Scenario: When working with Journal Entries, the standard fields for Total Debit and Total Credit are not available. To display the values for these fields, a Saved Search needs to be created that calculates the sum of the transaction lines and shows the computed sum in a Custom Transaction Body field.
Solution: Follow these steps to resolve the issue:
- Create a Saved Search: a. Go to Lists > Search > Saved Searches > New. b. Click on “Transaction”. c. Enter a Search Title, e.g., “JE Total Debit Search”. d. Click on “Criteria”. e. Click on “Standard”. f. Set the following filter:
- Select “Type”.
- Set “Type” to “Journal”.
- Click “Set”. g. Select “Main Line”. h. Set “Main Line” to “No”. i. Click “Set”. j. Click on “Results”. k. Click on “Columns”. l. Select the field “Amount (Debit)”. m. Set the Summary Type to “Sum”. n. Click on “Available Filters”. o. Add the following filter:
- Select “Internal ID”.
- Enter a checkmark for “Show in Filter Region”.
- Click “Add”. p. Click “Save”.
- Create a Custom Transaction Body Field: a. Go to Customization > Lists, Records, & Fields > Transaction Body Fields > New. b. Enter a Label, e.g., “Total Debit”. c. Select the Type as “Currency”. d. Remove the checkmark for “Store Value”. e. Click on “Applies To”. f. Enter a checkmark for “Journal”. g. Click on “Validation & Defaulting”. h. Select the previously created Saved Search from the “Search” dropdown menu. i. Click “Save”.
By following these steps, you will be able to display the Total Debit value on the Custom Transaction Body field.