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.
In Briox, you can find ready journal templates under Settings-Accounting- Journal Templates.
Create Journals with help of Journal Templates
If you want to use a journal template when creating a journal, click on Accounting and then on Journals in the side bar. Click Create Journal. Start with filling in a description and a posting date. Select what journal template you want to use in the drop down menu for Journal templates. In order for the program to distribute the amounts, you need to fill in the total amount under Amount.
Make any additions or changes in the journal and then click on Post. Below is an example of how a journal template distributes the costs for rents with 24% VAT.
Copying an already existing Journal Template
You can choose to copy an already existing journal template. 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 and can create a new journal template. 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. Add a code and a description to the new template. Select whether the template will be used on journals (choose accounting) or on supplier invoices.
You can also determine what journal type and description the journal shall have when you use the template to create a journal. All this information can be edited when you create the journal.
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 and distribute the amount by using the buttons above the column or your keyboard. You start with a minus sign for the amounts that will be in credit. 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 a template from the list by inactivating it. 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.