The Accounting Journal is likely to be the most frequently used journal as it contains all debits and credits considered as having a financial accounting impact. What posting codes have a financial accounting impact is determined by the selection of the Accounting Type Journal flag on the Posting Code table. As delivered, this includes all posting codes except those used in budgeting, three cost accounting types of amounts - charges, back end splits, and revenue credits, and various other posting codes used when posting lines are to have no accounting impact. When determining the appropriate Accounting Type Journal setting for a posting code, a review has to be done to find all posting pairs where that posting code is used. This is necessary because a pair of posting codes should not have a mix of ones defined as Accounting Type Journal and not. Such a setting would post just a debit or a credit to the accounting journal which would make that journal not balance. This journal should balance so that all ledgers created from the journal balance.
In conjunction with the Posting Code table, selection of posting lines to this journal is established with one setting on the Journal/Ledger Control table - Posting Code Types for Selection equal Accounting. Any other value for this Journal/Ledger Control field should not be selected as it will make the journal not balance in terms of debits and credits.
The Accounting Journal page contains a link that allows for the summation of selected records from a search. The link is called Calculate Total and is followed by the Calculated Amount, which presents the total.
The Calculate Total link/action is a securable one because of the system resources required when it is invoked. If the Calculate Total checkbox is selected on Access Control for the particular user/role, then you can click on the Calculate Total link. (Note: If a resource is not defined for the page where the action is located, then by default the link is accessible to all.) The Calculate Total link provides the total for all of the posting amounts, based on the search criteria entered by the user.
In an effort to place system edits to prevent calculations of large numbers of records, the following search criteria must be entered, or an error is issued when the Calculate Total is invoked and not the searching. Searching will not be limited by the following restrictions:
Fiscal Year or Budget Fiscal Year, Fund, Posting Code, and either BSA, Object, or Revenue Source. At least one non wild card value needs to be entered on the fields that are not years.
OR
If the following are populated there are no other restrictions: Document Code, Document Department, or Document ID.
OR
If Document Record Date or Run Time Date is populated, there are no other restrictions.
OR
If Vendor Invoice Number is populated, there are no other restrictions.
Please note that if Row Level Security is turned on, then the number of rows returned is filtered by the search criteria AND security role. The Calculate Total functionality includes the rows that are not displayed based on Row Level Security; therefore, then am manually calculated amount from records displayed may not match the Calculated Amount. If Row Level Security is turned on, a warning message is issued after the Calculate Total link is selected.
Finally, there is one more limit on the number of lines being summarized. The number of records totaled cannot exceed the limit specified for the Record Limit for Calculated Total Action parameter on the Application Parameter (APPCTRL) table. If the limit is exceeded, an error is issued stating the user should revise the search criteria and click the Calculate Total link again.
Please be aware that there are other places in the application that provide totals such as budget inquiry pages, ledger pages, and balance sheet balance tables. The Calculate Totals feature has been supplied to get quick on-line totals of a limited number of records and that a report is often the best means to get totals without impacting the online application.
The Accounting Journal page contains a Download link that allows for the downloading of selected records from a search for research purposes. There is a limit to the number of fields (5000) that when reached, the system will stop downloading any more records.