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Creating Journal Entries Sub-Versions

In Consolidation, journal entries reside in a special type of sub-version that can only be updated through journal entries. This lets you restrict manual adjustments to only accept balanced entries while also presenting them in the familiar form of accounting-style journal entries.

When viewing a journal entry version on a sheet, direct cell editing is disabled. Also, because journal entry versions use the same security mechanism as other versions, the rule that all updates to actuals must be made using balanced journal entries can be enforced.

Create a Journal Entries Sub-Version

  1. Go to Modeling > Versions.

  2. Select the actuals version to which the new journal entries version will roll up.

  3. Click New Journal Entries Version Icon New Journal Entries Version icon 
    The Version Details area loads.

  4. Fill in the Version Details.

  5. Click Save.

For more on version management, including a detailed list of the various Version Details fields, please see the Adaptive Suite Administrator Guide.

Once a journal entries sub-version has been created, journal entries are created by navigating directly to the Manage Journal Entries page, or by right-clicking a cell in a journal entry sub-version and selecting the journal entry option, which opens the Manage Journal Entries page.

Journal Entry Numbering

You can set journal entries to be numbered automatically. Numbering is usually configured during the creation of journal entries sub-versions, but it can also be set up after the sub-version has been created.

Note: If you change an existing journal entries sub-version so that it uses numbering, only new entries created after the change are numbered. Existing journal entries are not given numbers.

To set up automatic numbering for a journal entries sub-version, do the following:

The journal entry numbering options are:

  1. Go to Modeling > Versions.

  2. Find the journal entries sub-version you want and select it.
    The Version Details area loads the details of the selected version.

  3. Select the Journal entry numbering from the drop-down:

  • None: This is the default.

  • Automatic: If selected, you are prompted to set a prefix and the starting number for the automatic numbering.

  • Manual: If selected, you are prompted to set a prefix. Once implemented, manual numbering causes the Journal number field to be available on the Create Journal Entry and Manage Journal Entry screens.

  1. Click Save.

Note: Once you select and implement a method of numbering journal entries, the method cannot be changed. For example, if you set the journal entries in a particular version to be numbered automatically, you cannot later change the version to make journal entries numbered manually. This is done to preserve the integrity of the numbering format assigned to the version.

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