Purpose
The Posted module manages journal entries that have been transferred from the unposted journal to the general ledger. Once posted, these entries become part of the permanent financial record and are included in the trial balance, balance sheet, income statement, and all financial reports.
Permanent Record: Posted journal entries represent the company's official accounting record. While entries can be unposted for corrections, the preferred method for adjustments is creating reversing entries to maintain a complete audit trail of all transactions.
List View
View and manage all posted journal entries in the general ledger
| Field | Definition |
|---|---|
| Accounting Period | Located at top left, defaults to current period. Use the pencil icon to select or clear periods. |
| Filter | Opens the Advanced Filter panel with detailed search options. |
| All | Quick filter button that displays all posted journal entries across all accounting periods. |
| Field | Definition |
|---|---|
| Date | For manual entries, defaults to creation date. For source document entries (invoices, bills), shows the document date. |
| Recorded Period | The accounting period the entry is recorded in for financial statements. |
| Source Document | The original record supporting the transaction (Invoice, Bill, etc.). Click to navigate directly to the source document. |
| Account (Client/Vendor/Subcontractor) | Full name of the linked party. Click to navigate to their directory record. |
| Ledger Account | The debit and credit accounts assigned. Click to search by ledger number or name. |
| Debit Amount | Amount that increases asset/expense accounts or decreases liability/revenue/equity accounts. |
| Credit Amount | Amount that increases liability/revenue/equity accounts or decreases asset/expense accounts. |
| Posting User/Timestamp | Shows employee name, date, and time of who posted the journal entry. |
| Entry ID | System-generated unique identification number assigned to each posted journal entry. |
| Action | Definition |
|---|---|
| "↻" Icon | Refreshes all entries displayed on the page. |
| Export Icon | Downloads a CSV file of all displayed posted journal entries. |
| Unpost Entry | Removes the entry from posted status and returns it to the Unposted module for correction. Entry ID is removed. |
| Unpost and Delete | Removes the entry from posted status and deletes it from the system entirely. |
| Reverse Journal Entry | Creates a new reversing entry with opposite debits and credits. The original entry remains posted. The reversing entry must be posted separately. |
| Duplicate Entry | Creates an identical copy as an unposted entry. Useful for creating similar recurring entries. |
| Save as Template | Saves the entry configuration as a reusable template for future journal entries. |
Select multiple entries using the checkboxes to enable batch operations:
| Option | Definition |
|---|---|
| Unpost All | Removes all selected entries from posted status and returns them to the Unposted module for correction. |
| Filter | Definition |
|---|---|
| Accounting Period | Search for an entire year, specific period, or range of years. |
| Amount | Filter by the amount of at least one journal entry line. |
| Class | Search by previously created classes (e.g., Residential, Commercial). |
| Client/Vendor/Subcontractor | Narrow results by full or partial name. |
| Created By | Search for entries created by a specific employee. |
| Entry Date | Filter by the date the journal entry was created. |
| Job/Contract | Select entries linked to specific opportunities, bids, contracts, quotes, or jobs. |
| Ledger Name | Filter by full or partial ledger account name. |
| Ledger Number | Search by general ledger account number. |
| Module | Filter by source module linked to journal entries. |
| Notes | Search additional information in the notes area. |
| Post Date | Filter by the date the journal entry was posted (different from entry date). |
| Source Document | Filter by original supporting record ID. |
| Unbalanced | Include entries where debit and credit amounts don't match. |
Filter Tips:
- Use
<, =, >in the Year or Entry Date fields for ranges (e.g.,<= 12/31/2019) - Use
...between dates for date ranges (e.g.,01/16/20...04/05/2020)
FAQ
Managing Posted Entries
Unposting returns an entry to the Unposted module where it can be corrected or deleted.
- Locate the entry you need to unpost
- Click the gear icon on the entry
- Select Unpost Entry
- Navigate to Journal > Unposted to find the entry
- Make corrections and re-post when ready
Note: Unposting removes the entry from the general ledger. For better audit trail, consider using a reversing entry instead.
Reversing entries are the preferred method for correcting posted entries because they maintain a complete audit trail.
- Locate the entry you need to reverse
- Click the gear icon on the entry
- Select Reverse Journal Entry
- A new entry is created with opposite debits/credits in the Unposted module
- Navigate to Unposted and review the reversing entry
- Post the reversing entry to complete the correction
Result: Both the original and reversing entries remain in the posted journal, creating a complete audit trail of the correction.
Yes, you can duplicate any posted entry to create a new unposted entry with the same details.
- Click the gear icon on the posted entry
- Select Duplicate Entry
- You'll be redirected to the Unposted module with the new entry
- Modify dates, amounts, or other details as needed
- Post when ready
Searching & Exporting
There are multiple ways to filter by accounting period:
Quick Method:
- Use the Accounting Period selector at the top left
- Click the pencil icon to select a specific period
Advanced Filter Method:
- Click Filter to open Advanced Filter
- Use the Accounting Period field for year, specific period, or range
- Click Search to apply
Export your posted entries for external analysis, reconciliation, or backup purposes.
- Apply filters to display the entries you want to export
- Click the Export icon in the toolbar
- A CSV file will be generated and downloaded
- Open in Excel or other spreadsheet software