The Unposted module serves as a holding place for journal entries created during the normal process of business events. It allows users to manage, review, and post these entries to the general ledger.
Understanding the Unposted Module
The Unposted module home page or "list view" displays all unposted journal entries within the system, allowing users to manage these entries efficiently.
Search & Filter Options
Accounting Period
Defaults to the current period, can be edited
Filter
Displays all Advanced Filter search settings
All
Displays all unposted journal entries across all accounting periods
Import / Export Records
Export
Select the export icon to download a CSV file of unposted journal entries
Additional Features
Green "+" Icon
Creates an empty debit journal entry
"↻" Icon
Refreshes all transactions displayed on the page
"⚙️" Icon
Provides options for managing journal entries and templates
Entry Details
Date
Default to creation date or source document date
Recorded Period
Current accounting period by default
"Problem" Icon
Manual alert flag for entries with issues
Source Document
Original record supporting the transaction
Account (Client/Vendor/Subcontractor)
Displays full name
Ledger Account
Links to active accounts in the chart of accounts
Class
Used to separate entries for multiple entities or locations
"⚙️" Icon Options
Add a Debit entry
Creates an empty journal entry
Add a Credit entry
Creates an empty credit journal entry
Delete entry
Removes the journal entry the "⚙️" icon was selected on
Duplicate entry
Creates a replica of the journal entry the "⚙️" icon was selected on
Duplicate by accounting period
Creates an exact replica of the journal entries for the next accounting period
Post entry
Records the selected journal entries into the general ledger
Save displayed entries as a template
Creates a commonly used pre-populated set of unposted journal entries
Batch Options
Post All
Posts all selected entries
Change Period
Changes the accounting period for all selected entries
Change Company
Changes the company assignment for all selected entries
Delete
Permanently delete the Journal Entry record
Advanced Filter
Accounting Period
Search for specific periods or ranges
Amount
Filter by the amount of at least one journal entry
Class
Search by previously created classes
Client/Vendor/Subcontractor
Narrow results by 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 available modules linked to journal entries
Notes
Search additional information in the notes area
Problem
Show entries flagged with the warning triangle
Source Document
Filter by original supporting records
Unbalanced
Include journal entries not equal in debit and credit amounts
Creating Manual Journal Entries
Manual entries are created/necessary when an entry is required that is not derived from a root level (operational) source document. Pre-paid expenses, where dollars for annual expenditures are spread across multiple months, is a scenario where a user would deploy the use of a manual journal entry.
How to Create a Manual Entry
Navigate to the Financial Module.
Select the Journal tab and choose the 'Unposted' module.
Select the green '+' and choose 'Add Entry'.
Fill in the required and optional fields in the entry header (see Entry Header Fields below).
Once the entry header is created, use the 'gear' icon in the right corner of the entry to add debit and credit lines to build your complete journal entry.
After creating a balanced entry (debits equal credits), post it by either:
Checking the checkbox on the left and choosing 'Post All', or
Using the 'gear' icon in the Journal Entry and choosing 'Post the Entry'
The entry will now be included in the Posted Journal and in financial statements.
Entry Header Fields
Date
This is the date on which the Journal Entry will be included in the General Ledger. This is a required field
Recorded
Also refers to the 'period' the entry is included for financial statements. This is a required field
Source Document
Represents the underlying ID referenced in either the operational side of TRUE or a unique ID for a manual entry. Example: an Invoice source document would be INV25-00001. This is not a required field, however, identifying criteria for entries is critical for sorting and filtering and highly encouraged for all entries to contain a source document
Client/Vendor
The linked Client or Vendor field. This is not a required field
Job/Contract
The linked Job/Contract field. This is not a required field
Class
The Linked Class that can be derived from the Division of the underlying source document
Individual Entry Management Options
Once an entry is created, the gear icon provides these options:
Add Debit or Credit line to the journal entry
Adds additional debit or credit lines to build a complete journal entry
Post the Entry
This will include the newly created entry in the Posted Journal and thus be included in the financial statements
Duplicate the created Journal Entry
Creates an exact copy of the current journal entry
Duplicate by Period
Which will duplicate the Journal Entry across multiple periods
Save as a Template
Allow for saving of a pre-created entry for future use
