Creating General Ledger Journals

Entering, Reviewing and Re-Using GL Journals

Written By Grainne Reidy (Super Administrator)

Updated at January 21st, 2025

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

See:

Managing General Ledger Accounts 

Managing General Ledger Group Data 

 
 

Creating GL Journal entries

  1. Go to GL > Journal Manager and select GL Journal.
  2.  In General Ledger Journal Entry, enter the details:
    • Journal Reference: Enter a unique reference.
    • Description/Default Description to Each LineSave 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.
  3. Enter the line details:
    • 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 Amount / 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. This can be useful if you want to import a copy of the journal in the future.
    • Totals: The totals must balance before you can post a GL Journal.
  4. Click Process.

See:

Using GL Import Journals‍ 

 
 

Managing GL Journals

 Go to GL Journal Manager.

The GL Journal listing grid

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.

Amending GL Journals

  1. Find your journal. To open, click its Reference.
  2. In Transaction Details:
    • Click the pencil icon to Edit. Note, to edit the description of the GL Journal, use the transaction browser. See Using the Transaction Browser for more details. To edit a journal from a closed period, reopen the period first.
    • Click Reverse to perform a reversal. Reversals have the same transaction date as the original. To reverse a journal from a closed period, reopen the period first.
    • Click Export to create an Excel file.
  3.  Click Process.

Copying GL Journals

Info

You cannot duplicate some GL Journal types, such as Opening Balance, and Year Ends.

 
  1. Go to GeneralGL Journal Manager.
  2. Go to Actions and select Copy. The copy acts as a new GL Journal that you can update and process.

See:

Amend, Cancel or Delete Transactions‍ 

Reusing General Ledger Journals for Wages and Salaries