General Ledger Journal Transactions

General Ledger Journal Transactions

On the Journal Transactions form, you can do the following:

• View batches that contain journal transactions originating from different system subledgers (included in this article)

• Directly enter journal transactions to update GL account balances (included in this article)

• Create special batches for which recurring and auto-reversing journal transactions will be generated (included in a separate article)

Viewing Journal Transaction Batches

1. Go to Finance > General Ledger > Journal Transactions (GL301000).
2. Use the filter/search options at the top of the form to narrow results. Examples of columns to filter by:
   1. Batch Number
   2. Date Range
   3. Module (e.g., GL, AR, AP, etc.)
   4. Status (Balanced, Released, etc.)

3.  Review the list of batches in the grid.
4. Select a batch to view its details.
5. On the Details tab, review the journal transaction lines for that batch.

Entering a Journal Transaction

1. Go to Finance > General Ledger > Journal Transactions (GL301000).
2. Click + (Add New Record) to create a new transaction.

3. In the Summary section, enter:
   1. Date of the transaction
   2. Branch (if applicable)
   3. Reference Number (system may auto-generate)
   4. Description (optional, for overall transaction)
4. In the Details tab, for each line:
   1. Select the Account
   2. Add a Description (optional, for the line)
   3. Enter the Debit or Credit amount
   4. Assign a Subaccount, if required
   5. Add additional lines until the transaction is complete.
5. Confirm, in the Summary section, that Total Debits = Total Credits.
6. On the form toolbar, click Save.

7. On the form toolbar, click Release.
   1. This action posts it to the General Ledger and it will change the status from “Balanced” to “Posted”.