04 How to Add GL Journal Entries

This section of the course will outline the process for adding GL journal entries. The process for adding recurring journal entries is covered in a later section of this course.

Click on General Ledger Entries

Click on the Add Journal Entry button

Helpful Hint: If you do not see either the General Ledger Entries desktop or the Add Journal Entry button, ensure that you have access by going to Configure → Security → Configure Roles → Select your role → Desktop Security tab → Expand GL Entries (ensure appropriate checkboxes are checked).

Add Journal Entry: Posting Accts Info

All activity that is not associated with a check (online payments, drafts, etc) can be handled through manual posting to the general ledger. This section of the course will focus on entering the account information for posting journal entries to the general ledger.

Enter the Transaction Date (required).
Select the Base Account (required).

Note: selection of the correct base account for the journal entry is important for correct balancing and reporting to the general ledger.

Select the Cost Center (optional-but recommended).
Select the Service (if applicable).
Enter the Amount.
Enter a Description.

Note: This should be a brief description of the nature of the activity. If needed, use both Description 1 and 2 fields. Description is searchable criteria when reviewing GL data.

Enter a Check Number (if applicable)
Click Save Entry

Repeat this process as many times as necessary in order to add multiple balanced entries to a single journal.

Add Journal Entry: Balanced Transaction

You must complete both sides of the transaction in both the debit and credit amounts. One entry must be a positive number to record the base account the expense is docked to and the other entry must be a negative to record the base account the money was pulled from.

Add Journal Entry: Post Entries

Once the journal entries have been added and the balance of entries is zero (indicated in green), it is time to post entries to the general ledger.

Click on Post Entries. Note: options include “From Selected” or “From All”.

Helpful Hint: You can use the filters on the left side of the window to find specific journal entries if necessary.

Click on “Yes” at the Posting Entries warning

Review the GL Post Report for accuracy.

Example GL Post Report

Add Recurring Journal Entry

This section of the course will outline the process for adding a recurring journal entry. Adding a recurring journal entry is useful if there are consistent multiple-postings that need to be made to the ledger over a specified duration.

1. Click on General Ledger Entries

2. Click on the Add Recurring Entry button

Add Recurring Entry: Posting Accts Info

This section of the course will focus on entering the account information for posting recurring journal entries to the general ledger.

Select the Base Account (required).

Note: selection of the correct base account for the journal entry is important for correct balancing and reporting to the general ledger.

Select the Cost Center (optional-but recommended).
Select the Service (if applicable).
Enter a Check Number (if applicable).
Enter the Amount.
Enter a Description.

Note: This should be a brief description of the nature of the activity. If needed, use both Description 1 and 2 fields. Description is searchable criteria when reviewing GL data.

Click Save Entry

Add Recurring Entry: Balanced Transaction

Add Recurring Entry: Schedule Information

Enter the Start Date and End Date for the recurrence schedule.

Helpful Hint: The date range entered here will control the overall duration for the journal

entries that are created by the system.

Select the Frequency.

Note: Options include the following: Weekly, Monthly by Day, Monthly by Date, Quarterly by Day, Quarterly by Date or Annually.

3. Based on the Frequency selected, you will need to select the Day(s) or Date(s) for the entries.

Click Save (save and post later) or Save and Post (save and post immediately).