Setting up purchase journals in your company comes down to deciding whether each user gets their own journal or shares one with colleagues. You configure this in the Purchase Order Management Setup under User Journals. There you assign each user a worksheet template and a journal batch. Two users can share the same journal batch, or each can have their own.
There is no right or wrong way to do it. The setup should match how your company actually works. In practice, most users prefer their own journal so they can control their own lines.
Where to set up user journals in Purchase Order Management
You start in the Purchase Order Management Setup. From the Actions menu, open the User Journals. This is where you control which journal each user works in when handling purchases.
In a typical setup you might already have two users created, for example PRO1 and GNA. Both can use the same worksheet template, but they have different journal batches, such as Domestic and GNA.
How to assign a worksheet template and journal batch to a user
Adding another user follows the same pattern. Say you add a user called BHH. You can let BHH use the same worksheet template as the others, and then assign the journal batch you want, for example Domestic.
In this case, the users PRO1 and BHH share the same purchase management journal and work on the same lines. GNA, on the other hand, uses a separate journal.
Whether to share a journal or give each user their own
The choice between a shared journal across all purchases and a separate journal per user depends entirely on how you work in your company. Neither approach is correct or incorrect in itself.
What we usually see is that most people want their own journal, where they can select and control their own lines without interference from colleagues.
Q&A
Where do you set up user journals for purchases in Business Central?
You set them up in the Purchase Order Management Setup. Open the Actions menu and choose User Journals to assign each user a worksheet template and journal batch.
Can two users share the same purchase journal?
Yes. You can assign the same worksheet template and journal batch to multiple users, so they share the same purchase management journal and work on the same lines.
Should each user have their own purchase journal?
It depends on how your company works. There is no right or wrong setup, but most users prefer their own journal so they can control their own lines.