# Add Debtors Journal Transaction

<span class="ts10">Video Training Manual 2016 - </span>[Click Here](https://vimeo.com/357004957)

<span class="ts15"><span class="ts0">This is where we capture debtors/customer's journal entries in Huge ERP</span></span>

<span class="ts15"><span class="ts0">These are direct adjustments to the balance of debtors/customer's account</span></span>

<span class="ts15"><span class="ts0">A few examples of journal entries are:</span></span>

- <span class="ts15"><span class="ts0">Discounts allowed/received</span></span>
- <span class="ts15"><span class="ts0">Gain/ Loss</span></span>
- <span class="ts15"><span class="ts0">Write-Offs</span></span>
- Take on Balance

<span style="color: rgb(0, 0, 0);"><span class="ts15"><span class="ts0"><span style="color: rgb(45, 194, 107);">**Debtors Module&gt; Activity&gt; Debtors Journal Transactions**</span></span></span></span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-12/scaled-1680-/J3Bimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-12/J3Bimage.png)

<span class="ts0"> </span><span class="ts0">Click Add to add a new journal</span>

<span class="ts0">[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-12/scaled-1680-/OzYimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-12/OzYimage.png)</span>

Add Transaction Line

<span class="ts0">[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-12/scaled-1680-/UBuimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-12/UBuimage.png)</span>

<table border="1" id="bkmrk-action-date-debtor%2F-" style="border-collapse: collapse; width: 100%; height: 418.104px;"><colgroup><col style="width: 25.0927%;"></col><col style="width: 74.9073%;"></col></colgroup><tbody><tr style="height: 57.4583px;"><td style="height: 57.4583px;">**Action**</td><td style="height: 57.4583px;"><span class="ts0">Select journal Action from the drop down list e.g debtor journal debit</span>

Enter the action of the journal transaction

This governs how the transaction will update general ledger accounts

</td></tr><tr style="height: 29.7917px;"><td style="height: 29.7917px;">**Date**</td><td style="height: 29.7917px;">Enter the correct date of the journal</td></tr><tr style="height: 29.7917px;"><td style="height: 29.7917px;">**Debtor/ Customer**</td><td style="height: 29.7917px;">Select the customer who is affected by the journal transaction</td></tr><tr style="height: 57.4583px;"><td style="height: 57.4583px;">**Currency**</td><td style="height: 57.4583px;">Currency becomes available if the customer is a multi-currency

then select currency

</td></tr><tr style="height: 29.7917px;"><td style="height: 29.7917px;">**Amount Inc VAT/GST**</td><td style="height: 29.7917px;">The amount entered will include VAT/GST</td></tr><tr style="height: 29.7917px;"><td style="height: 29.7917px;">**VAT/ GST Account**</td><td style="height: 29.7917px;">Select the tax general ledger account</td></tr><tr style="height: 35.0625px;"><td style="height: 35.0625px;">**Description**</td><td style="height: 35.0625px;"><span class="ts0">Enter the amount and description</span>

</td></tr><tr style="height: 29.7917px;"><td style="height: 29.7917px;">**Additional Comment**</td><td style="height: 29.7917px;">Aff more information regarding the journal</td></tr><tr style="height: 29.7917px;"><td style="height: 29.7917px;">**Outstanding Balance**</td><td style="height: 29.7917px;">Displays the total amount outstanding</td></tr><tr style="height: 29.7917px;"><td style="height: 29.7917px;">**Reference**</td><td style="height: 29.7917px;">Enter a reference for the journal transaction</td></tr><tr style="height: 29.7917px;"><td style="height: 29.7917px;">**Exchange Rate**</td><td style="height: 29.7917px;">When currency is selected, enter the exchange rate</td></tr><tr style="height: 29.7917px;"><td style="height: 29.7917px;">**VAT/GST Type**</td><td style="height: 29.7917px;">If the Tax account is selected enter the Tax type</td></tr></tbody></table>

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![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1460).png)

<span class="ts0">Click save and click on Next</span>

<span class="ts0">Next takes you to another window where extra information can be added</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1461).png)

<span class="ts0">Select a region, division, project or TrackIt item related to this journal entry </span>

<span class="ts0">This field does not apply to every client</span>

<span class="ts0">You can click Next again to go to the posting window</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1462).png)

<table border="1" id="bkmrk-region-select-region" style="border-collapse: collapse; width: 100%; height: 158.984px;"><colgroup><col style="width: 25.9694%;"></col><col style="width: 74.0306%;"></col></colgroup><tbody><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Region**</td><td style="height: 29.7969px;">If you have Regions, this will add Regions to the report.</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Division**</td><td style="height: 29.7969px;">If you have multiple Divisions, by selecting this will add this column to your report.</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Project**</td><td style="height: 29.7969px;">Select the Project</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**TrackIt**</td><td style="height: 29.7969px;">Select the TrackIt asset affected</td></tr></tbody></table>


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#### Contra Journal

Contra journal is used to ensure accurate reconciliation of debtor/customer-related transactions

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-12/scaled-1680-/fnBimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-12/fnBimage.png)

<table border="1" id="bkmrk-contra-journal-tick-" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 26.0816%;"></col><col style="width: 73.9184%;"></col></colgroup><tbody><tr><td>**Contra Journal tick**</td><td>Put a tick on if you want an additional journal to be posted</td></tr><tr><td>**Debtor**</td><td>Used when you want to move values from one customer to another</td></tr><tr><td>**Creditor**</td><td>Used when you want to move values from one supplier to another</td></tr></tbody></table>

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#### Credit Card Surcharge

A credit card surcharge is an additional fee imposed by a merchant when a customer uses a credit card for a transaction

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-12/scaled-1680-/ELCimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-12/ELCimage.png)

<table border="1" id="bkmrk-credit-card-surcharg-1" style="border-collapse: collapse; width: 100%; height: 119.188px;"><colgroup><col style="width: 27.3194%;"></col><col style="width: 72.6806%;"></col></colgroup><tbody><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Credit Card**</td><td style="height: 29.7969px;">Select if charging a credit card surcharge with the payment</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Surcharge %**</td><td style="height: 29.7969px;">Populates from a setup with the percentage charged for credit card</td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Debtor Transaction Link**</td><td style="height: 29.7969px;">Shows the default debtor transaction </td></tr><tr style="height: 29.7969px;"><td style="height: 29.7969px;">**Surcharge Value**</td><td style="height: 29.7969px;">Displays the surcharge value</td></tr></tbody></table>

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#### <span class="ts0">GL Links</span>

<span class="ts0">The default GL Accounts will populate this window, but you have a choice to change the other leg of the posting to go to any other desired GL account</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1463).png)

<span class="ts0">Once satisfied with the posting entries click save and next</span>

<span class="ts0">The process button will be activated to continue processing this transaction.</span>

<span class="ts0">Or alternatively, save and close to process at a later stage.</span>

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#### Process in the search window

<span class="ts0">To</span><span class="ts0"> </span><span class="ts0">p</span><span class="ts0">ost transactions in the system</span>

<span class="ts0">select it either by highlighting it or adding a tick in the tick box</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1464).png)

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#### Custom Fields

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/scaled-1680-/MKpimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/MKpimage.png)

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/scaled-1680-/IcEimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2024-10/IcEimage.png)

<span class="ts13"> </span>