This article explains how to set up and manage Journals, including Nominal Codes, Report Configuration, Departments, and Cost Centres.
Quick Navigation
Accessing the Journals section
Journal Setup is the fifth step in the company setup process. You can access this section when creating a new company or updating an existing company.
Setting Up Journals
The Journals section contains the following areas:
Nominal Codes - Manage nominal codes and their associated pay items.
Report Configuration - Configure how journal reports are grouped.
Organisational Structure - Add and manage Departments and Cost Centres.
Nominal Codes
By default, the Nominal Codes section is selected. Use the top navigation to switch between Nominal Codes, Report Configuration, and Organisational Structure.
The system automatically populates the default nominal codes.
Adding a Nominal Code
To add a new Nominal Code:
Click + Add New Nominal Code.
Enter the Nominal Code and Description.
Click Add to save the Nominal Code.
Updating a Nominal Code
Locate the nominal code you want to update.
Click Edit.
Update the Nominal Code or Description as required.
Click Update to save your changes, or Reset to discard them.
Deleting a Nominal Code
Click Delete next to the nominal code you want to remove. In the confirmation window, click Proceed to confirm or Cancel to keep the nominal code.
Note: The Delete option is only available for Nominal Codes created by the user. Default Nominal Codes cannot be deleted.
Viewing Linked Pay Items
Click Link next to a nominal code to view the pay items associated with it. Use the Expand and Collapse options to view or hide the available sections.
Report Configuration
By default, the report is grouped by Nominal Code. To further organise the report, enable the relevant options to sub-group it by Department, Cost Centre, or Employee.
Note: Pay Cycles must be configured before you can configure Journal Reports.
Enable the required toggle(s), then click Save to apply your settings.
Organisational structure
Use Organisational Structure to add and manage Departments and Cost Centres.
Departments
By default, the Departments section is selected. Use the left-hand navigation to switch between Departments and Cost Centres.
Add a Department
Enter the Department Name.
The Department Code is automatically generated using the first three letters of the department name. You can edit the code if required.
Click Save to add the department, or Reset to clear the entered information.
Once saved, the department will appear below the creation section, where you can edit or delete it.
Editing a Department
Click Edit next to the department you want to update. The existing details will be pre-filled and can be amended as required.
Deleting a Department
Click Delete next to the department you want to remove. In the confirmation window, click Proceed to confirm or Cancel to keep the department.
Cost Centres
By default, the Departments section is selected. Use the left-hand navigation to switch between Departments and Cost Centres.
Add a Cost Centre
Enter the Cost Centre Name.
The Cost Centre Code is automatically generated using the first three letters of the cost centre name. You can edit the code if required.
Click Save to add the department, or Reset to clear the entered information.
Once saved, the cost centre will appear below the creation section, where you can edit or delete it.
Editing a Cost Centre
Click Edit next to the cost centre you want to update. The existing details will be pre-filled and can be amended as required.
Deleting a Cost Centre
Click Delete next to the cost centre you want to remove. In the confirmation window, click Proceed to confirm or Cancel to keep the department.
Updating Journals
To update or create your journals after the initial setup, follow these steps:
Navigate to the Dashboard by clicking the logo. The Company List will then be displayed.
Locate the company you want to update and click the Edit
icon.
On the company details page, locate the Journals section and click More to open the slider.
Select the relevant subsection and make the required changes:
Nominal Codes – To add or update a Nominal Code, refer to the Nominal Codes section.
Report Configuration – To configure the Journal Report, refer to the Report Configuration section.
Organisational Structure – To add or update a Department or Cost Centre, refer to the Organisational Structure section.
Click Close
in the top-right corner of the slider when you have finished.
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