MB-310 Microsoft Dynamics 365 – Journal names and Journal control Part 2

  1. 16. Journal control and Posting restrictions

Let us take a look at this journal control and posting restrictions. Okay, so on a selected journal name I have this journal control button, right? So by clicking on that we will be able to do some sort of controlling for the journal name. Okay, so make sure that you are with the selected journal name here, right? And you define like what account types can be allowed. So you see here which account types can be posted, right? That’s what it is saying. And here you can define this setting for all the companies or you can define the setting for the selected company.

So you can tell the system that I want to define this only for US MF company and what account types are allowed for posting. So I say only ledger. So with this, what system does is only the account type ledgers can be selected when somebody is creating the journal. Okay? So similarly you have this which segment values are valid for this journal setting here, right? So you can define which segment values are allowed. So when it says which segment values, it is basically which dimension values, right? So you click this ad and you can define like for the company, USMF company and this accounting structure, this PNL structure for this segment, let us say department. We want to allow only two departments here, for example, only Sales and Marketing and Operations.

Okay? So basically we are making sure that users will be able to choose only these two departments, 22 and 23. So you already learned this one, right? The accounting structure configuration where you can control the financial dimensions that can be selected based on the account that is selected by the user, right? So this is some more control on top of the accounting structure control where you are doing the controlling here based on the journal name that is selected. So certain journal names you can define like only these department values are allowed in this journal name or else only this particular business unit values are allowed for this journal name. Okay? So that is what we are doing here. So even if our travel expense account is allowing other departments through this journal name, what we are doing is that only these two departments can be selected by the end user. So that is what we are doing here as part of our control, right? Now what we do is let us save this setting and see how this is going to work now, so I will go to this one, the other page and let me go to the general journals, let me just search for it.

I go to the journals and create a new journal, take my new journal name, right? So you remember this, the travel expense journal limb is not visible for me, right? You see here, this travel EXP. So this is the journal limb that I am looking for and I don’t see it. So we did that private for user group setting, right? So you look at this one here, blocking. And this journal name is private for user group who are part of this selected user group, right? So that is the reason I’m not able to see it. So let me just take it off and save it. All right? And also probably we don’t need the approval anymore, right, because we are already done with this setting. So let us also deactivate this and take it out. So approval is no more required for this journal name. So done. Let us go here and see if we will be able to see the journal name that we need. So travel EXP, right? So I’m seeing this, so I’m selecting this journal. And now let us see how our settings of journal control will affect the user entry, right? I’m clicking the line in the account type. Just for the sake of understanding, let us take an account type.

There is something else than the ledger, right? I’ll take the vendor here, select the vendor account here. Now what we are doing is we are taking the account type something other than the ledger, right? So there is a reason I selected the vendor here and trying to go ahead with this transaction. Okay? So I’m creating my vendor with let’s say some thousand dollars. And you see as I move forward what system is telling me the ledger account combination 10 two is not valid, right? So the ledger account combination does not match the journal control setup for the ledger account posting types. So it is clearly giving me the message that there is some problem comparing with the journal control setup. All right? So that is how the journal control setup can stop users from selecting some other account type there. All right, now what we do is let us try to enter the new voucher and here. So let’s leave it to ledger and the account is our travel expense.

Okay? So let us get back to our travel expense account and click on this. Look up here, choose your travel expense account. Now let us look at this financial dimensions. I’m selecting the business unit and you see here, currently I’m seeing only 22 and 23 departments, right? So even though your accounting structure will allow all the departments, currently we are seeing only these two departments, right? So that is because of the reason that we have the control set up here where if the account falls in with this particular account structure, then the valid departments are 22 and 23, right? So that is the reason you are seeing only those two dimensions here. All right? So I select 23 and that’s all. We can keep going with this. So let us also select some cost center, okay? And offset account got defaulted based on the journal name. So let us debit our travel expense and we are done. So if I try to validate this one so everything will be all right.

Now, you see, so this is fine. So I’ll be able to even post this journal now. So that way, using journal control, you will define what account types are valid in the journal and at the same time what dimension values can be entered in the journal voucher. Okay? So that is how you can use the journal control. And you see here, my journal is already posted. Done. So that is about journal control. And let us take a look at the posting restrictions now, so on the journal name, you have this posting restrictions. So if you click this, you will be able to decide how the posting should happen for these journals using this particular journal name. So sometimes what happens is that there comes a requirement where a user who creates the journal only, he should be able to post it and nobody else should be able to post his journal, right? So in such cases, what you do is you set this up as by user. You see here, just read this out.

You can specify restrictions for each journal name so that users can post only journals that they create, okay? So you can control it in such a way that these users will be able to post the journals that they create. And they cannot post the journals of someone else. They cannot create the journals which are created by someone else. Okay, so let’s just try this out. Now, currently, we are the admin users. And what I am doing here is that let us restrict it by user and I choose it for this particular user.

Okay? So what does this actually mean? Now, if I create any journal as an admin, and for example, if he tries to pick my journal, this guy, which we are seeing here, we can consider this as a test user. I created a test user here. So if he tries to post my journal, he will not be able to post it. However, I will be able to post his journals because I did not select it for this admin user, right? So I’m letting the admin user to post the journals that are created by someone else. However, this guy should not post the journals that I create, right? So let us just test it. How does this work now? So, let us say, okay, and what I will do now is let us create a new journal. Now, I will create this new journal and choose my journal name, go to lines and select the travel expense, enter the business unit department and cost center. So that even if that is mandatory based on our accounting structure. So that will be all, right.

Now, what I will do is I’m saving this journal. And let us just take a look at this journal number here. So this journal has a number that is six, five, eight, okay, you look at this one here. I’m an admin user. You can see admin is coming up here, right? So this is my admin user ID and in parallel I’m opening another session here. So I opened in private window. So here you can see here, it is a test user. This test, you’re seeing the word test there, right? So this is the test user where we enable the posting restrictions. Okay? So what I will do now is let me just go to general journals and let me look for that six, five, eight journal number, right? So I can say sort by z two A.

So I see the latest one here, okay? And I was talking about the blocking thing, right? So you look at this one here. Currently I’m not able to click this lines. So that may happen even for you when you are working with some customers, right? So as I mentioned, you go to this blocking and remove this flag here. So it will actually tell me that this is in use by this particular user because of the reason I’m already editing the lines. So it is giving me the information that this guy is still working with the journal. Okay? So sometimes you will be in a need to disable this one and then get into the lines. Okay, so get into the lines and for example, I’m reviewing it and everything is okay. So I’m trying to post this journal. Let’s try posting it here. See here, we got an error here, right? So what is it telling us? Posting results for journal batch number for journal name. This one, you can post only journals that you create. A user without posting restrictions must post this journal. Okay, so what is this telling us then? This test user can post the journals that are created only by him and he’ll not be able to post the journals that somebody else created. Okay, so the same journal, if I go to my admin view, you see here, this is my admin one, right? So what I can do is I’ll close this and I will try to post this one now, right? So the journal is posted. So that way using posting restrictions, you will be able to control that who should have such rights that he’ll be able to create and post only their journals.

Okay? This setting you will also be able to control by user group. So let me just quickly show you that going back to my journal names and click on this posting restrictions, right? And currently we configured it by user. You will also be able to configure it by user group. So all the users who are part of this particular group, if you select any of the groups here, if I select this group so only the users who are part of that group will have that posting restrictions. Okay? So it works same like by user, all right? And if you leave it to no posting restrictions so even if I create the journals as an admin user, the test user will be able to post it. So as long as you have the security permissions to be able to post the journals, then you’ll be able to take anyone else journals and then you will be able to post them.

So some implementations there will be a need that you have to restrict people from posting some other person’s journals. Okay? So that is the reason you can use this posting restrictions there. All right? So with that, we are done with almost everything. And I want to give you one tip here. So I mentioned that based on the journal type that you select, this journal name will appear in that particular place, right? So currently the travel expense, we are taking it as daily and there is a reason it is coming up in the general journal. Okay? So it might become a little difficult for you, right? So which one that you will have to take if in case you want this journal name to be appearing in another journal like vendor invoice journal or customer payment journal.

Okay? So what you can do is that by looking at the journal type, you will be able to know which one is for vendor invoices and which one is for customer payments, right? That is when you have to make use of your demo data configurations, right? So let me just take one example for you. Let us go to the invoice journals now. So I duplicate this tab and let us go to invoice journals. Sorry, I think I took a wrong option. Let’s just wait and see. Let us take this one. Accounts payable invoices invoice journal, right? So this is the one that I want to go get into. I open this and my intention is that I need a journal name, a new journal name that should be coming in this invoice journal.

Okay? So if I click this new and you look at this one here, the one that we created, the travel expense obviously that is not available here, right? So if in case you want your new journal name to be available here, a journal name that you are creating, you want it for invoice journals, then what you do is the simple thing is to make use of your demo data configuration, okay? When you are in doubt that what is the journal type that I will have to select? The best way that you do is take a look at this one there’s AP invoice, right? Because this is something that is already coming in here. So go to that particular journal name Apnwise and you see here it is coming there in your invoice journals because the journal type is vendor invoice recording, right? So that way you know that what should be the journal type.

So that the new journal name that you are creating can come here. Okay? So if in case you want to create a new Journal name for this one. And you are sure that you have to take the Journal type as vendor invoice recording. Okay? So that way a lot of times during the implementations you will have to look into your demo data and understand what is the configuration that you will have to do. Correct. So with that, we are done with our Journal names and let us do a quick recap of what are the important settings. Let us do a quick recap. So these are some of the important settings in the Journal names that you should refer back. Once again if you are working on any projects and you wanted to review the Journal names configurations.

So take a look at these things. So Journal Type so Journal type determines where exactly this Journal name should be available and approval. So we looked at how do you enable the approval process for your Journal names and approval workflows? If in case you want the approval workflow completely, then you will have to enable the approval workflow. But how do you configure? The workflow configuration is something that you will be seeing in the next video. But if in case you want to use the approvals, then you’ll have to evaluate between this one and this approval workflow parameter, right? And how do you get the values defaulted? So that could be like an offset account or financial dimensions.

You will be able to default them based on the Journal name that is selected by the user. Then we looked at Private for User groups option where you can enable the Journal name or you can make this particular Journal name available for certain users only. So making it private for a particular user group will ensure that the Journal name is available only for certain users and not for everyone in the organization. Then Journal Control so we looked at the additional control that we can do where the specific account types can be selected or specific financial dimensions are allowed for the selected Journal name. Right? Then finally the posting restrictions. So we enabled and we understood the posting restrictions. So that’s all for Journal names completely and this is an extensive session, isn’t it? So that’s all. Thank you very much for watching and see you in the next video.