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Table of Contents

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Overview

The Journal Evidence Report records all financial transactions as they occur chronologically, given a specific reporting period for an entity. It is used to reconcile its turnovers with the balances of the general ledger accounts. This report meets the basic legal requirements of the Polish Accounting Act:

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  • Maintaining a Historical Record: The report is a chronological record of all financial transactions, essential for tracking the company's financial history.

  • Supporting Documentation: The entries include references to supporting documents, which are vital for auditing and verification.

  • Compliance and Reporting: It ensures compliance with Polish accounting principles and aids in preparing accurate financial reports.

Configuring the Journal Evidence Report

To configure the report:

  1. Navigate to Setup > Staria Poland Localization > Poland Localization Settings.

    1. If you are creating a new Localization Setting, refer to 3) Setting Up Poland Localization

  2. Click Edit beside the localization setting record you wish to modify.

  3. Under the Journal Evidence tab, provide the following details:

    1. Folder ID - Enter the internal ID of a File Cabinet folder where the generated reports are stored and saved.

    2. Saved Search - Select the saved search to be used as the data source of the report. By default, the value of this field should be PL Domyślny raport dowodowy dziennika.

    3. Report Page Size - Select the page size to generate the report. The default value is A3 (297 mm x 420 mm).

  4. Optionally, you may also configure the following fields:

    1. Report by Period - Check this box to report by period. If left unchecked, the report is run based on the transaction date.

    2. Default Email Sender—Select the default employee to send email notifications. If left blank, no emails are sent. Please ensure that an email address is set for the selected employee. Otherwise, an email error will occur.

    3. Optional Report Column - Enter the column label of the optional column to be added to the report. This references the default saved search column corresponding to the custom segment. The default value of this field is “customSegment.” The optional column will be added after the Department, Class, and Location columns.

    4. Optional Report Column Label—English — Enter the name of the optional report column in English. This will be used as the column header when printing the PDF in English.

    5. Optional Report Column - Polish - Enter the name of the optional report column in Polish. This is used as the column header when printing the PDF in Polish.

Customizing the Default Saved Search

The Poland Localization bundle includes a default saved search named PL Domyślny raport dowodowy dziennika.

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Field

Formula

Custom Label

Date

PostingDate

Formula (Date)

DocumentDate

Formula (Text)

{createdby}

UserID

Transaction Number

DocumentNumber

Account : Number

GLAccount

Formula (Text)

SUBSTR(COALESCE({memo},{memomain}),0,40)

Description

Amount (Debit)

AmountDebit

Amount (Credit)

AmountCredit

Line Unique Key

EntryNo

Formula (Text)

customSegment

Formula (Text)

{departmentnohierarchy}

department

Formula (Text)

{classnohierarchy}

class

Formula (Text)

{locationnohierarchy}

location

Formula (Text)

{mainname}

name

Formula (Text)

{postingperiod}

accountingPeriod

Generating the Journal Evidence Report

To generate a journal evidence report:

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Note

It's important to note that discrepancies can occur between the Generated Date in the record and the Generated Date in the file when the server's time zone and the current user's time zone under user preferences are different. The Generated Date in the file will always follow the time zone of the server, while the Date and Time shown in NetSuite will always follow the user preference. However, if the user preference is switched to the server's timezone, both values should be the same.

Viewing the Journal Evidence Report

Once a file is generated, you may download it under the PDF field or click on the link to see a preview of the file. The report is divided between a report header and a report line section. The contents of each section are explained below.

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  • No.: This displays the line number of the G/L posting with respect to the report’s sequence.

  • Entry No.: This displays the Line Unique Key value generated by NetSuite for each G/L posting.

  • Transaction Date: This displays the actual date of the G/L posting. The format of this date depends on the user preference of the employee who generated the report.

  • Posting Date: This displays the posting date of the G/L posting. The format of this date depends on the user preference of the employee who generated the report.

  • Period: This displays the G/L posting's posting period.

  • Document Number: This displays the related document number in the NetSuite system.

  • G/L Account No.: This displays the account’s corresponding number with respect to the chart of accounts in the NetSuite system.

  • Entity: This displays the relevant entity for the G/L posting.

  • Description: This displays the memo associated with the G/L posting.

  • Department: This displays the Department set on the G/L posting.

  • Class: This displays the Class set on the G/L posting.

  • Location: This displays the Location set on the G/L posting.

  • Optional Column: This displays the optional column value set on the G/L posting. Note that this field is only shown if configured on the Poland Localization Settings.

  • Created By: This displays the NetSuite employee who made the G/L posting.

  • Debit: This displays the debit balance of the G/L posting.

  • Credit: This displays the credit balance of the G/L posting.

  • Balance: This displays the report's running balance.

Example

Attachments
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Note

Date Range Limitation: The maximum report date range may vary based on transaction volume and text field length. High transaction counts and lengthy text fields can reduce the allowable date range, potentially causing errors during report generation.

Recommendation To avoid errors, users should reduce the report date range, which can help prevent script issues and ensure successful report generation.

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Send an email to support@staria.com for questions or concerns regarding this topic.