Column headers in the General Ledger mode display essential information about each journal entry including the accounts affected, transaction amounts, and source documentation.

The Journal module provides quick filtering by accounting period and access to advanced filter settings for detailed journal entry searches.

The Journal module displays real-time summary totals and provides quick-access icons for refreshing data and exporting entries.

Advanced filters allow precise searching of journal entries by accounting period, customer/vendor, ledger accounts, and transaction dates.

Journal entries can be created manually in the Unposted mode or automatically generated from source documents like invoices, bills, and expenses. Requires permission: New Unposted Entries (ID #1116)

Once a journal entry is posted, it cannot be edited directly. You must unpost the entry, make changes, and repost it. Requires permissions: Unpost a Posted Entry (ID #1586) and Post Entries (ID #1055)

1. Navigate to Financial → Journal → Posted mode
2. Locate the journal entry you need to modify
3. Select the entry and click Unpost
4. Navigate to Unposted mode to find the entry
5. Open the entry and make necessary changes
6. Ensure debits and credits still balance
7. Save changes
8. Click Post Entries to repost the corrected entry

Unposted journal entries can be deleted before they are posted to the general ledger. Requires permission: Delete Unposted Entries (ID #1189)

1. Navigate to Financial → Journal → Unposted mode
2. Locate the entry you want to delete
3. Select the entry
4. Click the Delete option or trash icon
5. Confirm the deletion when prompted

Understanding when to debit or credit an account is fundamental to accurate accounting. The effect of debits and credits varies based on the account type.

Accounts Increased by Debits:

• Assets: Cash, Accounts Receivable, Inventory, Equipment, Vehicles
• Expenses: Materials, Labor, Rent, Utilities, Insurance

Accounts Increased by Credits:

• Liabilities: Accounts Payable, Loans Payable, Credit Cards
• Equity: Owner's Equity, Retained Earnings
• Revenue: Sales, Service Revenue, Interest Income

Common Transaction Examples:

Journal entry templates are predetermined, pre-populated entries that can be deployed for recurring transactions like payroll, prepaid expenses, or amortization schedules.

Creating a Template:

1. Navigate to Financial → Journal → Unposted mode
2. Create a complete journal entry with all debit/credit lines
3. Click the gear icon on the entry
4. Select Save as Template
5. Enter a descriptive template name
6. Save the template for future use

Using a Template:

1. In Unposted mode, click the + icon
2. Select Create from Template
3. Choose the desired template from the list
4. Adjust amounts, dates, or details as needed
5. Post the entry when ready

Common Template Use Cases:

• Payroll entries: Complex multi-line entries with consistent structure
• Prepaid expenses: Monthly allocation of annual costs (e.g., insurance, memberships)
• Amortization schedules: Recurring depreciation or loan amortization
• Recurring adjustments: Month-end accruals or deferrals

Classes provide a way to segment financial data for reporting purposes, allowing you to run income statements and other reports filtered by class.

Common Class Examples:

• Residential vs. Commercial - Separate revenue and expenses by project type
• Division-based - Track performance by business unit
• Location-based - Separate entries for multiple office locations
• Entity-based - Track multiple related companies in one system

How Classes Flow Through the System:

1. Classes are typically derived from the Division of the underlying source document
2. When an invoice or bill is created with a Division, the Class carries forward to the journal entry
3. Manual journal entries can have Classes assigned directly
4. Run Income Statement by Class to see Residential vs. Commercial performance

Some journal entries - particularly payroll entries - can contain hundreds of line items. TRUE provides a search feature to find specific items within a single journal entry.

1. Navigate to Financial → Journal → Posted mode
2. Locate and open the journal entry you want to search
3. Click the Search Items option (or use the filter within the entry)
4. Enter your search criteria (employee name, account number, amount, etc.)
5. The system filters the line items within the entry to show only matching results

The Journal module allows you to view entries from specific accounting periods to analyze financial activity by month, quarter, or year.

1. Navigate to Financial → Journal → G/L mode
2. Locate the Accounting Period filter (displays current period by default)
3. Click the pencil icon next to the accounting period
4. Select the desired period from the dropdown list
5. Journal entries for that period will display
6. Use Clear option to remove the period filter and view all entries

Using Advanced Filters for Period Ranges:

1. Click the Filter button
2. In the Accounting Period field, select from options like:
   • Specific period (e.g., "January 2025")
   • Entire year (e.g., "2025")
   • Range of periods (e.g., "Q1 2025")
3. Click Apply to filter results

Closing an accounting period prevents further modifications to journal entries for that period, ensuring the integrity of historical financial records. Requires permission: Mode Access to Close Periods (ID #1578)

1. Navigate to Financial → Journal → Close Periods mode
2. Review all journal entries for the period to be closed
3. Verify that all entries for the period are posted
4. Ensure no unposted entries remain that should be included
5. Select the accounting period to close
6. Click Close Period
7. Confirm the closure when prompted
8. Once closed, no new entries can be added to that period

Closed accounting periods can be reopened if corrections are needed, but this requires special permission and should be done carefully. Requires permission: Reopen a Closed Period (ID #1587)

1. Navigate to Financial → Journal → Close Periods mode
2. Locate the closed period that needs to be reopened
3. Select the period
4. Click Reopen Period
5. Confirm the action when prompted
6. Make necessary corrections or additions
7. Close the period again when finished

Journal entries can be exported to a CSV file for analysis in spreadsheet applications or import into other accounting systems.

1. Navigate to Financial → Journal → G/L mode
2. Use filters to display only the entries you want to export (period, account, date range)
3. Click the Export icon in the button bar
4. System generates a downloadable CSV file of all displayed entries
5. Save the file to your desired location
6. Open in Excel, Google Sheets, or other spreadsheet software

TRUE Accounting provides comprehensive financial reporting based on journal entry data. Reports are available in the Financial workflow's Reports mode.

1. Navigate to Financial → Reports mode
2. Select from available financial reports:
   • Trial Balance: Summary of all G/L account balances
   • Balance Sheet: Assets, liabilities, and equity at a point in time
   • Income Statement: Revenue and expenses for a period
   • Profit & Loss: Net income calculation
   • Cash Flow: Cash movements by category
3. Select the accounting period or date range
4. Choose additional filters (division, facility, etc.)
5. Click Generate Report
6. Export to PDF or Excel as needed

Each journal entry links back to its source document (invoice, bill, expense, or transaction) for audit trail and verification purposes.

1. Navigate to Financial → Journal → Posted or G/L mode
2. Locate the journal entry you want to investigate
3. Look at the Source Document column to identify the original record
4. Click on the source document link to navigate to the original record
5. Review the invoice, bill, expense, or transaction details
6. Return to Journal module to continue review

The General Ledger allows you to quickly identify all journal entries (sales, AR, AR retention, expenses, etc.) linked to a specific job or contract. This is valuable for project profitability analysis, audits, and identifying which records have crossed the line into your financial statements.

1. Navigate to Financial → Journal → G/L mode
2. Click the Advanced Filter button
3. Select the Job or Contract field
4. Choose your path: Quotes/Jobs or Opportunities/Bids/Contracts
5. Use the search field in the upper right to find the specific job or contract
6. Optionally add Post Date range or Ledger Number to narrow results
7. Click Apply to execute the search
8. Review all linked entries including sales, AR, AR retention, and expenses

General ledger accounts are created in the Accounts mode of the Journal module. Requires permission: Mode Access to Accounts (ID #1579)

1. Navigate to Financial → Journal → Accounts mode
2. Click the + icon to create a new account
3. Enter the Ledger Number (used to organize accounts in chart of accounts)
4. Enter the Ledger Name (e.g., "Office Supplies", "Equipment", "Sales Revenue")
5. Select the Account Type (Asset, Liability, Equity, Revenue, Expense)
6. Add optional description or notes
7. Save the new account
8. The account is now available for use in journal entries

Budgets can be assigned to general ledger accounts in the Budget mode to track planned vs. actual spending. Requires permission: Mode Access to Budget (ID #1620)

1. Navigate to Financial → Journal → Budget mode
2. Select the accounting period for the budget
3. Select the general ledger account
4. Enter the budget amount for that period
5. Save the budget entry
6. Repeat for each account and period as needed
7. Run budget variance reports to compare actual to budgeted amounts

Access to the Journal module is controlled by user permissions. If you cannot see or access this module:

1. Contact your system administrator
2. Request the Module Access (Journal) permission (ID #1573)
3. Once granted, you'll find the module in the Financial workflow

Different modes within the Journal module require specific security permissions. Users may have access to the module but not all features.

Some users may have restricted access that limits them to viewing only journal entries related to inventory transactions.

1. This restriction is controlled by permission ID #1575
2. Permission name: Restrict Search Results in Unposted Mode to Inventory Only
3. If enabled, you can only see entries linked to inventory movements
4. Contact your administrator to request full access to all journal entries
5. Explain your business need for broader journal entry visibility

Some users have restricted visibility that limits them to viewing only journal entries they personally created.

1. This restriction is controlled by permission ID #1574
2. Permission name: Restrict Search Results in Unposted Mode to User Creation Only
3. If enabled, you can only see entries you created in the Unposted mode
4. Contact your administrator to request broader journal entry access
5. Provide a business justification for viewing other users' entries