Journal Templates
Creating multiple journal entries with the same debit and credit accounts can become repetitive. Using Journal Templates, you can pre-populate fields such as Notes, Reporting Method, Account, Reference Number, Project Name, Currency, and Tax.
Instead of creating new journal entries each time, you only need to enter the unique values specific to that particular journal entry.
Scenario: Patrica regularly creates journal entries after each business transaction for her organization. Over time, she notices that most of her journal entries are for owner drawings, where the Cash account is debited and the Owner’s Capital is credited. Instead of creating similar journal entries repeatedly, she creates a journal template. Next time she wants to record an owner drawing, she can simply use the template, saving time and ensuring consistency.
Create New Journal Templates
To start recording journal entries using templates, you first need to create a journal template. Follow these steps:
- Log in to your Zoho ERP organisation.
- Go to the Accounting module in the left sidebar.
- Switch to the Manual Journals tab in the modular bar.
- Click the More button in the top-right corner and select Manage Templates from the dropdown.
- Click New Template.
- Enter the required details for creating the journal template:
| Field | Description |
|---|---|
| Template Name | Enter a name for your template. (Mandatory) |
| Reference # | Enter an identification number or code for your journal entries. |
| Notes | Mention the reason for creating the journal. (Mandatory) |
| Reporting Method | By default, Accrual and Cash is selected, meaning journals created under this template will appear in reports generated on both cash and accrual bases. Accrual only: Journals will appear only in accrual-based reports. Cash only: Journals will appear only in cash-based reports. |
| Project Name | Select the project you want to associate with the journal entry. |
| Currency | Choose the currency for the journal entry. |
- Select the Journal Template Type.
You can create two types of journal templates.
Based on Type
When you create journal templates based on type, the credit and debit account will not be auto-filled in the journals. So, the credit and debit amount will have to be entered manually in the journal.
- To create journal entries based on type, uncheck Enter Amount option while a journal template.
Based on Amount
When you create journal templates based on amount, the credit and debit account along with the amount will be auto-filled in the journals. So, the debit and credit amount will be pre-populated.
- To create journal entries based on amount, check Enter Amount option while a journal template..
Note: Ensure that the total credited amount equals the total debited amount.
- Click Save.
You can now start creating journal entries using the template you have created.
Use Journal Template
You can create journal entries using any journal templates you have already created.To use journal templates:
- Log in to your Zoho ERP organisation.
- Go to the Accounting module in the left sidebar.
- Switch to the Manual Journals tab in the modular bar.
- Click the More icon in the top-right corner.
- Click the + New Journal dropdown.
- Click Create from Template.
- Select the journal template you want to use.
- Click Save as Draft or Save and Publish to record the journal entry.
Pro Tip: You can also create a new manual journal by going to Accounting > Manual Journal > + New Journal and clicking Choose Template in the top-right corner. Alternatively, go to More > Manage Templates and click Use next to a journal template.
Manage Journal Templates
You can perform the following actions on your journal templates:
Edit Journal Templates
You can edit a journal template at any time if you need to make changes. To edit a journal template:
- Log in to your Zoho ERP organisation.
- Go to the Accounting module in the left sidebar.
- Switch to the Manual Journals tab in the modular bar.
- Click the More button in the top-right corner.
- Select Manage Templates from the dropdown.
- Click Edit next to the journal template you want to modify.
The journal template will be modified.
Delete Journal Templates
If you no longer need a journal template, you can delete it permanently. To delete a journal template:
- Log in to your Zoho ERP organisation.
- Go to the Accounting module in the left sidebar.
- Switch to the Manual Journals tab in the modular bar.
- Click the More button in the top-right corner.
- Select Manage Templates from the dropdown.
- Click Delete next to the journal template you want to remove.
The journal template will be deleted.