Overview
The Written to SoR tab in the Journal Entries module displays journal entries that have been posted to the system of record (SoR). Use this tab to review posted journal entries, download journal entry data, generate audit reports, and view vendor-level details for posted entries.
The Written to SoR tab contains the Journal Entries table with toolbar actions for downloading data and generating reports.
Figure 1. Written to SoR tab
Journal Entries Table
The Journal Entries table displays all journal entries that have been posted to the system of record. This table supports row selection, filtering, expand/collapse, and row-level actions.
Figure 2. Journal Entries table on the Written to SoR tab
Table 1. 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 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 2 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. |
Table 2. Data Status values
| Status | Meaning |
|---|---|
| Record updated | The journal entry has been updated to ERP. |
| Downloaded | The journal entry uploaded successfully to ERP. |
Toolbar Actions
The toolbar above the Journal Entries table includes actions for downloading data and generating audit reports.
Figure 3. Toolbar actions: Download, Download Audit Report, and Filter
Download
Use Download to export journal entries from the current table view to a file.
To download journal entries:
- Select one or more journal entries using the checkboxes in the first column (optional). If no entries are selected, the download reflects all entries currently visible in the table.
- Click Download in the toolbar.
Figure 4. Download button
Note: If filters are applied, the downloaded file contains only the filtered results. Downloaded entries may display Downloaded in the Data Status column.
Download Audit Report
Use Download Audit Report to generate and download an audit report for posted journal entries. This action provides two download options: Download by Entry and Download by Month.
Figure 5. Download Audit Report dropdown menu
Download by Entry
Use Download by Entry to download an audit report for the selected journal entries.
To download an audit report by entry:
- Select one or more journal entries using the checkboxes in the first column.
- Click Download Audit Report in the toolbar.
- Select Download by Entry from the dropdown menu.
- The audit report downloads as a ZIP file.
Figure 6. Download by Entry
Download by Month
Use Download by Month to download an audit report for journal entries within a specific date range.
To download an audit report by month:
- Click Download Audit Report in the toolbar.
- Select Download by Month from the dropdown menu.
- In the Download By Month dialog, select a Start Month using the month picker.
- Select an End Month using the month picker.
- Click Download to generate the report, or click Clear to reset the date selection. Click This month to quickly select the current month.
Figure 7. Download By Month dialog with Start Month picker
Figure 8. Download By Month dialog with End Month picker
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 9. Filter controls in the Journal Entries table
Row-Level Actions and Controls
Each row in the Journal Entries table includes controls for reviewing posted entries.
Select Entry
Use the checkbox at the start of a row to select the journal entry for bulk actions such as Download or Download Audit Report.
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.
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 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 Vendor Details section below.
Viewing 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. This page is read-only on the Written to SoR tab.
Figure 10. JE Details page
Table 3. 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. |
| External Reference Id | An external reference identifier associated with 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. |
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.
Figure 11. Expanded journal entry with vendor-level records
Table 4. 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 record. See Table 4 for possible values. |
| Comment | Notes associated with that vendor record. |
You can view vendor details by clicking the eye icon on the right side of each expanded row.
To filter expanded vendor rows:
- Click the Filter icon in the upper-right area of the expanded vendor section.
- Use the filter controls that appear below the column headers to narrow the displayed vendors. For example, filter by Classification or Status.
- For the Status filter, select one or more values from the dropdown list and click Apply.
- Remove filter values to return to the full list.
Figure 12. Filter controls for expanded vendor rows
Table 5. Vendor-level Status values
| Status | Meaning |
|---|---|
| Bot Estimate to Review | The AI agent has generated an accrual estimate that requires user review. |
| Corrective Reply | The vendor has sent a corrective reply to the accrual request. |
| Edited | The vendor record has been manually edited by a user. |
| Email Send Failure | The system was unable to send the accrual request email to the vendor. |
| Email user Unknown | The vendor contact email address is not recognized or is invalid. |
| Record Needs Review By User | The vendor record requires manual review by a user. |
| Record updated | The vendor record has been updated and posted to the system of record. |
| Supplier Reply to Review | The vendor has replied to the accrual request and the reply requires review. |
| Waiting for Reply | The accrual request email has been sent and the system is awaiting a vendor reply. |
Viewing Vendor Details
When you click the eye icon on an expanded vendor row, the Vendor Details page opens. This page provides a read-only 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.
Figure 13. 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 5.
Vendor Summary
The Vendor Summary section displays details about the vendor associated with the accrual record.
Table 6. 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. |
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 14. Journal Lines section
Table 7. 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.
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.
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 8. 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. |
Calculations View
The Calculations view displays the accrual calculation details for the purchase order line. Click Calculations to switch to this view.
Table 9. 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. |
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.
Figure 15. PO Data section
Table 10. 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. |
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.
Figure 16. 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 17. Pagination controls