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Administrator Guide
Last Updated: 2024-03-08
Create Accounting Journals

Create Accounting Journals

You can create journals that you post to ledger accounts to record:
  • Accrued liability for purchase items that you receive but haven't paid for.
  • Depreciation.
  • Month-end adjustments.
  • Translation adjustments.
  1. Access the
    Create Journal
     task.
  2. As you complete the journal details, consider:
    Option Description
    Ledger
    Select a company that includes 1 of these ledgers:
    • Actuals
    • Commitment
    • Obligation
    You can also use the
    Ledgers by Company Hierarchy
     prompt category to navigate a company hierarchy and then select the company ledger.
    Single Ledger
    Select to indicate that the journal is a single ledger journal. Workday:
    • Only displays this check box if you select a ledger company configured with alternate ledger currency.
    • Automatically selects this check box when you select an alternate currency ledger.
    Currency
    The company currency used on financial transactions. Workday populates the field based on the
    Ledger
     that you select.
    Balancing [worktag type]
    Select the worktag that you want to use for balancing the journal. Workday dynamically displays the balancing worktag type. Example: When
    Region
     is the balancing worktag type, Workday displays the option name as
    Balancing Region
    .
    Optional Balancing Worktags
    Select 1 or more optional balancing worktag types.
    When you enable optional worktag balancing on the
    Maintain Worktag Balancing Configuration
     task, Workday fully balances journal lines by optional balancing worktags. Journal lines automatically:
    • Inherit optional balancing worktags based on the worktag types selected.
    • Generate due to and due from entries to balance transactions.
    Currency Rate Type
    Displays when you select the
    Enable Multicurrency
     check box. If you don't specify a type, Workday uses the
    Currency Rate Type Override
     on the
    Edit Company Accounting Details
     task.
    Alternate Ledger Currency Rate Type
    Displays when you select the
    Enable Multicurrency
     check box. If you don't specify a type, Workday uses the
    Alternate Currency Rate Type Override
     on the
    Edit Company Accounting Details
     task.
    Book Code
    Leave blank to post to the blank book code.
    Reset Currency Rate
    Displays when you select
    Enable Multicurrency
    . Enables you to recalculate ledger amounts in accounting journals when you save or submit the journal. Workday recalculates the amount based on the journal accounting date and currency rate type.
    External Reference ID
    Enter the reference ID from the original journal source to track imported journals for auditing purposes.
    You can also enter an external reference ID on the journal line.
    Record Quantity
    Select to enable quantities and units of measure on journal lines.
    Enable Multicurrency
    Select to enable the
    Currency Rate Type
     prompt to specify a rate type other than the default.
    Workday selects the
    Enable Multicurrency
     check box based on the last journal submitted.
    Include Tax Lines
    Select to post, view, and edit transaction or withholding tax details on journal lines with taxable transactions.
    Disable Optional Worktag Balancing
    Select to create adjusting journal entries for unbalanced transactions. Example: You enable optional worktag balancing. In the process transactions are unbalanced by worktags. You suspend optional worktag balancing when you want to create adjusting journal entries for unbalanced transactions.
    Adjustment Journal
    Select to mark the journal as an adjustment. You can only post adjusting journals to the period in which they apply.
    Reversal Date
    Displays when you select the
    Create Reversal
     check box. Select a date that you want to have the journal entries reversed. The default is the next open period.
    When you configure a reversal for an intercomapny accounting journal, you can't perform a settlement run. Workday doesn't display the intercompany journal as a settlement run option because the journal and reversal cancel each other out.
    Total Ledger Debits
    Total Ledger Credits
    These fields must balance, as Workday doesn't post unbalanced journals.
    Document Link
    Select the
    Accounting Journal Document Link
     option and enter a valid uniform resource identifier (URI) patterns from  the
    Maintain External Link Validation
     task. This configuration enables you to link external documents to accounting journals.
    If you store supporting documents or images in an external repository, then enter the URL to that location. Once you save the transaction, Workday displays the URL as a live hyperlink to the image. Approvers can reference this document before approving the transaction.
    Workday validates the link to ensure that it has a valid Uniform Resource Identifier (URI) pattern, as defined by your security administrator. This process provides additional security to help avoid malicious content in external links.
  3. As you complete the
    Journal Entry Lines
     tab, consider:
    Option Description
    Ledger Account
    Displays the ledger accounts for the company based on the restricted-to companies that you configure on the
    Create Account Set
     task.
    Worktags
    Use worktags as keywords to more easily classify and find transactions. Configure the allowed worktag types on the
    Maintain Worktag Usage
     task. When you select a worktag type that has related worktags, Workday automatically populates transactions with the related worktag values.
    When you add a new line, Workday populates the new line with the worktags from the previously edited line.
    Exclude from Spend Report
    Select to exclude spend accounting lines from budget checking and spend reports.
    Tax Details
    When you select the
    Include Tax Lines
     check box, enter tax details:
    • Transaction Date
      Specify a transaction date for the journal line.
    • Taxable Amount
      Enter the taxable amount for tax reporting purposes. Workday doesn't validate taxable amounts when you submit the journal.
    • Tax Code
      Select a transaction or withholding tax code.
    • Tax Rate
      Select an available tax rate based on the transaction or withholding tax code.
    For transaction tax, also select:
    • Tax Applicability
      Indicates whether the line is taxable and the specified default tax recoverability.
    • Tax Recoverability
      When you specify the tax recoverability, Workday applies the recoverable percentage and the allocation method to the tax amount for tax rates within a tax code.
    • Tax Recoverability Type
      Indicates whether the line is fully recoverable or nonrecoverable.
    • Tax Point Date Type
      Displays when you enable tax point date configuration for transaction taxes for the tenant. Select the tax point date type for the specified transaction date on the journal line. Workday populates the tax point date type with the
      Transaction Date
      .
    When you select a supplier or customer that doesn't have business details in Workday, enter business entity details for this journal.
When you configure the
Accounting Journal Event
 business process to budget check, Workday checks that the entered amount is within the budget when you click
Submit
. If the amount is within the budget, Workday routes the journal for approval.