Table of Contents
Introduction
In this article, we'll go through the details of the Nominal journal screen. The page is divided into three sections:
🔴 The header section
🔵 The line items grid
🟢 The footer section
The fields you need fill in are located in the header section. Some are mandatory (*) and some are optional.
Keep reading to find out more. 👇
The Header
The header is where you start filling in the journal details, namely:
*Date: the date the transaction took place (mandatory)
*Ext ref: an extra transaction reference (mandatory)
You can activate up to three Ext Ref fields in the company settings.
You can make it a mandatory field in the company settings.
Description: provides details that explain what this journal entry is about.
Business Name: the entity, person or business for which the journal is being created.
Once you select the ✔️ Save button, the journal is saved as draft and you can start filling in the journal line item fields:
*Nominal account: the account you want to credit or debit.
Item reference: an additional reference used to identify or trace the line item.
Item detail: a description for that particular line item.
Business name: the entity, person or business to which the line item refers.
*VAT: the VAT rate applied to the transaction.
If you've set a default VAT in the selected account, it will be automatically selected in the VAT field.
*D/C: this stands for Debit/Credit. Use it to select one or the other.
*Local (EUR): the line item amount, without taxes, in the company's chosen currency.
If you selected a foreign account (e.g. USD), Indigo Business will automatically fill in the Foreign (USD), Foreign VAT (USD), and Exchange Rate fields.
*Local VAT (EUR): when a VAT rate is selected and Local (EUR) is filled in, this is automatically populated with the right VAT amount.
Total (EUR): the total line item amount including VAT in the company's chosen currency.
Once you select the 💾 Save button, the line item will show in the line items' grid and you can start filling in the next line item. Select Cancel to discard the created line item instead.
The Line Items Grid
All the mandatory fields you entered in the header will show as default columns in the line items grid just below that section. The grid contains and displays all the journal's debits and credits.
You can interact with the grid's content by using the two sets of buttons above the header section:
The buttons on the left allow you to refresh the grid content, add, edit, copy or delete line items.
On the right, you can use the the up and down arrows to change the line item's position in the grid. The grid's search filter or quick filter buttons let you look for specific details. More on them here.
The Footer
On the left of the footer, you can see the journal totals, divided by currency-type tabs for multi-currency journals:
Total Amount: sum of all the line items' amounts.
Total VAT Amount: sum of all the line items' VAT amounts.
Total Batch Amount: sum of all the line items' amounts and VAT amounts.
The total must always be zero, otherwise you can't post the journal.
⚠️ The Total Batch Amount has to be zero for each currency tab.
In the bottom right corner, there are three buttons which are displayed only when you add at least one debit and credit line item in the grid:
Discard: use it to ignore the journal draft and open an empty journal screen.
Start new draft: use it to exit the currently saved draft and start a new draft journal. Learn more about drafts ➡️ here.
Post: use it to post the journal in your Nominal Ledger.
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