Existing Journal Sets can be searched, reviewed, and copied in Jiwa when users need to locate previous journals or create a new journal based on an existing one.
This article explains how to search for Journal Sets using the search function on the menu ribbon and how to copy an existing General Ledger journal set.
Copying a Journal Set can be useful where a similar journal needs to be created without entering all journal lines again. Users should review copied journals carefully before saving or activating them to ensure the date, period, accounts, amounts, and descriptions are correct.
Important
Journal Sets generated from a sub-ledger should not be copied.
If a journal was created by another Jiwa module, such as Sales, Purchasing, Debtors, Creditors, Inventory, copying the General Ledger journal will only create a new GL posting. It will not update the original sub-ledger, transaction history, stock records, customer account, supplier account, or related source document.
Only copy Journal Sets where the original journal was entered directly in General Ledger and the copied journal is appropriate for the new transaction.
Searching for Journal Sets
All journal sets can be reviewed from the Journal Set form using the search and filter options.
From the menu ribbon click on the Search icon
This will bring up the Search Journal Sets form
The Select a Filter option on the menu ribbon can be used to restrict your search to a transaction source type
Using the description search field enter in a description for the transaction you are searching for.
In the following example we are looking for all journal sets created that relate to sales order 100451.
By setting the filter option to Sales Orders we have restricted our description search to sales orders only.
Click on the journal set to be reviewed and then press Select & Close from the menu ribbon to load the journal into the Journal Set form
Copying Journal Sets
Copying journal sets can be useful for transactions that need to be processed on an irregular basis or where the amounts change from period to period.
These can include transactions such as;
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Wages
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Depreciation
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Accruals
NOTE: Only journal sets with a source type of LOCAL should be copied.
Attempting to copy a journal set where the source is not local will not update the source ledger and will result in reconciliation issues between the sub ledger and related control accounts.
Load the journal you want to copy into the Journal Set form From the menu ribbon select Copy
Update the description on the journal set
Set the required posting date and make any required changes to the journal set lines
When you are ready to post your journal set select Save from the menu ribbon
