FAQ - General Journals

The following is a list of Frequently Asked Questions including queries or issues when creating or posting journals.

How can I check the result of the journal before I post it

There are two options:

1. On the General Journal page, select Home - Post - Preview Posting. This will check for errors and list the entries that will be posted. See also Preview Posting Results.
2. If the GL account is ticked as a Reconciliation Account (this is a field on the GL Account card), on the General Journal page, select Home - Reconcile. This will list all of the GL accounts which are set as a reconciliation account, the value that will be posted to the account when the journal is posted (Net Change in Jnl.) and the balance in the account after the journal is posted (Balance after Posting).

Correcting posted journals

The only changes you are able to make to a posted journal are to amend the dimensions or the description. Note that changing the dimensions will only amend the dimensions on the general ledger entries, not the dimensions on any other ledger entries created e.g. customer, vendor, bank. To do this see Correct dimensions on posted G/L entries for more information.

Other options are:

1. Reverse the journal entries posted. See Reverse general ledger entries for more information.
2. If the journal batch you used to post the journal from has the 'Copy to Posted Jnl. Lines' column ticked, each time you post a journal, Posted General Journal records are created. You can search for Posted General journals to view these. From this page you can:

   • Highlight the relevant lines and select to Copy Selected Line to Journal. You select the journal batch you'd like the journal created on, whether to replace the posting date or document number, or reverse the sign.
   • Select Copy G/L Register to Journal. This will create journal lines for all G/L entries in the G/L register.

I have posted a journal with an incorrect Posting Date, can I amend this?

You cannot change the posting date on posted transactions. See 'Correcting posted general journals' above for details on what you can do.

I have posted a journal with an incorrect description, can I amend this?

On the GL entries page, you can Edit List and change the description on posted transactions.

I have posted a journal with an incorrect dimension, can I amend this?

Yes, see 'Correcting posted general journals' above for details on how you can correct dimensions on posted GL entries.

'Posting Date is not within your range of allowed posting dates' error

Check the posting date on the journal line to make sure this is correct. If it is you will need to speak to your finance super user to check your allowable posting dates.

If I have a journal batch with many lines, can I select which lines to post?

Yes, you can place filters to display the lines you would like to post. When you post a journal it will only post the lines on screen, not any lines which may be hidden by a filter. Be aware that the lines that remain on the journal must balance by Posting Date, Document Type and Amount. You might need to run the Renumber Document Numbers function prior to posting if the document numbers are not in sequence.

How can I check who posted a transaction and when?

From any record or posted entry, e.g. GL entry, posted sales invoice or even sales order, you can go to Page Inspection and search for the SystemCreatedAt and SystemCreatedBy fields. Some pages will have a User ID field that you can bring on.