Working with Journal Entries
Last updated: 27 May 2025
Working with Journal Entries in the Web Client¶
You can begin working with journal entries by accessing the "Journal Entries" link from the "Entry Point" homepage. This topic provides a general overview of the Journal Entry interface.
Selecting Cube and Session Elements¶
The first page you will see prompts you for the name of the Planning Analytics cube you want to work with and possibly, if journal session variables have been specified by the Planning Analytics administrator, you will also be prompted for the settings you wish to choose for this session. For example, you may be asked to select a version (e.g. Actual) and/or a time period (e.g. Jan-13) and/or currency (LC):
About the Selection Options on this Page¶
The cubes available for selection on this page are all cubes configured on the ControlWORQ Server to which you have at least READ access in Planning Analytics.
Your ControlWORQ administrator defines dimension type mappings which specify, per dimension, how that dimension is to be used when creating journal entries using ControlWORQ. For example:
- Time periods are usually defined as Session dimensions (meaning you need only define it once per journal entry session)
- Entities are often defined as Header dimensions (meaning you need only define it once per journal entry)
- Accounts are always defined as Line dimensions (meaning you need to specify it for each line of the journal entry)
For more information on this ControlWORQ dimension terminology and Journal Entry configuration, please refer to the Journal Entries topic in ControlWORQ Basics.
About ControlWORQ Journal Entry Page Drop-Downs¶
The drop-downs on the Journal Entry pages and Journal Reports pages are designed to allow you to start typing text that filters the list of elements provided by Planning Analytics, making it easy to find the item you're looking for. For example, typing "5" in an account drop-down will display all elements that contain the number "5":
Users can, of course, also click the drop-down arrow to see a complete list of items in the drop-down.
Main Journal Screen¶
Once you have specified the cube and all of its Session dimension elements, the main journal entry screen loads. It shows a list of previously posted journals that you can view, select, and perform batch actions against. Or you can start creating a new journal entry using the "New", blank entry that is presented initially:
Changing Cube and Session Elements¶
To work with journal entries for a different Planning Analytics cube at any time, you can either log out and log in again, or click Home and then Journal Entries. If you do this, you will be re-prompted for these settings.
Journal Entry Status Icons¶
Existing entries listed in the left-hand side of the Journal Entry page are given icons to indicate their status:
- Saved đ: This entry has been saved to ControlWORQ, but not Approved or Posted
- Approved â: This entry is Saved and Approved to ControlWORQ and ready for posting
- Posted đ: This entry has been posted to Planning Analytics
Creating a New Journal Entry¶
Filling Out the Journal Entry¶
When you first access the Journal Entry page in ControlWORQ you are presented with a blank journal entry that you can begin to fill out. The following sections describe the generic elements on this screen that may need to be filled out in order to post a journal entry:
Journal Entry # - use Number or ID¶
The journal number (or Journal Entry #) must be unique. You will not be able to post or save the journal if it is not. If the prefix part of the journal number (before the slash (/)) is blank, no JE code attribute values have been set up for the static dimensions of this cube. In this example, JE code attributes have been set up:
The suffix part of the journal number (anything entered into the text box after the slash (/)) should be a number that you know (or believe) will make the entire journal number (prefix and suffix together) unique. You will not be able to save, approve or post the journal if the prefix and suffix combination is not unique.
đĄ Tip: It is strongly recommended that the JE Code attribute values be set up for all journal session dimensions. If they have not been and you see nothing to the left of the slash (/), contact your Planning Analytics administrator.
When JE code attribute values have been set up:
- Most of the journal number (the prefix) is generated automatically, using meaningful codes.
- This makes it much easier to maintain the uniqueness requirement.
- Re-posting past journals in batch mode becomes possible because the prefixes will change automatically.
For example, if you post a batch of past journals to a new time period, the journal number prefix will automatically change to match the current time period, keeping the entire journal number unique, even if the numeric suffix does not change.
Description¶
This field is required. You cannot leave it blank, and should use it to enter a general description for documentation purposes.
Group¶
You can optionally select one of the predefined journal groups from the list. This tags the journal with a label that can be used for filtering and retrieving journals later.
Static/Header Dimensions¶
In our example, a completed sample of which is shown below, there are 6 static dimensions: Company, Sources, Measures, Currency, Version and Time_Std. Since Sources, Measures, Currency, Version and Time are also session variables that were set when you first started this journal entry session, you only need to select an Entities element to post this journal to.
Journal Details¶
The grid-like area below the static dimensions are where two or more lines of journal entries are filled out. Notice that there is a column for each line/journal dimension (in this example the ICP (intercompany partner) and Reporting Accounts dimensions). The Pre-adjusted value column will show what the current value in the Planning Analytics cube is as soon as an element has been selected for each of the journal dimensions and the entry has been saved, approved or posted.
A Debit (DR) or Credit (CR) amount can be entered on each row. The Post-adjusted value column will automatically calculate as the DR or CR amount is entered/adjusted. Journal entries must be in balance (total DR = total CR) in order to be Approved or Posted.
Optionally, you may also edit a comment by clicking on the edit icon in the Notes column. This allows you to add additional information for a specific line of the journal entry.
Notice that a single journal can have as many detail lines as needed. Additional lines appear automatically as each line is completed. The DR Total and CR Total boxes maintain running totals. You will not be able to post the journal unless these numbers are equal, and the journal is balanced.
The following example shows a journal entry input screen that has been filled in and is ready for save, approval or post:
âšī¸ Note: The theoretical limit of lines per entry is: 32,767.
Saving, Approving and Posting the New Journal¶
You may Save a journal entry at any time by clicking the "Save" link. This can be convenient if you need to later amend and post it at a later date, or if someone else is responsible for approving and posting the entries you create.
If you have Save and Approve ControlWORQ permissions you may also click the "Approve" link to approve the entry with a single click; this will both Save and Approve the entry.
If you have Save, Approve and Post ControlWORQ permissions you may also click the "Post" link to post the entry to Planning Analytics; this will Save, Approve and then Post the journal entry.
If you later decide you do not need an entry you may delete it from ControlWORQ, provided you have the required roles, by selecting its checkbox in the list and clicking the "Batch Delete" link. Only Saved and Approved entries can be deleted - once Posted you may not delete an entry, but must instead reverse using a new entry.
Any time you update the entry using the Save, Approve or Post links the journal will appear in the list to the left with the appropriate status icon in front of the Journal Entry # that you specified.