Feature Article: General Ledger Journals

Overview

General Ledger (GL) Journals in Profitz allow you to manually adjust financial data, correct errors, post accruals, and manage automated journal processes. This feature includes three journal types:

• GL Journals (manual adjustments)
• Auto Journals (system‑generated recurring adjustments)
• Bank Journals (direct postings to bank accounts)

These tools ensure accurate financial reporting and provide flexibility for both routine and exceptional accounting entries.

Use GL Journals when you need to:

• Correct a mis posted transaction
• Record accruals or prepayments
• Move balances between GL accounts
• Enter manual adjustments outside subledgers

Use Auto Journals when you need to:

• Automate recurring adjustments
• Apply monthly allocations
• Reverse entries automatically in the next period

Use Bank Journals when you need to:

• Record bank fees
• Record interest charges or interest received
• Transfer funds between bank accounts
• Post transactions that do not originate from Debtors or Creditors

Key Concepts:

Batch Header: Every journal begins with a batch header that defines the period, date, and journal type.

Balancing Rule: All journals must balance: Total Debits = Total Credits the Running Total must be 0.00 before posting.

Posting: Once balanced, journals can be posted to the General Ledger. Posted journals update financial reports immediately.

GL Journals — Field Definitions

Journal Period: The financial period the journal will be posted into. Example: 01.22 = Period 1 of the 2022 financial year.

Batch Number: Automatically assigned. Used to resume incomplete journals via: Setup > System Utilities > Batch Resume ([e-mail])

Journal Type Code:

Defines the purpose of the journal. Examples:

• JNL – Standard Journal
• REV – Reversing Journal

Managed in: Setup > Code Setup > Journal Type ([e-mail])

Auto GL Division Code: Required for auto journals. Select from predefined GL divisions.

Auto GL Account Code: Required for auto journals. Select from predefined GL accounts.

GL Journal Entry Screen — Field Definitions

Running Total: Shows the difference between total debits and credits. Must be 0.00 before posting.

Debit Value / Credit Value: Enter amounts to adjust GL balances.

Add: Add a new journal line.

Edit: Modify an existing journal line.

Delete: Remove a selected journal line.

Import: Import journal lines from an external file.

History: View audit history for the journal.

Post: Posts the journal to the system. Only enabled when:

• A debit value exists

• Running Total = 0.00

Auto Journals — Field Definitions

Period: Select the period to view active auto journals.

Active Auto Journals List: Displays all auto journals for the selected period.

Edit: Modify the details of an auto journal.

Auto Journal Update: Triggers posting of all active auto journals for the selected period.

Bank Journals — Field Definitions

Period: Determines which month the transaction affects in GL reporting.

Date: Determines the date the transaction appears in the bank reconciliation. Can differ from the period.

Bank: Select the bank account the journal will post against.

Amount Rules

• Positive (Debit) = Money spent
• Negative (Credit) = Money received

Post: Posts all bank transactions in the batch.

Workflow Summary

1. Select journal type
2. Enter batch header details
3. Add journal lines
4. Ensure debits and credits balance
5. Post the journal

Related Articles

• How to Create a GL Journal
• How to Edit Auto Journals
• How to Run Auto Journal Update
• How to Create a Bank Journal

Next Steps

Continue to the next article: 

[Feature Article: Job Cost Journals]

[GL Division]

[GL Account]