When is a Journal Entry Created?
Verified Supplier Invoices: When you verify an invoice in Supplier Invoice Management, an entry is pre-created in the Purchase Journal with non-editable fields (Title, Amount excl/inkl taxes, Billing & Due dates, Beneficiary, Invoice number, and Memo).
Pre-validated Invoices: If the "Activate pre-accounting on to verify invoices" option is enabled, invoices from the inbox are pre-validated and appear in pre-accounting.
Credit Card Transactions: For credit card expenses, once verified, a line is added concurrently in both the Bank Journal (using the booking date) and Purchase Journal.
How to Prepare a Verified Invoice for Export?
Locate the Entry:
Open the Purchase Journal tab where the entry was auto-added.
The Purchase Journal is now organized into tabs based on purchase status, making it easier to locate entries at different stages of preparation. Each tab corresponds to a specific status and provides a clear set of available actions.
Review Pre-filled Details:
Confirm that the displayed information (Title, Amount excl/inkl taxes, Billing Date, Due Date, Beneficiary, Invoice number, and Memo) is correct.
Note: These details cannot be modified.
Associate Required Accounts:
Add your Supplier Account (mandatory).
Choose at least one Expenses Account and one VAT Account.
Optionally, associate an Analytical Code if needed.
You can now automate the selection of expense and VAT accounts based on natures. This feature allows you to define rules in the Pre-accounting settings under a dedicated tab. Rules are applied hierarchically:
If a rule exists at the beneficiary level, it takes priority over the nature-based rule.
For Spend, the nature-based rule is applied instead of the Merchant Category Code (MCC) rule.
Finalize the Entry:
Save your changes.
Switch the status from "To prepare" to "Ready to export".
How to Process a Credit Card Transaction Entry?
Access the Transaction:
In the Spend tab, find your verified (but not justified) credit card transaction.
Check the Created Entries:
A line is automatically added to the Bank Journal (using the booking date which is aligned with the bank statement date) and to the Purchase Journal.
Associate the Supplier Account:
For the Purchase Journal entry, make sure to attach a valid Supplier Account as it is required for export.
Mark as Ready:
Save your associations and change the entry status to "Ready to export".
Important Usage Notes
Pre-filled information is based on automatically retrieved details and is locked from modification.
For pre-accounting, if accounting fields (like supplier, expense, or VAT accounts) are defined later, automations won’t update these fields retroactively.
Credit Card Transactions: Automation for associating accounts does not apply to merchants, so you must manually adjust affected fields.
The new tab-based navigation in the Purchase Journal simplifies the process of managing entries by clearly separating them by status, ensuring a smoother workflow.
Automating expense and VAT accounts using natures provides a more operational way to manage purchase journal entries. However, natures must be created beforehand, and the person providing the document should know the nature information.
💡 Tips
Always review and confirm pre-populated details before proceeding.
Ensure mandatory accounts are associated promptly to switch status and avoid delays in exports.
For invoices under pre-accounting options, update analytical codes while they are still editable in the pre-validation state.
Use the new tab-based navigation in the Purchase Journal to quickly locate entries based on their current status.
Take advantage of the new natures-based automation to streamline the assignment of expense and VAT accounts, but ensure that natures are set up in advance.
FAQ ❓
How do I know if a journal entry is ready for export?
An entry marked as "Ready to export" has all mandatory fields completed and accounts properly associated. You switch its status manually after reviewing and saving your changes.
Can I modify pre-filled details in a journal entry?
No, details such as title, amounts, and dates are auto-populated based on invoice verification and cannot be edited. Only account associations and analytical codes (if applicable) can be added or modified before marking the entry ready for export.
What should I do if my invoice or transaction is still in the "To prepare" status?
Review the entry in the appropriate journal tab (Purchase or Bank Journal) and ensure all required accounts (supplier, expenses, VAT) and analytical codes are properly assigned. Once completed, save the entry and change its status to "Ready to export".
How does the pre-accounting option affect journal entries?
Activating "pre-accounting on to verify invoices" pre-validates invoices even before formal verification, auto-populating journal entries. However, note that this restricts editing of analytical codes to the pre-validation stage.
Why is there a difference between the booking date and execution date for credit card transactions?
The booking date is the date when the bank finalizes the transaction, which is used for bank journal accounting, while the execution date is when the transaction actually occurred and is shown on the Spend list.
How does the new natures-based automation work?
The natures-based automation allows you to define rules for assigning expense and VAT accounts in the Pre-accounting settings. These rules are applied hierarchically:
If a rule exists at the beneficiary level, it takes priority.
For Spend, the nature-based rule is applied instead of the Merchant Category Code (MCC) rule.
This provides a more operational way to automate purchase journal entries, but natures must be created beforehand.