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Sun Documentation
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You can hold journals before posting them. There are many reasons why a journal might be held, for example:
The journal does not balance, perhaps it is time for lunch or you need to investigate a problem with the journal details
You do not have the authority to post the journal and it must be approved by a supervisor operator.
Holding a Journal
To hold the current journal on Ledger Entry (LE):
- From the Action menu select Hold
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Alternatively a journal can be placed on hold by:
- The journal posting process, if the journal cannot be posted
- The Ledger Import process.
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Printing Held JournalsHeld journals are not included in general Financials reports. However, you can print the held journals using the Held Journals Listing.  Write Comment (0 Comments)
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These steps are provided as a guide. The exact steps required to enter a journal depend on the form layout, journal type and journal presets that apply.
The following steps are required to enter a journal using Ledger Entry (LE):
1. From the Financials menu select the appropriate Ledger Entry input command.
Note: If a journal type has not been specified for the Ledger Entry option, you are prompted to enter it. 2. If required, select the journal type, click OK or press Return.
The form layout may change at this stage, depending on whether a specific Form Name is associated with the journal type.
Note: If a form has not been associated with the Journal Type, you are asked to select the appropriate Ledger Entry form. 3. If necessary, select the Business Unit and enter an Operator Id. These codes may have been preset automatically.
4. Enter the Transaction Reference, click OK or press Return.
This reference may apply to one or more journal lines. A journal may contain a number of different transaction references. The journal may be forced to balance by transaction reference. 5. Enter the remaining journal line details, pressing Tab to move between fields where necessary.
Depending on the form layout, you enter these details in individual fields on the screen, or in a grid.
If journal presets have been defined for the journal type, any preset field values appear automatically. 6. When you have entered the journal line details, click OK to validate these. If the details are correct, the journal line is added to the journal. This updates the journal totals displayed at the top of the form. Other Ledger Entry functions display different totals and balances. If the details are not correct, an error message appears identifying the problem. The cursor is positioned automatically on the incorrect, or required, field.
7. You can allocate the journals lines to existing transactions for the same account, if required. During the allocation process you can generate settlement discounts, tax on settlement discounts, and currency gains/losses. The account allocation form appears automatically if this option has been requested in the journal preset.
8. Click New Line to enter another journal line, unless the Create Without Pause option is set for the journal type. Alternatively, click New Reference to enter a new journal line for a different transaction reference. See Adding New Journal Lines.
9. When you have entered all of the journal lines, you may review and amend any of the journal details before you post it. 10. When you are satisfied the journal is correct, click Post to post it to either the permanent or provisional ledger. You can only post a journal when it meets all of the balancing rules. See Balancing the Journal. If you are unable to post a journal for any reason, you can place it on hold. See Holding a Journal to Delay Posting. Held journals are re-selected from the Action menu by selecting View Held Journals. Write Comment (2 Comments) |
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Journals are used to record ledger and asset transactions. Journals can enter the system in the following ways: - manually entered online
- imported from an external system
- generated automatically by another SunSystems function
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Manually Entering JournalsA journal can be entered manually into SunSystems. The main transaction entry form is Ledger Entry ( LE). It provides powerful and sophisticated features that enable you to enter journals quickly and easily. The type of journal you want to enter is determined by a user-definable journal type. The journal type is used to tailor the Ledger Entry form appearance and validation rules, to the particular journal's requirements. You can create any number of journal types to meet different needs. You can, for example, use one journal type for local currency receipts, and another for cash received in other currencies where additional currency details are required. Journal presets can be used to predefine some, or all, of the journal transaction details for a manually entered journal. This can speed up the journal input process, and ensure the correct information is entered on each journal transaction. |
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Cyclic counting in the Inventory Count function enables you to count specific items or locations on a periodic basis, and may obviate the need to perform annual counts. For example, a small section of the stock may be counted each month, so within a twelve month period all the stock will be counted at least once.
A cyclic count is similar to full count but differs in its generation, as described below.
On the Inventory Count Setup, the count method must be set to Cyclic. Define the range of items, locations, etc., to be included in the count. When generating the count, the following is performed:
1. The ranges of items, warehouses, item analysis etc., to be used in the count are retrieved.
2. The system then selects within that range the items to be included in the cyclic count, as follows:
Important Note: These items are defined as a unique combination of item/location.
a. Find the frequency value, that is, the number of counts per year for an item. This is set up on:
Item Master - Inventory Count Cyclic Frequency field. If set to 1000 then look at the Warehouse. Warehouse - Inventory Count Cyclic Frequency field. If set to 1000 then look at the Inventory Business Setup. Inventory Business Setup - Inventory Count Cyclic Frequency field.
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b. Calculate the interval between counts.
Interval (days) = 365 / frequency.
Where: frequency = frequency found in step a.
For example, if two counts per year are required then the frequency equals '2' and the interval is calculated as 182 days.
c. Calculate the next count date:
Next count date = Last count date + interval.
Where: Last Count Date = Date of last count.
Interval = Interval calculated at step b.
Note: If this is the first count for an item/location combination then the item is automatically selected to be included in the count by setting the Next Count Date to 1st January 1900.
d. Carry out the final selection of items to be included and a randomiser:
This can be overridden by the field Include Randomiser on the Inventory Count Setup. This stops the randomiser from being included so that only items which are overdue for counting are included.
e. Sort all item/location combinations in next count date order.
3. Select the number of items to be counted:
Number of items = sum of frequencies of items / number of Inventory counts per year.
Where: frequencies = all frequency values found above.
Inventory counts per year = Inventory Counts Per Year set up on the warehouse, or if set to 1000 then Inventory Business Setup.
For example, ten items are counted twice a year and a warehouse is counted four times a year.
The number of items: (10 * 2) / 4 = 5 items in this count.
Because the warehouse has four counts, each consisting of five items, all ten items will be counted twice a year.
This can be overridden by the field Maximum Count Lines on the Inventory Count Setup. This determines the maximum number of lines to be included.
If the check box Include All Locations is checked on the Inventory Count Setup, then all locations are included for the item. Each item/location combination is treated as one item in the number of items to be included.
4. Generate the count lines.
The number of lines generated is five, from step 3, and then the first five items sorted by the next count date, from step 2, are included. When generating, the last count date for the item/location combination is updated so that it is not included in the next count.
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Inventory Count is the method of monitoring what is in stock for certain items and certain storage locations. This is also known as a stock take.
Using the Inventory Count Setup function you can define templates, or setups, which contain the scope, operating conditions and analysis categories for a particular type of Inventory Count.
Each template optionally defines the following:
Whether or not it is a 'full' or 'cyclic' count. How the count will operate. The range of warehouses, zones, locations, items, batches, item analysis, storage characteristics etc., to be included. Whether or not tolerances are used and, if so, what they are. Any overrides to display to the user when generating a count. What movement types to use when updating the inventory.
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Full - this processes all the items defined. Cyclic - this uses the last counted date, count frequency, number of counts on a warehouse and random item selection mechanism to define what appears in a count.
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Write-on
Used in the Inventory Count function, this is the process of balancing the inventory quantity held on the system with the physical quantity held in an inventory storage location by creating a receipt.
Write-off
Used in the Inventory Count function, this is the process of balancing the inventory quantity held on the system with the physical quantity held in an inventory storage location by creating an issue.
Tolerance values can be defined, below which a write-on or write-off will be automatic, but above which manual authorization is required. Tolerance checking is optional and can be switched off if not required. If it is switched off, any tolerance values are ignored and write-ons and write-offs automatically generate inventory updates.
Inventory Count generates movement orders to write-on or write-off inventory. A movement order of the receipt type is used to write-on inventory and a movement order of the issue type is used to write-off inventory. Any ledger postings, formulae, costing updates etc., defined on the movement type are performed when creating these orders.
Important Note: Transactions are not stopped within the Order Fulfilment module whilst a count is taking place. Further receipts or issues of inventory made since the count was generated, therefore, must be controlled.
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