  • Project Tab – If a project ID has been entered, the project details will be displayed under this tab i.e. Project Name etc.
  • Trans. Tab – This Tab displays the last 20 transactions. By selecting a historical transaction and then right mouse clicking you can: Copy Transaction, Copy Lines, Open In Inquiry.
  • Error Code Tab – Normally any error information is displayed under the controls Tab. However, the information displayed there is concise and any additional information on an error in a transaction is displayed under this Error Code tab. This is especially useful when there are multiple errors within the one transaction.

3. Standing Transactions Area

The Standing Transactions area is used to set up recurring transactions and controls how often the record is to be created for each period.
A standing transaction should usually be given a start date and a finish date. 

Click here to see how to set up Standing Transactions:
  1. Scheduled – You may select Monthly, 30 Days, Fortnightly, Weekly, Yearly, Other or None. By default, the system will not set any dates. These must be entered by the user. If you select ‘Other’ you will be asked to specify the period in days.
  2. Start/Next Date – The date in field at the top is the Start date. Once you select the frequency from the Scheduled drop-down menu, the system automatically creates the next date of your scheduling. You can also manually enter in a date by clicking on the Start/Next Date.
  3. Stop Date – A pop-up calendar will appear automatically for you to enter in a Stop date as required. You can also manually enter in a date by clicking on the Stop Date.

Standing Transactions will only be created if the previous periods Standing Transactions have been posted.

If the Stop Date is set as 00/00/00 the standing transaction will continue to be automatically created by the system until the user modifies or deletes it.

4. Transaction Destination Area

Options for the saving of this Transaction:

SapphireOne checks that each transaction entry is complete and balanced before allowing any saving operation. When the Out of Balance is 0.00, the Save button, the Green Tick, will activate in the top tool bar allowing the user to save the transaction. When more than a single transaction is selected, Blue arrows will also be displayed on the main toolbar. See below for additional details.

You can save your Transaction in one of three methods:

  • Select the Green Tick when it is activated. This will save the current transaction and return the user to the main tool bar or the list.
  • When multiple transactions have been selected the user may click on the green tick on the tool bar with the results as seen as above.
  • Or
  • Click on either of the the Blue Arrows. This will tell the system to save the current transaction and open the next transaction in the list ready for data entry or modification. Also note that for what ever page is open in the transaction the system will move to the next transaction displaying the exact same page. I.e. Terms page to Terms page. Very handy when checking the same data in multiple items.
  • Selecting the Enter Key on the keypad. The system will then save the current transaction and opens another transaction of the same type ready for data entry. Very handy when entering multiple transactions of the same type. I.e. Client Receipt, Client Receipt.
  1. Account – Enter the General Ledger Account ID. Once the ID is entered the system will display the Account name. The User can also use the Wildcard [( @ or ? ) and TAB ] option to search for the Account ID.
  2. Net Amount – Next enter in the Net Amount or tab through and enter the full amount including Tax in the Total field. SapphireOne will either forward or reverse calculate as required using the last used entry field as a reference. The system will then automatically calculate the remaining fields including the Tax. This is used mainly in Australia, New Zealand and USA.
  3. Tax Code – You may accept the default Tax Code or change it by over-typing (not recommended). This will allow you to bring in another tax code. The Tax Codes are set up on a Company by Company basis and may be viewed or set up by going to: Utilities \ Controls \ Company Inquiry \ Periods & Taxes to set up the Tax Codes.
  4. Project – The Project data entry field is used if this journal is part of a Project so that the Project ID may be entered here and linked to the Client Journal.
  5. % Applied – The % Applied will be entered by the system when the Project ID is entered, however the user may over ride this if necessary.
  6. Notes – The Notes data entry field is for the entry of any notes for this Client Journal transaction.

5. Transaction Footer Area

The Transaction Footer is the information bar along the bottom of the screen, and allows you to easily check the critical details of a transaction. These details include:

  1. Sequence and Batch – Sequence and Batch numbers that the system automatically generates for the transaction are displayed.
  2. Out of Balance – Saving of the transaction will not be allowed until the Out of Balance value is 0.00.
  3. Rules Level – If a rule is attached by the system to the transaction it will be displayed here.
  4. Tag – If a tag of Hold is selected the system will not allow the posting of this transaction until it is removed or altered by a user the something other than hold.
  5. Additional Lines – If additional lines are to be added to this transaction use (Command /) again to add a new line.
  6. Navigation Buttons – When all is correct the Navigation buttons on the main Toolbar will be displayed again allowing the user to save or move forward to the next transaction.
  7. Additional Lines – If additional lines are to be added to this transaction use (Command /) again to add a new line. When all is correct the Navigation buttons on the main Toolbar will be displayed again allowing the user to save or move forward to the next transaction.
  8. Green Arrow – Once all is correct the button and the green arrow will be displayed on the main toolbar. You then have several options.
    • You may immediately save with the green tick which will saves the current Client Invoice and returns you to the main menu.
    • Select the right arrow on the main toolbar to automatically save the current Client Invoice and call up the next Client Journal data entry screen.
    • The Enter key on the number pad will also save the transaction data and call up the next Client Journal Data Entry Screen.

How to save a Client Journal

It is important to note that the Out of Balance must always equal to 0.00 before the transaction can be saved.

SapphireOne checks that each transaction entry is complete and balanced before allowing any saving operation. When the Out of Balance is 0.00, the Save button will activate in the top tool bar, and a Blue Arrow will also be displayed which denotes the next record.

You can save your Client Journal by:

  • Clicking on the green tick, saving the current transaction and returns the user to the list.
  • Clicking on the blue arrow, saving the current transaction and opens the next transaction in the list.
  • Hitting the ENTER key on the keypad, saving the current transaction and returns the user to the list.

Watch how to enter a Client Journal in SapphireOne

Was this helpful?

Previous Article

Credit Memo

Next Article

Client Receipt