The journals are designed to create datasets of financial entries regarding Tuum transactions that you can transfer to your company's accounting or ERP system. The Tuum system generates journals based on a custom schedule defined in your Tuum instance configuration, typically during the early hours of the banking day.
The outcome of that generation process results in one journal per transaction currency. Each generated journal contains financial entries for all transactions processed the previous day. The data aggregation level of the journal content depends on the GL account setup (entry or account) and journal aggregation setup.
All generated journal reports have CREATED status, indicating they have not yet been transferred to your company's accounting or ERP system. The journal status CONFIRMED means that the transfer to your company's accounting or ERP system has been successful.
To find the generated journal reports, go to Finance > Search > Journals.
Fill in the search parameter values and click the Search button to display the journals you want to export.
Click on the Identifier of the journal (e.g. ID-000000016384) to open the journal details view.
On the journal details page, you have two options for journal transfer.
You can send the journal directly to your company's ERP or accounting system when there is an interface between it and Tuum.
On the journal details page, click the Send journal to ERP button to start sending the journal directly to your company's ERP or accounting system.
Wait until the sending process ends with the Success or Failure:
In case of success, reload the journal details page to see if the journal status has changed to CONFIRMED and the Reference number of your company's ERP or accounting system assigned to the journal.
In case of failure, click the Send journal to ERP button again once the cause of the failure has been resolved.
Do not start the next journal sending process until the previous one is complete, whether it succeeds or fails.
To transfer the journal manually to your company's ERP or accounting system, follow the steps described below.
On the journal details page, click the Export CSV button.
Go to Reports > My reports to find the report you have exported.
Click on the report's name in the Files column to download the report into the downloads folder on your computer.
Fetch the journal from the downloads folder on your computer.
Upload the journal manually to your company's ERP or accounting system and store the journal's reference ID.
Go to the journal details page and click the Confirm journal button to set the journal status to CONFIRMED.
Fill in the value for the Reference number in the Confirm journal modal with the journal's reference ID you got as a result of the journal upload into your company's ERP or accounting system and click Confirm.
The journal report includes the following data columns.
Journal line ID: The unique identifier of the journal line.
Journal ID: The unique identifier of the journal.
Aggregated: A boolean value indicating the data aggregation, represented as True for aggregated data or False for not aggregated data.
External account ID: The ID of the external account related to the transaction.
GL account: The GL account number related to the transaction.
Direction code: A value indicating whether the entry is a debit or credit, represented as D for debit or C for credit.
Transaction Amount: The value of the transaction expressed in the currency used for the transaction.
Transaction currency: The currency in which the transaction has occurred.
Reporting amount: The value of the transaction expressed in the currency used for reporting.
Reporting currency: The currency in which the transaction is reported.
Description: The textual explanation of the related transaction.
Cost Centre Code: The code associated with the specific cost center related to the transaction.
Product code: The code associated with the specific product related to the transaction.
Intra org code: The code associated with the specific internal organisational unit related to the transaction.
Country code: The code associated with the specific country related to the transaction.
Financial event type code: The code associated with the specific financial event type related to the transaction.
Journal date: The journal creation date.
Tenant code: The code associated with the specific tenant related to the transaction.
- Send the journal directly from Tuum to your company's ERP or accounting system.
- Download the journal into the downloads folder on your computer and transfer it from there manually to your company's ERP or accounting system.
