Journal Entries can be manually entered, system generated, or imported in to Restaurant365.


Security


The Permissions listed here are associated with Journal Entries. These Permissions can be added to Custom User Roles or single Users. Learn more about managing Permissions and Custom User Roles here.

    

Journal Entries Permissions are found in the Permission Tree as follows:

  • General Ledger
    • Journal Entries
      • View Journal Entries
      • Edit Journal Entries
      • Create Journal Entries
      • Approve Journal Entries
      • Unapprove Journal Entries
      • Delete Journal Entries
    • Payroll Journal Entries
      • View Payroll JEs
      • Edit Payroll JEs
      • Create Payroll JEs
      • Approve Payroll JEs
      • Unapprove Payroll JEs
      • Delete Payroll JEs
            

The Permission Access report can be used to determine which User Roles or Users already have these Permissions assigned.

 

Learn more about User Setup and Security here.


Navigation


To create a new journal entry, hover over over the Account option in the top ribbon and select Journal Entry.


To view existing journal entries, locate the General Ledger section in the left navigation menu and select Journal Entries.



Fields and Controls on the Journal Entry Record





FieldDescription
1SaveProvides the following options for saving the record:
  • Save - Saves the record and remains on the current page.
  • Save and New - Saves the record and opens a new, blank record.
  • Save and Close - Saves the record and closes the page.
2ApproveProvides the following options for approving the record:
  • Approve - Approves the record and remains on the current page.
  • Approve and New - Approves the record and opens a new, blank record.
  • Approve and Close - Approves the record and closes the page.
3ActionProvides the following actions that can be performed on the record:
  • Reverse
  • Memorize
  • Import
  • Email Link
  • Spread
  • Use GL Allocation
4StatusDisplays status information and references for the journal entry, including:
  • Current approval status.
  • Link to the account used for bank reconciliation, if applicable.
  • Link to the clearing payroll journal entry, if applicable.
5DateDate of the journal entry. For most payroll journal entries, this is the same as the last day of the pay period in which the transaction is recorded.
Default: Today's date.
6LocationLocation to which the payroll journal entry is assigned. For most payroll journal entries, this is the corporate locate of the legal entity that owns the account from which funds are withdrawn. Individual payroll expenses are broken down by more specific locations in the Details tab.

Note: If your company does one payroll entry per legal entity, then all locations can be cleared for the legal entity in the same entry. To set this preference, navigate to the Miscellaneous tab of System Preferences and set Payroll Clearing to Per Location or Per Legal Entity.

7Link to AssetWhen selected, items in the Details tab can be linked to assets.
8NumberA system-generated number used to identify the transaction.
9CommentAn optional field where the user can enter comments about the journal entry.
10TypeType of journal entry. For payroll journal entries, this field is set to Payroll and is read-only. When importing journal entry data, Payroll must be written in the Type column for the import to be successful. 
11Details tab
Allows the user to enter the full journal entry transaction and link to assets, if applicable.
12Upload LinkOpens a file manager window from which the user can import journal entry data from their device.


Journal Entry Articles


Manually Enter a Journal Entry - Journal Entries can be created from the 'Account' menu in the top ribbon


Memorize a Journal Entry - Create a framework for future journal entries by memorizing one


Import a Journal Entry - Journal Entries can be imported from an Excel Template


Spreading a Journal Entry - Journal Entries can be spread across set time periods using the Spreading Feature


Other Types of Entries


Intercompany Entries - Restaurant365 will automatically generate any needed Intercompany entries when dealing with different Legal Entities in a single transaction


Payroll Journal Entries - Click here for more information on Payroll Journal Entries


DSS Journal Entries - Each Daily Sales Summary that is imported from the POS at a Location will create two DSS Journal Entries.  These Journal Entries are System Generated and can only be created, updated, deleted, or approved / unapproved from the Daily Sales Summary that created them


API Generated Journal Entries - Certain Payroll providers can generate Journal Entries directly in Restaurant365 via our API.  Please contact R365 Support to request information on API Generated Journal Entries for third parties.

Related Articles


Unassigned Vendor Error - An error produced by directly coding to the Accounts Payable Account on a Journal Entry


Beginning Balance Transactions - An overview of how to create Beginning Balance Transactions and import them in to Restaurant365


GL Account: Disable Entry - certain GL Accounts will have 'Disable Entry' checked, making them unavailable on Account Selectors.  If an Account appears on the GL but does not appear on Account Selectors, check this settings


GL Account Detail Report - Journal Entries directly affect the balance of GL Accounts.  Use this Report to view all details related to a GL Account


Bank Balance vs. GL Account Balance - Similar to the GL Account Detail Report, use this article to review the difference in Bank Account and GL Account Balance