Journals

This topic describes how to create journal accounts and manage journal entry.

A journal account records details of financial transactions between debit and credit accounts, these details are used when reconciling accounts and transferring information to other official accounting records.

Use journal accounts to record and recognize accounting transactions and movement between accounts, and to record journal entries, such as: income, expenses, liability, assets and so on.

Terms

• Journal account: An entity that records details of financial transactions between debit and credit accounts, these details are used when reconciling accounts and then transferring information to other official accounting records.
• Journal entries: Entries that are added to a journal account. Entries are accounting transactions that hold a record of funds movement between accounts.
• Journal records: Individual operations in a journal entry that are designed to move funds from a credit account to a debit account.

Set up journals

Use this process to a create journal account and set up journal entry in Rebilly.

1. Create a journal account .
2. Select one of the following:
   • Automatically generate journal entries: Associate a new or existing product with a journal account .
   • Manually add journal entries .
3. Create a journal segment .
4. View journal entries .
5. View journal records in a journal entry .

Manage journal accounts

This section describes how to create and manage journal accounts.

Create a journal account

Use this process to create an entity in Rebilly that represents one of your accounts. You can create journal accounts for debit and credit accounts.

1. In the left navigation bar, click Settings .
2. In the Configuration section, Journal accounts .
3. In the top right of the screen, click Add journal account .
4. In the Name field, enter the journal account name.
5. Optionally, in the Description field, enter a description for the journal account.
6. To submit the journal account, click Save journal account .

Edit a journal account

1. In the left navigation bar, click Settings .
2. In the Configuration section, click Journal accounts .
3. In the Name column, click an account.
4. Update the details, then click Save journal account .

Manage journal entry

This section describes how to manage journal entry.

Create a journal segment

Use this process to create a journal segment from which you can view and filter journal records.

A segment is a filtered view of a data set. To view filters that are applied to a segment: In the top right of the table, click Filters.To add or manage segments, or to apply or edit filters on a segment, see Segments.

1. In the left navigation bar, click , then click Add new segment .
2. In the Page dropdown, select Data tables .
3. In the Type dropdown, select Journal entry .
4. In the Share section, select from the following options:
   • All users : Journal entries are visible to all users in your organization.
   • Private : Journal entries are only visible to you.
5. In the Title field, enter a name for your segment. The recommended name is Journal entries .
6. Optionally, in the Filters section, select and add filters. These filters will filter how, and which, content is displayed in the segment.
7. In the Columns section, select the columns order you want in the segment.
8. In the Sort order section, select the sorting order based on a column.

Journal entries

Journal entries are items that are added to a journal account. Entries are accounting transactions that hold a record of funds movement between accounts. All journal entries are added to a segment which is located in the Billing data table. To set up this segment, see Create a journal segment.

Use the following processes to manage journal entries.

Automatically generate journal entries

Automatically generate journal entries by associating a new or existing product with journal accounts. For more information, see Create a product and pricing plan.

Manually add a journal entry

Use this process to manually create a journal entry and associate it with a journal account.

1. In the left navigation bar, click , then click Billing .
2. Click the journal entry billing segment.
   The name of this segment is dependent on the naming you used when you created the journal segment .
   The recommended segment name is Journal entries .
3. In the top right of the screen, click Add journal entry
4. In the Period field, select a date range for the period of the entry.
5. In the currency field, select a currency.
6. Optionally, in the Description field, enter a description for the journal entry.
7. To submit the journal entry, click Save journal entry

Edit a journal entry

Use this process to edit an existing journal entry.

1. In the left navigation bar, click , then click Billing .
2. Click the journal entry billing segment.
   The name of this segment is dependent on the naming you used when you created the journal segment .
   The recommended segment name is Journal entries .
3. On an entry, click .
4. Update the details, then click Save journal entry .

Journal records

Journal records are individual operations in a journal entry that are designed to move funds from a credit account to a debit account. All journal entries are added a segment which is located in the Billing data table. To set up this segment, see Create a journal segment.

Use the following processes to manage journal entries.

View journal records

1. In the left navigation bar, click , then click Billing .
2. Click the journal entry billing segment.
   The name of this segment is dependent on the naming you used when you created the journal segment . The recommended segment name is Journal entries .
3. In the Id column, click a journal entry to see its records.

Manually create a journal record

Use this process to manually create a new journal record.

1. In the left navigation bar, click , then click Billing .
2. Click the journal entry billing segment.
   The name of this segment is dependent on the naming you used when you created the journal segment . The recommended segment name is Journal entries .
3. In the top right of the screen, click Add Journal Record .
4. In the Customer field, select a customer whose revenue is to be tracked.
5. In the Invoice field, select an invoice for which record is associated.
6. In the Invoice item field, select an invoice item associated with record.
7. In the Debit account field, select a journal account to record debit.
   For more information, see Journal accounts .
8. In the Credit account field, select a journal account to record credit.
9. In the Estimated amount field, enter the estimated record amount.
10. In the Recognized amount field, enter the recognized record amount.
11. To submit the journal record, click Save journal record .

Edit or delete a journal record

1. In the left navigation bar, click , then click Billing .
2. Click the journal entry billing segment.
   The name of this segment is dependent on the naming you used when you created the journal segment . The recommended segment name is Journal entries .
3. In the Id column, click a journal entry to view related records.
4. Select from the following:
   • Delete a record: On a record, click , then click Delete .
   • Edit a record: On a record, click , then click Save journal record .

Related topics

• Customize tables
• Manage logs
• Manage billing
• Manage payments
• Segments