Purpose

The Posted module manages journal entries that have been transferred from the general journal to the ledger. Posting journal entries is the process of transferring recorded business events from the general journal to the ledger.

Understanding the Journal

The Posted mode displays Posted Journal entries once a search filter is defined.

Search & Filter

• Accounting Period: Located at the top left corner of the screen, automatically defaults to the current accounting period. Users can select or clear the accounting period by selecting the editing "pencil" icon.
• "Filter" Button: Selecting the filter button will display all Advanced Filter search settings.
• Blue Quick Filter Option - "All": All posted journal entries will be displayed across all accounting periods when this button is clicked.

Additional Features

• "↻" Icon: This will refresh all entries displayed on the page.
• "Export" Icon: This icon will create a downloadable .csv file of all entries displayed on the page.
• "⚙️" Icon: Users can create and manage templates of commonly repeated journal entries. Clicking the "⚙️" icon on a posted Journal entry will display the following actions:
  • Unpost entry: Removes the journal entry identification number and removes the journal entry from the display. The User will have to toggle to the Unposted mode, to correct or post the journal entry again.
  • Unpost and Delete: Removes the journal entry identification number and removes the journal entry from the display. The User will have to toggle to the Unposted mode, to correct or post the journal entry again.
  • Reverse journal entry: Creates a reversing journal entry that must be posted. This will not unpost the original entry.
  • Duplicate entry: Creates an identical unposted journal entry. Selecting this will jump the user to the Unposted mode.
  • Save displayed entries as a template: Creates a commonly used pre-populated set of unposted journal entries.

Details

• Date: If the journal entry is manually created, this date will default to the day the entry was created. If it was created from a source document (an invoice, bill, expense, payment, or credit memo), this date will be the day the document was created.
• Recorded Period: By default, the current accounting period will show unless changed.
• Source Document: An original record containing the details that support a transaction which has been entered into the General Journal, such as an Invoice or Bill. When clicked, the user is navigated to the source document linked to the journal entry.
• Account (Client/Vendor/Subcontractor): Displays full name of a client, vendor, or subcontractor. When clicked, user will be navigated to the client, vendor, or subcontractor directory record.
• Ledger Account: Shows selected accounts to debit and credit. When clicked, user is shown a search page where either the ledger number or name can be used to find the correct ledger account.
• Debit Amount: Displays the amount that will increase an asset or expense account and decrease liability, revenue or equity account.
• Credit Amount: Displays the amount that will increase liability, revenue or equity account and decrease an asset or expense accounts.
• Posting User/Timestamp: Shows the employee name, date, and time of who posted the journal entry.
• Entry ID: A system-generated identification number assigned to each posted journal entry.

Batch Options

Checking the box to the left of the Journal entry date will display the following purple batch option above the list:

• "Unpost All": Removes the journal entry identification number and removes the journal entry from the display for all check marked entries. The User will have to toggle to the Unposted mode, to correct or post the journal entry again.

Advanced Filter - Posted Journal

• Accounting Period: This filter can be used to search for accounting periods for an entire year, a specific accounting period, or a range of years.
• Amount: The amount of at least one journal entry.
• Class: To search by classes previously created. Classes are typically used to separate journal entries for two or more entities or multiple locations sharing the same TRUE solution.
• Client/Vendor/Subcontractor: This text field can narrow down the results by including a full or partial spelling of a client, vendor, or subcontractor name.
• Created By: This field is used to search for all posted journal entries created by a specific employee.
• Entry Date: The date the journal entry was created.
• Job/Contract: This filter allows you to select an Opportunity/Bid/Contract or Quotes/Job that are linked to a journal entry.
• Ledger Name: A simple search can be filtered by the ledger account full or partial name.
• Ledger Number: Number of the general ledger account.
• Module: This drop down shows all available modules in TRUE that can be linked to a journal entry.
• Notes: Searchable text field for any additional information added to the notes area of a journal entry.
• Post Date: The date the journal entry was posted.
• Source Document: An original record containing the details that support a transaction which has been entered into the General Journal, such as an Invoice or Bill.
• Unbalanced: If checked, this filter will include any journal entries that are not equal in amount on the debit and credit sides.

Filter Tips

• You can use <, =, > in the "Accounting Period" Year field or "Entry Date" field to see Posted entries for a range of time. Example: "<= 12/31/2019" will show all Posted entries created before 01/01/2020.
• Another way to enter a date range is to enter "..." between two dates. Example: To find Posted journal entries created between 01/16/20 and 04/05/2020, you would enter "01/16/20...04/05/2020" into the "Entry Date" field and click "Search".

Common Workflow Questions

1. How do I unpost a journal entry?
2. Can I duplicate a posted entry for future use?
3. How do I create a reversing journal entry?
4. How can I filter entries for a specific accounting period?
5. What's the process for creating and using journal entry templates?
6. How do I export posted journal entries?