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Select the transactions that should be available in the journals of this journal class. Instead of allowing an excessive number of transaction categories and types, it is better to create several journal categories that are tailored to specific use cases.

Consider how funds get into the journals and how these funds are spent or passed on. Depending on this, exclude transaction categories that are not relevant in journals of this category.

Consider the following aspects when configuring journal categories:

▪From which sources and in which currency do the projects receive funds and are these passed on (supply of funds, transfer of funds, return of funds)?

▪Are costs that are posted in the journals only assigned to the respective project or also to external projects?

▪Are there any special cases to consider? For example, do you not want the transaction category 11 Flexible posting be used in certain journals?

A frequent use case is the different use of journals in regional offices and projects on site.

Example regional office

The office receives funds from the head office in company currency. Some of these funds are passed on to external projects in voucher currency. The funds are also used to pay the personnel costs of the employees working on the projects. The regional office therefore keeps journals in company currency (CC) and journals in voucher currency (VC).

In this example, the CC journals require the transaction 1.1 Supply of funds by head office (or also 1.8 Supply of funds by head offica external project), whereas the VC journals do not. The VC journals manage VC accounts and require the transaction 1.2 Supply of funds by other journal for the incoming transfers.

The costs incurred for the office as a result of the projects are posted to external projects. Both journals therefore require the corresponding transaction types, e.g. 4.3 External project costs.

Example project on site

In this example, the journals of the local projects form the counterpart to the journals of the office, but can also depict other cash flows. Exclude transaction types here for supply of funds that are not relevant (e.g. 1.1 by head office).

If the projects do not manage any funds for other projects, deactivate on the tab General these transaction types with the setting Exclude posting to external projects.

If partners or local donors provide funds directly to the projects, these journals require, for example 1.4 Supply of funds on site / 1.5 Supply of funds on site AR.

The more specifically you align journal categories with the usual cash flows of your projects, the fewer sources of error there are in the posting process. This helps your employees to select the right transactions more quickly and reduces the need for corrections.