Journals

The Journals activity in PAR OPS is a vital tool for entering non-POS account-level data, supporting accurate financial tracking through structured Collections like Deposits and Drive-Thru Times. Entries are regulated by login permissions and calendar settings (Daily, Weekly, or Period) and can be completed at shift end, day end, or upon task completion. The system emphasizes data integrity by preventing edits to completed entries and supports flexibility through features like image attachments, comments, and entry duplication. This ensures a clear, auditable record of transactions while allowing accurate corrections and adjustments via the Duplication functionality. Once submitted, values post to accounts and are available for reporting.

How do I create a journal entry?

1. Go to Journals
2. Select Date
3. Select a Collection
4. Navigate to the journal
5. Enter Amount
6. Select Complete All. Select Include zero lines to complete and set any unused Journals to zero
7. Select Yes

How Do I Modify a Journal Entry?

1. Go to Journals
2. Select Date
3. Select the Collection
4. Navigate to the journal
5. Select Status - Incomplete
6. Enter adjustments
7. Select Complete All. Select Include zero lines to complete and set any unused Journals to zero
8. Select Yes

How do I approve/complete a journal?

1. Go to Journals
2. Select Date
3. Select a Collection
4. Navigate to the journal
5. Verify the data
6. Select Complete All. Select Include zero lines to complete and set any unused Journals to zero
7. Select Yes

How Smart Group Assignment impacts Multi-Unit Users

There are many smart groups that are assigned to a row in PAR OPs and must be assigned to a Unit for use. At times a Multi Unit user will need access to the same rows. In this instance the Smart Group will be assigned to the row in PAR OPs and must be assigned to the MU login user.

This also occurs in the following forms:

• Vendors
• Customers
• Items
• Performance Budget Templates
• Performance Journal Templates
• Schedule Formats
• Journal Templates
• Menu Templates – This is in Plate Costing

Assign the smart group to the rows, the unit and any MU user that should also have access to the date using reports.

How Do I Maintain Journal Templates?

Create, or hide account templates from the Daily Sales Adjustment Setup activity. In addition, this activity allows the Systems Administrator to define wizard settings and assign a validating account for the journal entry.

Once you have opened Journal Templates,

1. Right click on the column and make the necessary selection to modify the 'ORDER' column
2. Enter a description in the 'DESCRIPTION' column
   1. If you wish to disallow postings to the account, select the 'HIDE' column. Hidden accounts do not display in the Business Journals activity.
   2. Easy mode does not have an option to show hidden rows. Carefully consider this before selecting this option.
3. Select an option in the 'TYPE' column to define the account
4. If account applies to only 1 unit, select the unit in the 'UNIT' column from the list.
   1. The 'UNIT' column defaults to Global Template, making the template account available for all units. In addition Smart Groups can be assigned to manage access to individual posting accounts for a group of units.
5. Select an account that is linked to this Business Journal entry to compare in the 'VALIDATING ACCOUNT' column
   1. These only work with accounts that are numerical.
6. Select  to allow additional date and time information for the entry in the 'ADDITIONAL DATE TIME' column
7. Select the 'MULTIPLE ENTRIES' column to allow multiple entries for the template account
8. Select an option in the 'FREQUENCY' column for the posting: daily, weekly, monthly or period-end.

How Do I Manage Journal Templates Smart Groups?

Once you have opened Journal Templates, perform the following

1. Assign Smart Groups to individual accounts within the template to restrict or allow access to the posting account
2. Expand template account details from Journal Templates
3. Assign the Smart Group for the posting account

The Template Groups tab, displays a flattened view of each posting account and the assigned Smart Group

How Do I Restrict Journal Templates Columns?

Once you have opened Journal Templates, you will learn to implement these masks in Journal Templates to restrict values that users can enter.

1. Open Journal Templates form
2. Put value into 'MASK' column
3. Test in 'TEST' column and in Journals form (unit role)
4. Try with different masks, predefined and custom.
   Different types use masks differently:
   • Text type doesn’t use mask at all
   • Numeric type. Test in Test field in Journal Templates form and in Amount field in Journals form.
   • Numeric mask has several limitations (if mask is incorrect or [No Mask] it will use default mask N4).
5. Test them all:
   • Mask has to contain other symbols except spaces
   • Mask can't contain more than one semicolon
   • Mask has to contain other symbols except semicolon
   • If there are negative and positive parts, both have to contain or not contain %% symbols
   • If there are negative and positive parts, both have to contain or not contain % symbols
   • If there are negative and positive parts, counts of # symbols before the decimal separator should be the same
   • If there are negative and positive parts, counts of 0 symbols before the decimal separator should be the same
   • If there are negative and positive parts, counts of # symbols after the decimal separator should be the same
   • If there are negative and positive parts, counts of 0 symbols after the decimal separator should be the same
   • String Type. Test in 'TEST' column in Journal Templates form and in 'TEXT' column in Journal Form.

FAQ

Who cares about journals?

Managers, accountants, and financial staff who are responsible for accurate financial tracking and reporting care about journals.

What is the goal of journals?

The goal of journals is to manage non-POS account-level data within the database, ensuring accurate and efficient financial tracking by posting data against the appropriate accounts through structured Collections.

Where can this information be viewed?

This information can be viewed in the PAR OPs system, specifically within the Journals activity and related financial management settings.

What other reports or activities are impacted by an entry in journals?

Entries in journals impact financial reports, account-level data tracking, and overall financial accuracy and reliability, ensuring that all non-POS financial data is securely and timely recorded.

Can I add images to my journal entries?

You can add images, such as receipts, to incomplete journal entries.

How do I complete multiple journal entries at once?

You can use the Complete All option to complete all journals or only journals with entries.

How do I modify an existing journal entry?

While you can modify incomplete entries, the best practice is to duplicate the entry.

Can I delete a journal entry?

There is no ability to delete journal entries. However, you can set them to a zero-value entry.

Are all journal entries available for duplication?

The ability to duplicate entries is controlled by your administrator. Some entries, such as Closing Deposits may be restricted from duplication and is restricted for security and auditing purposes.

What should I do if a cashier finds a missing deposit value that needs to be added to a completed entry?

To preserve the original entry, add a new entry and enter the missing value.

Why can't I select a particular date?

Only dates in your current accounting period are available for entry.

Please contact your database admin if you need to create a journal entry for a date outside the current accounting period.

Why can’t I change my journal to complete?

Completing Journal entries requires the Advanced Permission 'AP-Allow In-Form Approvals'.

Please contact your database admin if you need to be able to complete journal entries.