Creating General Ledger Journals

Entering, Reviewing and Re-Using GL Journals

Written By Grainne Reidy (Super Administrator)

Updated at November 25th, 2024

Introduction

With the General Ledger (GL) Journal facility, you can:

Create, view, edit, and copy GL Journals for selected GL Accounts.
Post Opening Balances
Post journal adjustments GL Accounts in a specified period
Reassign Expense and Revenue postings

Delete

Creating GL Journal entries

1. Go to General > GL Journal Manager. Under Create New Journal, select GL Journal.

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Info: Our New Look

If you are using our new look navigation, the Journal Manager can be found in the GL tab in the new sidebar. Hover over the plus icon to select GL Journal:

2. In General Ledger Journal Entry, enter:

Journal Reference: Enter a unique reference.
Description/Default Description to Each Line: Save time by entering a description to default to every line.
Auto Reverse at Start of Next Period: Specifies whether this journal should be automatically reversed at the start of the next period (first day) when the current journal is posted.
Date: Enter the date of the journal. It must be in an open period. If you enter a future date, you will receive a warning.
GL Account: Select the GL code from the dropdown.
BI Code: If you want to use a BI Code, select it from the dropdown. If the related General Ledger has Use BI Code ticked, you must enter a BI Code against the transaction.
Line Description: What is entered in line 1 will appear in the GL Journal Manager listing grid. For multi-line journals, the other line descriptions will then be visible when you open the transaction.
DR / CR Amount: Enter the debit or credit value.
Export to Excel: Click to export. This lets you import a copy of the GL Journal in the future.
Totals: The totals must balance before you can post a GL Journal.

3. Click Process.

Graphical user interface, text, application, email

Description automatically generated

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Info

You can enter as many lines as you need and export the detail to excel. This can be useful if you want to import a copy of the journal in the future.

See:

Using GL Import Journals‍

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Managing GL Journals

1. Go to General > GL Journal Manager.

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Info: Our New Look

If you are using our new look navigation, the Journal Manager can be found in the GL tab in the new sidebar. Hover over the plus icon to select GL Journal:

2. GL Journal Manager lists previously entered, and processed journals:

To search, use the filters at the top of each column.
To add notes, click on the paper clip icon in the Notes column.
To add journals to your favorites, click the star in the Favorites column.

3. Find your journal. To open, click its Reference.

4. In Transaction Details:

Click the pencil icon to edit. Note: To edit the description of the GL Journal, use the transaction browser. In the blue banner, go to General > Transaction Browser.
You have the option to Export.
You have the option to Reverse. Reversals have the same transaction date as the original. To edit or reverse a journal from a closed period, reopen the period first.

5. Click Process.