Overview
The Active Data tab in the Journal Entries module is a centralized workspace for reviewing, managing, and acting on accrual-related journal entries that have not yet been posted to your Enterprise Resource Planning (ERP) system.
Use this tab to:
- Monitor current accrual activity and review summary metrics for the current cycle.
- Search and filter active journal entries.
- Add suppliers to the current accrual cycle.
- Download journal entry data.
- Post eligible journal entries to the system of record (SoR).
- Open, review, edit, or delete individual journal entries.
The Active Data tab is divided into two main sections: Summary Metrics and the Journal Entries table.
Summary Metrics
At the top of the page, three metrics provide a quick overview of the current accrual cycle.
Table 1. Summary Metrics
| Metric | Description |
|---|---|
| Emails Sent | The number of supplier communication emails sent during the current cycle. |
| # of Vendors Enrolled | The number of vendors currently included in the accrual process. |
| Total Open PO Balance | The total open purchase order balance being considered for accrual. |
Figure 1. Active Data tab with Summary Metrics and Journal Entries table
Advanced Accrual Metrics
To download advanced accrual metrics as a CSV file, click the export icon in the upper-right area of the Summary Metrics panel.
Figure 2. Export icon for Advanced Accrual Metrics
Journal Entries Table
Below the Summary Metrics panel is the Journal Entries table. This table displays all journal entries currently in the Active Data tab and supports row selection, filtering, and row-level actions.
Figure 3. Journal Entries table
Table Fields
Table 2. Journal Entries table fields
| Field | Description |
|---|---|
| Accrual Group | The accrual group associated with the journal entry. |
| Owner | The user assigned to the journal entry. |
| Company ID | The entity or business unit associated with the entry. |
| Credit Amount | The total amount to be credited for the journal entry. |
| Journal Entry Memo | A descriptive memo for the journal entry. |
| Data Status | The current status of the entry. See Table 3 for possible values. |
| Complete By AI Agent | The target completion date for the AI-generated accrual review. |
| Comment | User-entered notes associated with the entry. |
Data Status Values
Table 3. Data Status values
| Status | Meaning |
|---|---|
| New | The journal entry is active and has not yet been posted. |
| Downloaded | The journal entry has been exported to CSV. |
Toolbar Actions
The toolbar above the Journal Entries table includes actions for managing active entries.
Figure 4. Toolbar actions: Add Supplier, Write to SoR, Download, and Filter
Add Supplier
Use the Add Supplier action to include a new supplier in the current accrual cycle so that related accrual activity can be reviewed and tracked.
To add a supplier:
- Click Add Supplier in the toolbar.
- Complete the required fields:
Table 4. Add Supplier fields
| Field | Description |
|---|---|
| Vendor | The supplier to add. |
| Company ID | The company or entity to associate with the supplier. |
- Click Add to create the supplier record.
Figure 5. Add Supplier dialog
Write to SoR
Use Write to SoR to post selected journal entries to the system of record.
To post journal entries:
- Select one or more journal entries using the checkboxes in the first column.
- Click Write to SoR in the toolbar.
- Review the confirmation dialog that appears.
- Click Continue to proceed with posting, or click Cancel to close the dialog without posting.
Figure 6. Write to SoR confirmation dialog
Important: Only entries with a Data Status of New can be posted. Successfully posted entries are removed from the Active Data tab and can be reviewed later in the Written to SoR tab.
Download
Use Download to export journal entries from the current table view to a file.
To download journal entries:
- Apply any filters to narrow the table to the entries you want to export (optional).
- Click Download in the toolbar.
Note: The export reflects the entries currently visible in the table. If filters are applied, the downloaded file contains only the filtered results. Downloaded entries may display Downloaded in the Data Status column.
Filter
Use the Filter action to narrow the results displayed in the Journal Entries table.
To filter journal entries:
- Click the Filter icon in the toolbar.
- Use the filter controls that appear below the column headers to narrow results by fields such as:
- Owner
- Company ID
- Data Status
- Complete By AI Agent
- Remove filter values to return to the full list.
Figure 7. Filter controls in the Journal Entries table
Row-Level Actions and Controls
Each row in the Journal Entries table includes controls for reviewing or managing individual entries.
Figure 8. Row-level action icons: Edit, View Details, and Delete
Select Entry
Use the checkbox at the start of a row to select the journal entry for bulk actions such as Write to SoR or Download.
Expand or Collapse Entry
Click the arrow at the start of a row to expand the journal entry. When expanded, vendor-level details appear, including the fields described in the Working with Expanded Journal Entries section below. Click the arrow again to collapse the row.
Edit Comment
Click the pencil icon to edit the comment on the selected journal entry or related record, depending on the row level you are working in. Changes are audit-tracked.
View Details
Click the eye icon to open the detailed view. The detail view that opens depends on the row level:
- At the journal entry row level, the JE Details page opens, displaying the journal entry header fields. See the Viewing and Editing Journal Entry Details section below.
- At the expanded vendor row level, the Vendor Details page opens, displaying Record Data, Vendor Summary, Journal Lines, PO Data, and Email Threads. See the Viewing and Editing Vendor Details section below.
Delete Entry
Click the trash icon to permanently remove a journal entry or related vendor record. This action is available at both the journal entry row level and the expanded vendor row level.
Important: Only entries with a Data Status of New can be deleted. Deleted entries cannot be recovered.
Viewing and Editing Journal Entry (JE) Details
When you click the eye icon on a journal entry row, the JE Details page opens with the journal entry header fields.
Figure 9. JE Details page in view mode
Table 5. Journal Entry detail fields
| Field | Description |
|---|---|
| Date | The journal entry date. |
| Owner | The user assigned to the journal entry. |
| Journal Entry Memo | The descriptive memo associated with the journal entry. |
| Comment | Notes added to the journal entry for review or audit context. |
| Currency | The currency used for the journal entry. |
| Accrual Group | The accrual group responsible for the journal entry. |
| Reversal Date | The date the journal entry is scheduled to reverse, if applicable. |
| Credit Account | The account used for the credit side of the journal entry. |
| Create Reversal | Indicates whether the system creates a reversing entry. |
| Company ID | The company or entity associated with the journal entry. |
Editing Journal Entry Details
To edit a journal entry from the JE Details page:
- Click the eye icon on a journal entry row to open the JE Details page.
- Click Edit.
- The Edit button is replaced with Save and Cancel.
- Editable fields become available for update. Non-editable fields remain read-only.
- Update one or more of the following editable fields:
Table 6. Editable fields on the JE Details page
| Field | Description |
|---|---|
| Journal Entry Memo | Update the memo text for the journal entry. |
| Comment | Add or revise supporting notes. |
| Reversal Date | Change the reversal date using the date field. |
| Credit Account | Update the credit account value. |
| Create Reversal | Select Yes or No to indicate whether a reversal should be created. |
- Click Save to save your changes, or click Cancel to discard unsaved changes and return to view mode.
Note: Changes made in edit mode are audit-tracked. Review updates carefully before clicking Save.
Figure 10. JE Details page in edit mode
Working with Expanded Journal Entries
When you expand a journal entry row, the system displays the vendor-level records that contribute to that journal entry. These expanded records allow you to review the supporting accrual data before posting.
Figure 11. Expanded journal entry with vendor-level records
Table 7. Expanded row fields
| Field | Description |
|---|---|
| Vendor ID | Unique identifier for the vendor. |
| Vendor Name | Name of the vendor associated with the accrual record. |
| Classification | Spend or category classification for the vendor record. |
| Debit Amount | Debit-side amount for that vendor record. |
| Contact | Supplier contact information, if available. |
| Status | Current status of the vendor-level accrual review. |
| Comment | Notes associated with that vendor record. |
You can edit, view, or delete expanded records using the pencil, eye, and trash icons on the right side of each row.
Viewing and Editing Vendor Details
When you click the eye icon on an expanded vendor row, the Vendor Details page opens. This page provides a comprehensive view of the vendor-level accrual data organized into collapsible sections: Record Data, Vendor Summary, Journal Lines, PO Data, and Email Threads.
Click the arrow next to any section heading to expand or collapse that section.
To enter edit mode, click Edit in the upper-right area of the page. The Edit button is replaced with Save and Cancel, and editable fields across the Record Data, Journal Lines, and nested PO Data sections become available for update.
Table 8. Vendor Details edit mode buttons
| Button | Description |
|---|---|
| Save | Saves all changes made to the Record Data, Journal Lines, and nested PO Data sections. |
| Cancel | Discards all unsaved changes and returns to view mode. |
Note: The Vendor Summary, PO Data (main section), and Email Threads sections remain read-only in edit mode. Changes made in edit mode are audit-tracked. Review updates carefully before clicking Save.
Figure 12. Vendor Details page
Record Data
The Record Data section displays the journal entry header fields associated with the vendor record. The fields in this section match those listed in Table 6.
In edit mode, the following fields are editable: Journal Entry Memo, Comment, Reversal Date, Credit Account, and Create Reversal. All other fields in this section remain read-only. See Table 7 for editable field descriptions.
Figure 13. Record Data section
Vendor Summary
The Vendor Summary section displays details about the vendor associated with the accrual record. This section is read-only in both view and edit modes.
Table 9. Vendor Summary fields
| Field | Description |
|---|---|
| Classification | Spend or category classification for the vendor record. |
| Vendor Id | Unique identifier for the vendor. |
| Vendor Name | Name of the vendor. |
| Contact | Supplier contact email address, if available. |
| Debit Amount | Debit-side amount for the vendor record. |
| Data status | Current status of the vendor-level accrual review. |
| Completed by Bot | The date the AI agent completed the accrual review for this vendor. |
| Comment | Notes associated with the vendor record. |
Figure 14. Vendor Summary section
Journal Lines
The Journal Lines section displays the individual debit and credit line entries that make up the journal entry for the vendor. Each journal line can be expanded to reveal its associated PO Data.
Figure 15. Journal Lines section in view mode
Table 10. Journal Lines fields
| Field | Description |
|---|---|
| Line Ref | Reference identifier for the journal line. |
| Memo | Descriptive memo for the journal line. |
| Account | The general ledger account associated with the line. |
| External Reference Id | An external reference identifier, if applicable. |
| Business Unit | The business unit associated with the journal line. |
| Region | The region associated with the journal line. |
| Cost Center | The cost center associated with the journal line. |
| Spend Category | The spend category for the journal line. |
| Supplier | The supplier associated with the journal line. |
| Currency | The currency for the journal line. |
To filter journal lines:
- Click the Filter icon in the upper-right area of the Journal Lines section.
- Use the filter controls that appear below the column headers to narrow the displayed lines.
- Remove filter values to return to the full list.
In edit mode, journal line fields become editable. To add a new journal line, click Add New in the upper-right area of the Journal Lines section. A new row appears with all fields available for entry.
Figure 16. Journal Lines section in edit mode
Expanding a Journal Line
Click the arrow at the start of a journal line row to expand it. When expanded, a nested PO Data table appears, displaying the purchase order data linked to that specific journal line.
Figure 17. Expanded journal line with nested PO Data
The expanded line-level PO Data supports two views, toggled using the PO Details and Calculations buttons in the upper-right area of the nested PO Data table.
PO Details View
The PO Details view displays the purchase order line information associated with the journal line. Click PO Details to switch to this view.
Table 11. PO Details fields
| Field | Description |
|---|---|
| PO Line # | The purchase order line identifier. |
| Line Description | A description of the purchase order line item. |
| Line Type | The type of purchase order line. |
| Req # | The requisition number associated with the purchase order line, if applicable. |
| PO Date | The date of the purchase order. |
| Service Line Start Date | The start date for the service period covered by the line. |
| Service Line End Date | The end date for the service period covered by the line. |
| Cost Center | The cost center associated with the purchase order line. |
| Spend Category | The spend category for the purchase order line. |
| Region | The region associated with the purchase order line. |
| Currency | The currency for the purchase order line. |
| Bot Estimated Accrual | The accrual amount estimated by the AI agent. |
| Confirmed Accrual Amount | The confirmed accrual amount after review. |
| GL Amount | The general ledger amount for the purchase order line. |
| Comment | Notes associated with the purchase order line. |
In edit mode, the Confirmed Accrual Amount and Comment fields are editable in the PO Details view. All other fields remain read-only. To add a new PO Data row, click Add New in the upper-right area of the nested PO Data table. To delete a PO Data row, click the trash icon on the right side of the row.
Figure 18. PO Details view in edit mode
Calculations View
The Calculations view displays the accrual calculation details for the purchase order line. Click Calculations to switch to this view.
Table 12. Calculations fields
| Field | Description |
|---|---|
| PO Line # | The purchase order line identifier. |
| Line Amount | The total amount of the purchase order line. |
| Open PO Amount | The remaining open amount on the purchase order line. |
| Matched Amount | The amount already matched against invoices. |
| SL over the Full Period | The straight-line accrual calculated over the full service period. |
| Weighted Average Invoice | The accrual amount calculated using the weighted average invoice method. |
| SL over the Remaining Period | The straight-line accrual calculated over the remaining service period. |
| Expense Recognition Method | The method used to recognize the accrual expense. |
| Confirmed Accrual Amount | The confirmed accrual amount after review. |
| Comment | Notes associated with the calculation record. |
In edit mode, the Expense Recognition Method, Confirmed Accrual Amount, and Comment fields are editable in the Calculations view. All other fields remain read-only.
Figure 19. Calculations view in edit mode
PO Data
The PO Data section at the bottom of the page displays all purchase order lines related to the vendor's accrual across all journal lines. This section is read-only in both view and edit modes.
Table 13. PO Data fields
| Field | Description |
|---|---|
| PO Number | The purchase order number. |
| PO Line | The specific line within the purchase order. |
| PO Line Description | A description of the purchase order line item. |
| Line Type | The type of purchase order line. |
| PO Date | The date of the purchase order. |
| Service Line Start Date | The start date for the service period covered by the line. |
| Service Line End Date | The end date for the service period covered by the line. |
| Region | The region associated with the purchase order line. |
| Cost Center | The cost center associated with the purchase order line. |
| Spend Category | The spend category for the purchase order line. |
| Total PO Amount | The total amount of the purchase order line. |
| Matched Amount | The amount already matched against invoices. |
| Open PO Amount | The remaining open amount on the purchase order line. |
| Straight Line Accrual | The calculated straight-line accrual amount for the line. |
Figure 20. PO Data section
To filter PO data:
- Click the Filter icon in the upper-right area of the PO Data section.
- Use the filter controls that appear below the column headers to narrow the displayed lines.
- Remove filter values to return to the full list.
Email Threads
The Email Threads section displays the communication history between the system and the vendor. This section shows the Vendor Reach Out emails sent during the accrual cycle, including message details such as the date, subject, sender, recipient, and the purchase order data shared with the vendor. This section is read-only in both view and edit modes.
Figure 21. Email Threads section
To navigate to the accruals inbox for the vendor, click Accruals Inbox in the upper-right area of the Email Threads section. The system redirects you to the accruals inbox.
Pagination
Use the controls at the bottom of the Journal Entries table to navigate through entries. Available controls include:
- Rows per page selector
- Page navigation arrows
- Current record range display
Figure 22. Pagination controls