The Sales Journal is an audit report itemizing the data entered in A/R Invoice Data Entry. Any repetitive invoices selected for billing are also listed. Printing this report is the first step in the update process, and provides an opportunity to check invoice data for errors before posting information to the permanent files.

The Sales Journal can be printed by batch if the Allow Batch Entry for Invoicing check box is selected in Accounts Receivable Options.

Information detailed in the journal includes the invoice number, batch number, date, customer number, terms, freight, sales tax, and net and total amounts. A total of all invoices is provided.

• If you use divisions in your Accounts Receivable, totals are provided by division. A recap of General Ledger accounts to post to each division is provided at the end of the report.

• If the Print Tax Detail on Sales Journal check box is selected in Accounts Receivable Options, the sales tax amount for each tax code will also print on the Sales Journal. The Tax Journal Summary prints following the Sales Journal. If the Print Tax Journal in Detail check box is selected, the Tax Journal Detail will also print.

• If there are entries with credit card or ACH payment transactions that have not been authorized, you are prompted to process those transactions. After processing credit card and ACH payment transactions, proceed with the Sales Journal update. The last four digits of the customer's credit card number or ACH payment account, payment type, and authorization number are included on the report.

• If tax detail is being printed and a tax amount has been overridden, an asterisk (*) displays next to the Sales Tax Amount field on the Sales Journal and Tax Detail Journal indicating that one or more tax amounts have been overridden.

• If the Job Cost module is integrated with Accounts Receivable, Job Cost information detailed for each job-related invoice on the Sales Journal includes the job number and retention amount. During the Sales Journal update process, retention amounts are posted to the Retention Receivables account, and invoice amounts and retention amounts are posted to the Job file and the Job Billing History file. If the Accounts Receivable accounting date is in a future Job Cost period, the invoice billed information is updated to the future period.

Review the Sales Journal and use it to balance your invoice entries. Prepare an adding machine tape of the invoices entered and check the total against the total on the journal. These totals should match unless an incorrect invoice amount was entered.

• If the totals do not match, return to Invoice Data Entry, make any necessary changes, and reprint the Sales Journal. Be sure to save the most recently modified Sales Journal as an audit trail of invoiced receivables.

• If the Post Cost of Goods Sold to General Ledger check box is selected in Accounts Receivable Options, you can print the Gross Profit Journal immediately following the Sales Journal. The Gross Profit Journal details net sales, cost-of-sale, gross profit, and commission-related information for each invoice. If the Job Cost module is integrated with Accounts Receivable, itemized details also include job-related information.

The Gross Profit Journal details sales and commission information for each invoice. Information on the report includes the invoice number, batch number, customer number and name, salesperson, sales tax, commission rate, net sales amount, cost of goods sold amount, gross profit amount, profit percentage, commission amount, and invoice total.

After the Gross Profit Journal prints, you are prompted to update the Sales Journal. If you do not update at this time, the invoice information is included the next time an update is attempted.

Warning Do not proceed with the Sales Journal update until all invoices are printed. When you proceed with the update, all invoices entered are cleared from the data entry fields and are not available for invoice printing. Do NOT, under any circumstances, interrupt the update process.

For more information, see:

Update FAQs

Batch Print

Process Repetitive Invoices

Print a Journal or Register as a PDF

Report Sample