This is what happens in the video
Job journals in Microsoft Dynamics 365 Business Central let you register usage and consumption on a job without creating G/L entries when you post. This is the key difference from job G/L journals, which do post to the general ledger. If you want to track resource, item, or expense usage on a project without affecting your financial postings directly, the job journal is the tool you use.
You set up job journals through job journal templates and job journal batches. The template defines the type of journal and a number series, and the batch inherits those settings while letting you override them per journal. Business Central comes with separate templates for normal job journals and recurring job journals.
You can keep the same number series across batches as long as you do not have different employees posting in different journals at the same time. If you do, set up separate number series to avoid conflicts.
Job journals versus job G/L journals
The first thing to be clear about is the difference between the two journal types. Job journals and job G/L journals are not the same.
When you post a job journal, it does not create G/L entries. The job G/L journal does. So if you want to register work or consumption on a job without that posting flowing into the general ledger, the job journal is what you reach for.
Setting up the job journal template
You start in the job journal templates. Here you will typically see two lines, meaning two different templates: one for a normal job journal and one for a recurring job journal. The recurring one is a separate topic, so here we focus on the normal job journal.
Each template has a name and a description. You can also define a number series, which is then inherited by the job journal batches. This works like any other journal setup in Business Central.
Because this is not a recurring journal, you leave the recurring checkmark unchecked. The source code is set to Job Journal, which is correct. There is no reason code set here, and that is fine.
You can also decide whether to increment the batch name. If you leave this off, the batch name stays the same after posting. If you turn it on and name a batch something like “Job 1”, it would increment every time you post, giving you Job 1, Job 2, Job 3, and so on. In this setup, that option is not used.
Working with job journal batches
The job journal batches are the actual journals you work in. You may see more than one batch, for example one called Default and one called Standard. You can fill in a description on any batch that is missing one.
The number series on the batch is inherited from the job journal template. You can change it for a specific batch if you want a different number series, or if you want to use a posting number series instead. In most cases it is fine to keep the same number series, as long as different employees are not posting in different journals at the same time.
If the list of batches is empty when you open it, just create a new line and give it a name. Once that is done, you are ready to start working in the journal.
Q&A
What is the difference between a job journal and a job G/L journal in Business Central?
A job journal does not create G/L entries when you post it, while a job G/L journal does. Use the job journal to register work or consumption on a job without affecting the general ledger directly.
How do job journal templates and batches relate to each other?
The template defines the journal type and a number series. The batch inherits those settings but lets you override them, for example to use a different or a posting number series for a specific journal.
Should I use the same number series across job journal batches?
In most cases yes. Keeping the same number series is fine, as long as you do not have different employees posting in different journals at the same time. If you do, use separate number series.
What does incrementing the batch name do?
If you enable it, the batch name increases by one each time you post. For example, a batch named “Job 1” becomes Job 2, Job 3, and so on. If you leave it off, the name stays the same.
What do I do if the list of job journal batches is empty?
Create a new line and give it a name. Once it has a name, you can start working in the journal.