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Journal batches

Journal batches

Overview

The Journal Batches screen shows the record of every journal entry ActivoHQ generates automatically from fixed asset events (acquisitions, depreciation, disposals, revaluations, impairments and transfers). Each batch groups the debit and credit lines for one Accounting event and can be uploaded to CifraHQ, the integrated Accounting system. The accountant or the system administrator mainly uses this screen to check, upload and monitor the status of pending batches.

How to get there

Accounting > Journal Batches

URL: /Accounting/journal-batches

Key concepts

Term Meaning
Journal batch The set of journal entries (debits and credits) generated automatically by a fixed asset event.
Journal line Each individual row of the entry, tied to a GL account code, with its debit or credit amount.
Batch status Where the batch sits in the upload cycle: pending, sent, confirmed or failed.
Event type The event that produced the batch: acquisition, depreciation, disposal, revaluation, impairment or transfer.
CifraHQ The external Accounting system the batch is uploaded to for final recording.
Dry run When the company has no CifraHQ endpoint configured, the upload is simulated: the batch moves to Sent but CifraHQ never receives it.

How to use it

View the journal batches

  1. Open Accounting > Journal Batches from the side menu.
  2. The main table shows every generated batch, sorted by Posted Date descending (newest first).
  3. You can filter or search using the table controls. To remove every active filter, click Clear filters in the header when filters are applied.
  4. Click Refresh (the reload icon) to reload the list with the latest data.

View a batch's lines

  1. In the Event column, click the event type link (for example, Depreciation) of the batch you want to examine.
  2. Below the main table, the Journal lines section appears, showing every debit and credit line for that batch, with its account code, description and amounts.
  3. To switch batch, click another event link in the main table.

Open a batch's full record

Every batch also has its own detail screen, with everything in one place (/Accounting/journal-batches/<id>):

  • Header: Event, Posted Date, Status, Total Debit, Total Credit and the Balanced or Out of balance indicator.
  • Journal lines: Account, Description, Debit and Credit, with the line count and the debit and credit totals in the footer.
  • Upload history: each attempt to upload to CifraHQ, with the date Attempted, the Result (Success or Failed) and the Message returned.
  • Upload button: Upload to send the batch, or Retry when the last attempt failed.

An Out of balance batch means the debits do not equal the credits; review it before sending it to Accounting.

Upload pending batches to CifraHQ

  1. Check that there are batches with Pending status in the table.
  2. Click Upload Pending at the top right of the screen.
  3. The button changes to Uploading... while the process runs.
  4. When it finishes, a notification appears with the number of batches processed (for example: 2 batch(es) uploaded).
  5. The table refreshes automatically with each batch's new status.

If the company has no CifraHQ endpoint configured (per your account's Settings), the system runs a dry run: the batch moves to Sent but CifraHQ does not receive it.

Retry a failed batch

  1. Find a batch with Failed status in the table.
  2. In that row's Actions column, click Retry.
  3. The system tries to upload that batch to CifraHQ again.
  4. A notification says whether the retry succeeded or an error occurred.
  5. The table refreshes with the batch's new status.

Fields

Main table - Journal Batches

Field Type Required Description Validation
Event Text link - The Accounting event type that produced the batch. Possible values: Asset Acquisition, Depreciation, Disposal, Revaluation, Impairment, Transfer. Clicking it shows the batch's lines. Read-only.
Posted Date Date - The date the Accounting event was recorded. Format: month day, year (for example, Jun 01, 2025). Read-only.
Status Badge - The batch's current status in the upload cycle: Pending, Sent, Confirmed, Failed. Read-only.
Total Debit Numeric - The sum of every debit in the batch, in the company's currency. Two decimals. Read-only.
Total Credit Numeric - The sum of every credit in the batch, in the company's currency. Two decimals. Read-only.
Actions Button - Shows the Retry button only when the batch's status is Failed. This column cannot be sorted or filtered. Read-only.

Journal lines section (when a batch is selected)

Field Type Required Description Validation
Account Text - The GL account code this line affects (for example 1-2-001). Read-only.
Description Text - A description of the line's purpose (for example, the asset name or the depreciation period). Read-only.
Debit Numeric - The amount debited on this line. Two decimals; zero when the line is a credit. Read-only.
Credit Numeric - The amount credited on this line. Two decimals; zero when the line is a debit. Read-only.

Permissions

Available to users with access to the Accounting module, as configured by your administrator.

Notes

Batches are generated automatically

Journal batches are generated automatically when a depreciation run or another Accounting event (a disposal, a revaluation and so on) is processed. Batches cannot be created by hand on this screen. If the table is empty, the system shows: "Post a depreciation run to generate journal batches."

CifraHQ integration

  • Upload Pending sends every batch in Pending status to the CifraHQ endpoint configured on the company's account.
  • If CifraHQ accepts and confirms the batch, the status changes to Confirmed.
  • If the upload succeeds but CifraHQ issues no confirmation (or the company runs as a dry run with no endpoint configured), the status stays at Sent.
  • If a communication error occurs, the status becomes Failed and the batch is available to retry with Retry.
  • Every upload attempt, successful or failed, is recorded internally with the date, time and result for audit purposes.

Company selector

If your account has access to several Companies, switching company in the top selector refreshes the batch list automatically to show only the selected company's batches.

Troubleshooting

Symptom Likely cause Resolution
The table is empty No Depreciation runs or other Accounting events have been processed. Run a depreciation run under Accounting > Depreciation runs and come back to this screen.
A batch stays Pending after clicking Upload Pending The company has no CifraHQ endpoint configured, or a network error occurred. Check the CifraHQ integration Settings on your account. If the error persists, the batch moves to Failed and can be retried.
The Retry button does not appear in the Actions column The batch's status is not Failed; the button only shows for failed batches. Confirm the batch's status in the Status column.
Total Debit and Total Credit do not match It may point to a problem in how the entry was generated. Review the batch's journal lines by clicking the Event column link, and check with your accountant.
The notification shows "0 batch(es) uploaded" after clicking Upload Pending There were no Pending batches at the time of the action. Check the statuses in the table; every batch may already have been sent or confirmed.

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