You can create journal templates which can be used when creating manual journals, when processing bank transactions or when registering supplier invoices. The journal templates automate your work if you regularly create similar journals or supplier invoices, e.g. salaries or the distribution of rent of premises over cost centers.
You decide what accounts are to be used and how the amount is to be distributed by creating formulas for each coding line. In the template, you start with the total amount of the journal / supplier invoice, which you distribute over different accounts and cost centers. You enter the amount when you use the template, then the distribution is done according to your settings on the correct accounts and cost centers.
Add trigger accounts to the template so that you can be prompted to use a template automatically when you type the trigger account number in the accounting grid.
In Briox, you can find ready journal templates under Settings - Accounting - Journal Templates.
Copying already existing Journal Templates
Instead of creating a completely new template, you can choose to copy an already existing journal template and use it as the basis for a new one. Go to Settings - Accounting - Journal Templates, click on the template you want to copy and then click on Copy.
You will now enter the edit mode. Make the changes you want and click on Save.
You cannot change or delete any already existing Briox Journal Templates but you can inactivate them if you do not want them to be visible in your list.
Create your own Journal Templates
Click on Add new template under Settings - Accounting - Journal Templates:
- Select whether the template will be used on journals (choose accounting) or on supplier invoices.
- Add a code and a description to the new template.
- Journal type: You can determine what journal type the journal will automatically get have when you use the template to create a journal, but you can also leave it empty and select Any Journal Type. By doing so, you will be able to select any journal type marked for manual entry when you actually create the journal.
- Add a journal description if the journal should have a standard description when you use the template to create a journal. The description can be edited when you create the journal.
- Add trigger accounts: Trigger accounts are accounts that are linked to the templates and trigger a request to use the template when you type the account number and amount in the accounting grid of the journal or the supplier invoice. Several trigger accounts can be added in the journal template header.
In the journal template, leave the account number empty and the trigger account you type to call up the template will take the place of the empty account.
Note that journal templates with empty accounts cannot be used as banking templates.
Journal templates with empty accounts can only be used with manual entry under banking.
If several trigger accounts are used with a journal template that does not have and empty row, the trigger account will be added to the coding as a first row.
Templates can also be added to an account in the COA. In the Journal template list you have an overview of all the trigger accounts per template.
- Formula: The next step consists of filling in the accounts you want to use, cost centers, project and transaction information. In the column Formula, you start from the total or a fraction thereof, and distribute the amount by using the formula buttons above the column or your keyboard.
Start with a minus sign for the amounts that are to land in the credit column if they are positiv value. Enter a formula on each line. Remember to Save. The example above shows how a journal template can be used to distribute the rent of premises over several cost centers.
Inactivate and delete journal templates
If you do not use certain templates, you can delete them. Click on the template to open it and click Delete. This is only possible if it is your own template.
You can also exclude one or many templates from the list by inactivating them. Inactivate a template by unticking Active in the list.
Tick the box Show inactive templates at the top of the page if you want to view all templates.
Create banking templates
Create or select the templates you want to have available in the Process transaction view of Banking, by checking the column banking in front of the template.
Note: Only templates of type Accounting can be selected as banking templates.