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How to create your first journal

Modified on Thu, 17 Nov 2022 at 02:42 PM

Wherever you are in Aico, you create a new journal. There are two main sections to a journal. The header area and the row area. 


This article will focus on the header area when you create and submit a new journal. The following article will focus on the row area, where you add accounts, amounts and other accounting segments. Click here to read it.

Creating a new journal

Validation Errors

Submitting the document

Creating a new journal

1. On the top left-hand side of the screen, you will see an Actions tab. Click on the down arrow.

  


2. Select New document from the drop-down list.



This will open a blank document. To create your new journal, you need to work through the options from the left-hand panel.


3. First, select your company from the Company Code drop-down list.



4. Choose the journal type from the Document template drop-down list.



5. Complete the required data depending on your selected document template. Fields marked with an * are mandatory. These will be set up as per your company policy.



6. Click on the plus signs in the middle panel to add any required comments and/or attachments.


7. Click Validate to check if all required data is filled out correctly.


Validation Errors


 If you have not completed a mandatory field, the relevant line will be highlighted.



If there is missing or invalid data, you will be given more information across the top of the screen in a yellow bar.



Complete the fields as requested and press Validate again.

Submitting the document

Once the validation has been completed successfully, you can either submit your journal for approval by pressing the Submit button or, if you are authorised, you can Transfer and Submit which means it will be posted to your ERP and then sent for approval. 

If you are not ready to submit your journal, you can perform a number of other actions on the document by clicking the relevant button across the top of your journal entry.


These actions include:

  • Save as draft. Only the creator can see and edit a draft and it is unavailable to other users in the system.
  • Save to create a journal. This generates a unique reference number for the document.
  • Assign to sends the document to another user.



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