Use GWMS to Query and Process Business Journal

Updated: 2026-05-21

1. Scenario

Definition: Business journal is the warehouse billing page used to review charge and refund transactions generated for business orders.

Purpose: The warehouse team, customer service team, and finance team can use this page to query billing records, review how one charge was generated, group transactions by business order, import transactions in bulk, generate invoices, and process follow-up actions such as refund, recalculation, or additional charges.

Applicable scenarios:

• Query one charge transaction by serial number, business order number, customer, warehouse, or billing time.
• Review the calculation result behind one charge record.
• Group multiple transactions under one business order and review the net amount.
• Import transaction data in bulk from the current template.
• Generate an invoice after selecting charge records that should be billed.
• Start a refund or add a follow-up charge for one existing transaction.

Not applicable:

• If you need to review invoice documents after they are created, use GWMS-Business Billing-Accounts Receivable.
• If you need to maintain quotation rules, use the quotation pages instead of Business journal.

2. Operation Guide

Prerequisites

Please confirm the following before you start:

1. Your account can open GWMS-Business Billing-Business journal.
2. Prepare at least one useful query condition such as Serial Number, Business Order No., Customer, Warehouse, or Billing Time.
3. If you need to import transactions, prepare the current template file and use .xls or .xlsx.
4. If you need to generate invoices or recalculate billing, select the target rows first in the current list.

2.1 Open the Business journal page and query transactions

Menu path: GWMS-Business Billing-Business journal

1. Sign in to GWMS.
2. In the left navigation, expand Business Billing.
3. Click Business journal.
4. The top area shows the filter panel, the middle area shows action buttons, and the lower area shows the transaction list.

The current filter area shows these main fields:

• Serial Number
• Business Order No.
• Customer
• Warehouse
• Billing Type
• Billing Status
• Charging Status
• Fund Type
• Refund Status
• Billing Time

After you set the query conditions, click Search. If you want to clear the current conditions and query again, click Reset.

2.2 Review one transaction in Detail Dimension

Detail Dimension is the default tab after the page opens. It is suitable when you need to review one exact transaction line.

1. In the list, find the target transaction.
2. Click the blue Serial Number.
3. The system opens the Expense Details dialog.

The dialog shows the current transaction summary, including fields such as:

• Expense Document
• Customer Code
• Warehouse Code
• Billing Type
• Account Code
• Charging Status
• Billing Status
• Currency
• Business
• Amount
• Billing Time
• Creation Time
• Refund Status
• Fund Type

The lower area provides these tabs:

• Expense Details
• Associated Transaction
• Attachment
• Operation Logs

Use this dialog when you need to confirm the charge line, related attachment, or operation history of one serial number.

2.3 Switch to Business Dimension and review grouped transactions

Use Business Dimension when you need to review all related transactions under one business order.

1. Click Business Dimension.
2. The page groups the result by business order.
3. Review grouped fields such as Total Charges, Total Refunds, Net Amount, Currency, Number of Transactions, and Last Billing Time.

4. Click the blue Business Order No. in the grouped row.
5. The system opens the Business Transaction Details dialog and shows the related detail lines under that business order.

Use this dimension when one business order contains multiple charge lines and you need a grouped amount before refund, billing, or reconciliation.

2.4 Import business transactions

Applicable scenario: You need to add multiple transactions in bulk from an Excel file.

1. Click Import.
2. The system opens the Transaction import dialog.
3. Click Download Template.
4. Fill in the template file.
5. Drag the file into the upload area, or click Click to Upload.
6. Click Confirm.

The current dialog states that only .xls and .xlsx files are allowed.

2.5 Generate an invoice for selected transactions

Applicable scenario: The selected transaction lines are ready to be billed into an invoice document.

1. In Detail Dimension, select the target rows.
2. Click Generate Invoice.
3. Enter a remark if needed.
4. Click Confirm.

After the invoice is created, continue to GWMS-Business Billing-Accounts Receivable if you need to review the generated invoice document.

2.6 Recalculate billing for a selected transaction

Applicable scenario: You need to trigger billing recalculation for one selected transaction line.

1. In Detail Dimension, select the target row.
2. Click Recalculate Billing.
3. Refresh the page later and review the updated amount or charging status in the list and in Expense Details.

The current page shows Recalculate Billing as a row-selection action, so select the target line before you submit the recalculation.

2.7 Refund one transaction

Applicable scenario: You need to refund part or all of one existing charge transaction.

1. Find the target transaction line in Detail Dimension.
2. Click refund in the Operation column.
3. In the Refund dialog, review Original Transaction Number, Original Transaction Amount, Refunded Amount, and Refundable Amount.
4. Enter Refund Amount.
5. Enter Refund Remarks.
6. Click Confirm.

Use the Refundable Amount shown in the dialog as the reference when you decide the refund amount for the current line.

2.8 Add additional charges to an existing transaction

Applicable scenario: You need to add a follow-up charge on top of an existing transaction context.

1. Find the target transaction line in Detail Dimension.
2. Click Additional Charges in the Operation column.
3. In the Additional Charges dialog, review the locked business context shown at the top.
4. Select or confirm Billing Type and Fee Type.
5. Enter Amount.
6. Enter Remark if needed.
7. Upload an attachment if supporting material is required.
8. Click Confirm.

The current dialog states that the business entity information is locked in additional-fee mode, so the system reuses the original transaction context.

2.9 Export the current transaction result

1. Use filters to narrow the current transaction scope.
2. Click Search.
3. Click Export.
4. The system exports the current result scope.

Use filters before exporting so the exported file only contains the transaction range you need.

3. Additional Notes

3.1 Difference between Detail Dimension and Business Dimension

• Detail Dimension: Review one exact transaction line, including serial number, amount, billing type, charging status, refund status, and row-level actions.
• Business Dimension: Group multiple transaction lines under one business order and review total charges, total refunds, net amount, and number of transactions.

If you are investigating one charge record, start with Detail Dimension. If you are reconciling a whole business order, switch to Business Dimension.

3.2 Generate Invoice and Accounts Receivable

Business journal is the transaction page. Accounts Receivable is the invoice page.

A practical order is:

1. Query and confirm the transaction lines in Business journal.
2. Select the target lines and click Generate Invoice.
3. Open GWMS-Business Billing-Accounts Receivable to review the created invoice document.

3.3 Refund and Additional Charges

refund reduces the effective amount of one existing transaction. Additional Charges adds a new follow-up fee under the original transaction context.

Use refund when a charged amount should be returned. Use Additional Charges when the original business context stays the same but another fee still needs to be added.

4. FAQ

Q1: Why can't I click Generate Invoice or Recalculate Billing?

A1: These actions are designed for selected rows. In Detail Dimension, select the target transaction line first, then click the action button again.

Q2: Where should I review the grouped amount of one business order?

A2: Switch to Business Dimension, then review the grouped row or click the blue Business Order No. to open Business Transaction Details.

Q3: What file format does Transaction import accept?

A3: The current import dialog states that only .xls and .xlsx files are allowed.

Q4: Where can I review the invoice after I click Generate Invoice?

A4: Continue to GWMS-Business Billing-Accounts Receivable and review the generated invoice document there.

Q5: What is the difference between refund and Additional Charges?

A5: refund is used to return part or all of an existing charged amount. Additional Charges is used to add another fee while keeping the original business context.