4 Ways to Simplify Journal Transactions in Microsoft Dynamics SL

This blog is part of our Customer Care series, where our experts address technical implementation and service questions across the Tribridge product portfolio to assure that customers have the support they need to optimize their solution most effectively and efficiently.

When going about a day of seemingly endless data entry, do you find yourself asking the question, "There must be an easier way to do this…"? The good news is that there are a number of ways you can be more efficient in your use of Dynamics SL.

New Correct Journal Transactions Button

As many already know, the Auto Reversing journal entry checkbox has been available for some time, however, since the SL 2011 version release, the Correct Journal Transactions button has been added just to the right of the Batch Number. It allows one to Reverse, Reverse and Correct, or Copy an existing released journal entry in SL.

To access the Correct Journal Transaction screen:

  • Select General Ledger > Journal Transactions.
  • Locate a batch that you need to work with.
  • Click the Correct Journal Transactions button Journal Transactions button located to the right of the batch number field.

You will be presented with the following options:

Reverse

Creates a "Reversing" batch that is identical to the original batch, with the exception that the debits and credits are reversed. The Period will default to original batch period, however it can be changed if so desired.

Reverse and Correct

Creates two batches; a "Correcting" and "Reversing" batch. The Correcting batch is an unreleased duplicate to the original batch allowing all fields to be edited as needed. The Reversing is identical to the original batch except the debits and credits have been reversed. The only fields that may be edited are Batch Handling and Period.

Copy

Creates a new batch identical to the original batch and all fields can be modified. The period defaults to the current period.

Select OK to accept the selected option. The batches will create and you can Release and Post as usual once any needed updates have been completed.

Leveraging Templates

Another method to boost journal entry efficiency is to leverage Templates. Many users are already familiar with templates for SL Report Selection filters, however, templates are greatly under-utilized in concert with data entry screens. In the context of journal entries, templates are similar to the familiar Manual batch type in function. They both can greatly minimize data entry efforts, but I find templates to be a cleaner and faster option. Templates, unlike Manual batches, allow the user to save data entry detail to a meaningfully named Template ID that can be easily located in the Template list, then simply Pasted to the Journal Entry screen. Thus, they can be reused over and over again, edited as needed each time while not cluttering the Journal Transactions batch list with Manual batches.

To access the Template screen once completed with an entry you want to save and reuse:

  • Select the Actions button Actions Button at the upper left corner of the screen.
  • Locate and select the Template menu item.
  • On the Template screen assign it an ID, Description and User visibility setting.
  • Next, select what data to save in the Application Field Selection. For this scenario, you will likely want to select "Detail".
  • Hit the "Save" button to save the Template entry to SL.

    To use a Template on a new Journal Transaction:

  • Select the Actions button Actions Button at the upper left corner of the screen.
  • Locate and select the Template menu item.
  • On the Template screen hit F3 on the Template ID field and select your Template.
  • Once selected hit the "Paste" button.

This will load the detail to the new Journal Transactions batch allowing you to edit it in any way you need to prior to Release and Post.

Leveraging Excel

Lastly, another handy option to consider, is good old Excel. What I like about leveraging Excel is you can stage and work Journal Transactions in a Spreadsheet that is formatted to match the grid layout of your Journal Transactions screen. By keeping the column formatting in line with SL, it becomes a simple copy/paste action once the data is finalized and ready for entry. This is helpful when Calculations are standardized on entry data and need to be performed repetitively or there is a need for portable preliminary review and corrections prior to posting to SL… so many reasons this can be a valuable symbiotic relationship. Be sure to take a look at the repeat entries to see if this could be a good option.

Initialization Mode

Have you ever released a Journal Transactions batch and realized after the fact that you forgot to edit important details in the data? The good news is if the batch is not yet "Posted", you can use the popular Initialization Mode to edit data in an unposted GL batch. So, if your $1000 credit and offsetting debit should have been $1500, you can make that change before the batch is final Posted. Once it's posted you will have to leverage the Reverse and Correct option covered earlier.

If you have any questions or desire help with any of the options listed above, please feel free to reach out to us.

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