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How to create a manual journal

Modified on Fri, 18 Nov 2022 at 12:30 PM

To create a manual journal, complete the following steps: 

1. Click the down arrow on the Actions tab in the top left of any Aico Dashboard or list view.

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

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 their draft. It is unavailable to other users in the system.
  • Save to create a journal. This generates a unique reference number for the document and the journal will then be visible to other authorised users.
  • Assign to assigns the document to another user.

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