How to set up Journal Number Control

• How do I set up Journal Number Control for the new fiscal year?

• First day of our new fiscal year, we have rolled the Default Period, but still cannot post anything.

• Errors include:

  • The year and period for the date XX/XX/XXXX do not exist in Journal Number Control.

  • Effective date must be within specified year and period

  • The effective date is not within the specified year and period.

• Journal Number Control 

• New Fiscal Year Preparation

• Configuration & Setup

Journal Number Control has not been set up yet for the new fiscal year.

If the year has been setup the specific date is missing for the month being used and the month range is defined wrong

Here are the steps to set up Journal Number Control if records exist for the current year:

Financials > General Ledger Menu > Miscellaneous Set Up > Journal Number Control

1. Click Search and enter your current Fiscal Year or another year with existing records to copy to a future year.

2. Select Duplicate or Copy.

3. Enter original Fiscal Year to be copied and the year to copy record to.

4. Accept

If this is the first time Journal Number Control is being set up:

1. Click Add.

2. Click on the calendar icon under Start Date and End Date columns for each period to select dates.

3. Accept

• Munis must have Next Year defined in Journal Number Control or no level of user permissions will allow Next Year transactions.

• Sites that use Contracts require two years defined into the future to allow contract rolling and Closing/Opening Fiscal Years.

• Journal Number Control determines the following:

  • What Fiscal Year(s) are in Munis.  Data entry still limited to 1 year prior, current or next year.

  • What next journal number is for that fiscal year's period.

  • What effective dates can be used in a period.  Period 0 and 13 are not limited by effective date as they are not equal to a calendar month.

• Clients that use the Project Ledger will also need to create Journal records in that program.