How to Create, Edit, and Post Auto Journals

Description

Need to automate recurring journal entries such as monthly allocations, adjustments, or reversing entries? Auto Journals allow you to create, edit, and post automated journals for a selected period. This article covers the full workflow—from entering a new auto journal, to editing existing ones, to posting them using Auto Journal Update.

Steps

Please follow the steps below to create, edit, and post Auto Journals.

Part 1 — Enter a New Auto Journal

1. Open the Auto Journal Entry Screen

• Navigate to General Ledger > Auto Journals > Enter Auto Journals.

2. Select the Auto Journal Period

• Select the Period the auto journal applies to.
  • Example: 1.26 = Period 1 of the 2026 financial year.
• Confirm the period is correct before continuing.

3. Enter Auto Journal Header Details

• Select the Auto GL Division Code.
• Select the Auto GL Account Code (Compulsory)
• Select the Journal Type Code (e.g., Standard Journal, Reversing Journal).
• Review all header fields to ensure they match the intended journal setup.

4. Add Auto Journal Lines

• Click Add to create a new journal line.
• Select the GL Account and GL Division
• If you Select a Job: Select Operation Code and Resource Code
• Enter the Debit or Credit amount.
• Repeat for all required lines.

5. Balance the Journal

• Check the Running Total at the bottom of the screen.
• Ensure the total equals 0.00.
• Adjust lines if needed until the journal balances.

6. Save the Auto Journal

• Click Accept to store the auto journal.
• The journal will now appear in Auto Journal Edit.

Part 2 — Edit an Existing Auto Journal

7. Open Auto Journal Edit

• Navigate to General Ledger > Auto Journals > Auto Journal Edit.
• Select the Period you want to review.
• Click Next.

8. Select a Journal to Edit

• Review the list of active auto journals for the selected period.
• Select the journal line you want to modify.

9. Edit the Journal

• Click Edit.
• Update the required fields (amounts, accounts, or other details).
• Click Save to confirm the changes.

Part 3 — Post Auto Journals (Auto Journal Update)

10. Open Auto Journal Update

• Navigate to General Ledger > Auto Journals > Auto Journal Update.

11. Select the Posting Period

• Select the Auto Journal Period you want to post.
  • Example: 1.26 = Period 1 of the 2026 financial year.
• Click Next.

12. Post Auto Journals

• The system will trigger all active auto journals for the selected period.
• A message will confirm how many journal rows were posted.
• If no journals are active or they were already posted, no rows will be affected.

FAQ

• Why can’t I save the auto journal? The journal must balance — the Running Total must be 0.00.
• Why don’t I see any auto journals in Auto Journal Edit? There may be no active journals for that period, or they may have already been posted.
• Can I undo an auto journal after posting? No. You must create a reversing journal using GL Journals.

Related articles

• Feature Article: General Ledger Journals
• How to Create a GL Journal
• How to Create a Bank Journal
• Troubleshooting: Journal Balancing & Posting Issues