Skip to content
  • There are no suggestions because the search field is empty.

Managing General Ledger Transactions

This job aid contains instructions related to managing general ledger transactions in MYOB Acumatica.

Creating a Batch

  1. Open the Journal Transactions (GL301000) form.
    To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New.
  2. On the form toolbar, click Add New Record.
  3. In the Summary area, perform the following steps:
    1. In the Module box, select GL.
    2. In the Transaction Date box, specify the transaction date for the batch.
    3. In the Post Period box, change the financial period to which the transactions should be posted.
    4. If needed, in the Description box, enter a brief description of the transaction.
    5. In the Branch box, check the branch to which the transactions belong.
    6. In the Ledger box, check the ledger that posts the transactions.
  4. For each journal entry to be added to the batch, click Add Row on the table toolbar, and enter the journal entry parameters as follows:
    1. In the Branch column, check the branch whose balance will be updated by the journal entry.
    2. In the Account column, select the entry that will update the account.
    3. If required, select the subaccount to use with the account in the Subaccount column.
    4. If needed, in the Ref. Number column, specify a value that meets your internal requirements.
    5. In the Debit Amount column, specify the debit amount of the journal entry (if any).
    6. In the Credit Amount column, specify the credit amount of the journal entry (if any).
    7. If needed, in the Transaction Description column, enter a description that will help you or other users identify the journal entry.
  5. If the Control Total box appears, enter the amount that equals the debit total or credit total.
  6. On the form toolbar, click Save.

 

Releasing a Batch

  1. Open the Journal Transactions (GL301000) form.
  2. Open the batch that you want to release.
  3. Check the value in the Control Total box and change it, if needed.
  4. Make sure that batch has a Balanced status and click Release.

 

Releasing Multiple Batches

  1. Open the Release Transactions (GL501000) form. This list includes batches with the Balanced status.
  2. Do one of the following:
    1. Select the unlabelled check box in the row of each batch you want to release and click Release.
    2. Click Release All to release all the listed batches.

 

Posting Batches

  1. Open the Post Transactions (GL502000) form.
  2. Do one of the following actions, each of which changes the status of the applicable batches to Posted:
    1. Select the unlabelled check boxes in the rows of the batches in the list that you want to post and click Post.
    2. Click Post All.

 

Finding a Batch Using the Journal Transactions Form

  1. Open the Journal Transactions (GL301000) form.
  2. Open the list of batches by clicking the lookup icon in the Batch Number box.
  3. To locate the batch, do one of the following:
    1. Click any column header to arrange the items in ascending or descending order based on the values in the column. You can navigate between pages to locate the specific batch.
    2. In the search box, type the description of the butch. The system filters the listed batches to display only those containing the text you entered in the selected column.
    3. Create a filter to find the batch by its details. To do this, click Filter Settings on the table toolbar of the lookup window, and specify a condition based on the batch details.
  4. When you find the batch, double-click anywhere in the row to open that batch and view its information.

Finding a Batch Using the GL Edit Reports

  1. Open the GL Edit Summary (GL611500) form.
  2. Select the ledger and financial period.
  3. Click Run Report.
  4. Review the list of batches for the period.
    If you do not see the required batch, click Report Parameters tab and change the selection criteria, then run the report again.
  5. To view the details of the required batch, click the batch number to navigate to the Journal Transactions (GL301000) form.

Similarly, you can find an unreleased transaction by using the GL Edit Detailed (GL610500) and GL Edit Account Distribution (GL611000) reports.

 

Finding a Released Batch Using the GL Register Reports

  1. Opening the GL Register GL620500 form
  2. Select the ledger and financial period.
  3. Click Run Report.
  4. Review the list of batches for the period.
    If you do not see the required batch, click Report Parameters tab, change the selection criteria, then run the report again.
  5. To view the details of the required batch, click the batch number to navigate to the Journal Transactions (GL301000) form.

Similarly, you can find a released transaction by using the GL Register Detailed (GL621000) report.

 

Reversing a Batch

  1. Open the Journal Transactions (GL301000) form.
  2. Open the batch you want to reverse.
  3. On the More menu (under Corrections), click Reverse.
    This creates and opens a new batch in which credit entries become debit entries and debit entries become credit entries. Notice that the new batch selects the Reversing Entry check box, indicating that this is a reversing batch.
  4. If the Control Total box appears, enter the control total.
  5. On the form toolbar, click Save.

 

Creating an Auto-Reversing Batch

  1. Open the Journal Transactions (GL301000) form.
    To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New.
  2. On the form toolbar, click Add New Record.
  3. In the Summary area, perform the following steps:
    1. In the Module box, make sure GL is selected.
    2. In the Transaction Date box, specify the transaction date for the batch.
    3. If needed, in the Post Period box, change the financial period for posting the transactions.
    4. If needed, in the Description box, enter a brief description of the transaction.
    5. In the Branch box, check the branch to which the transactions belong, and change it, if needed.
    6. In the Ledger box, check the ledger to which the transactions post, and change it if needed.
    7. Select the Auto Reversing check box.
  4. For each journal entry to be added to the batch, click Add Row on the table toolbar, and enter the journal entry settings as follows:
    1. In the Branch column, check the branch whose balance will be updated by the journal entry.
    2. In the Account column, select the account that the entry will update.
    3. If required, select the subaccount to use with the account in the Subaccount column.
    4. If needed, in the Ref. Number column, specify a value that meets your internal requirements.
    5. In the Debit Amount column, specify the debit amount of the journal entry (if any).
    6. In the Credit Amount column, specify the credit amount of the journal entry (if any).
    7. If needed, in the Transaction Description column, enter a description that will help you or other users identify the journal entry.
  5. If the Control Total box appears, enter the amount that equals the debit total or credit total.
  6. On the form toolbar, click Save.
  7. Click Release.

 

Reclassifying General Ledger Transactions

  1. Open the Reclassify Transactions (GL506000) form.
  2. On the form toolbar, click Load.
  3. In the Load Transactions dialog box, which opens, specify the needed selection criteria to help you find the required general ledger transactions, and click Load or Reload to upload them to the form.
  4. You can also open the particular transaction for reclassification in one of the following ways:
    1. Open the Account Details (GL404000) form. Select the unlabelled check box of each transaction you want to reclassify and click Reclassify (or Reclassify All) on the form toolbar.
    2. Open the Journal Transactions (GL301000) form. Select the required batch, and on the More menu (under Corrections), click Reclassify.
  5. Reclassify the transactions in one of the following ways:
    1. Enter new settings for multiple transactions at once by clicking Replace on the form toolbar and specifying new parameters in the Find and Replace dialog box, which opens.
    2. Specify the original parameters of the transactions that should reclassify in the Find section of the dialog box.
    3. In the Replace With section, specify the reclassification parameters. Click Replace.
    4. Enter new settings for one transaction or multiple transactions manually in each required row.
  6. Click Process on the form toolbar to initiate the reclassification process. Once the process is completed successfully, the Reclass. Batch Number column appears with the number of the corresponding reclassification batch.
  7. Open the Release Transactions (GL501000) form and release the batch.

 

Splitting General Ledger Transactions

  1. Open the Reclassify Transactions (GL506000) form.
  2. On the form toolbar, click Load.
  3. In the Load Transactions dialog box, which the system has opened, specify the needed selection criteria to help you find the required general ledger transactions, and click Load (to add new transactions meeting the specified criteria to the list of existing transactions, if any) or Reload (to remove any existing transactions listed on the form and load new transactions that match the specified criteria) to upload these transactions to the form.
  4. You can also open the particular transaction for reclassification in one of the following ways:
    1. Open the Account Details (GL404000) form. Select the unlabeled check box of each transaction you want to reclassify and click Reclassify (or Reclassify All) on the form toolbar.
    2. Open the Journal Transactions (GL301000) form. Select the required batch, and on the More menu (under Corrections), click Reclassify.
  5. Split an amount of each needed journal entry by doing the following:
    1. In the table, click the journal entry to be split.
    2. On the form toolbar, click Split.
    3. In the new line, in the To Account, To Subaccount, and To Branch column, specify the account, subaccount (if applicable), and branch (if applicable) to which you will transfer the amount.
    4. In the New Amount column, enter the amount that the system will transfer from the original journal entry to the new one.
    5. Click Process on the form toolbar to initiate the process of splitting the transaction.
    6. Once the process has completed successfully, the Reclass. Batch Number column appears with the number of the corresponding split batch.

 

Adding a Voucher Entry Code

  1. Open the Voucher Entry Codes (GL106000) form.
  2. On the form toolbar, click Add Row.
  3. In the Module column of the new row, select the subledger that will post the document or transaction.
  4. In the Module Tran. Type column, select the type of the document or transaction to be generated for the code.
  5. In the Unique Tran. Code column, type the unique identifier to be used for this voucher entry code.
  6. In the Description column, type a brief description of the voucher entry code.
  7. On the form toolbar, click Save.

 

Adding Documents to a Document Batch

  1. Open the Journal Vouchers (GL304000) form.
    To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New.
  2. On the table toolbar, click Add Row.
  3. Make sure that the date specified in the Transaction Date box is correct. If it is not, enter the correct date.
  4. In the Branch box, select the branch with which the documents are associated.
  5. If needed, in the Description box, type a description for the batch.
  6. Click Save.
  7. On the Transactions tab, click Add Row to add a new row to the table. Add documents to the batch.
  8. If the Control Total box appears in the Summary area, enter the amount, which is equal to the credit and debit total.
  9. On the form toolbar, click Save.

 

Adding a General Ledger Entry to a Batch

  1. Open the Journal Vouchers (GL304000) form.
  2. In the Batch Number box, select the batch to which you want to add a general ledger entry.
  3. On the Transactions tab, perform the following steps for each general ledger entry you want to add:
    1. On the table toolbar, click Add Row.
    2. In the Tran. Code column, select the transaction code for the journal transaction you want to add.
    3. In the Transaction Date column, check the date, and change it if necessary.
    4. In the Ext. Ref. Number column, enter the reference number shown on the external document.
    5. Enter the Total Amount of the batch.
    6. If needed, in the Transaction Description column, type a brief description of the general ledger transaction.
    7. If the batch includes only two journal entries, specify both the Credit Account and Debit Account (with corresponding subaccounts).
    8. If the batch has split entries, select the Split check box, and do the following for each split journal entry:
      1.      On the table toolbar, click Add Row.
      2.      In the Total Amount column, specify the entry amount.
      3.      Specify the appropriate credit or debit account and subaccount for the journal entry.
  4. On the form toolbar, click Save.

 

Adding a Cash Entry to a Batch

  1. Open the Journal Vouchers (GL304000) form.
  2. In the Batch Number box, select the batch to which you want to add a cash entry.
  3. On the Transactions tab, perform the following steps for each cash entry you want to add:
    1. On the table toolbar, click Add Row.
    2. In the Tran. Code column, select the transaction code of the cash transaction you want to add.
    3. Check the date in the Transaction Date column, and change it, if needed.
    4. In the Entry Type ID column, specify the entry type of the cash transaction.
    5. In the Ext. Ref. Number column, enter the reference number shown on the external document.
    6. Enter the Total Amount of the cash transaction.
    7. If needed, in the Transaction Description column, type a brief description of the cash transaction.
    8. If you want to enter the cash transaction without details (by its summary), specify both the Credit Account and Debit Account.
    9. Enter corresponding subaccounts, as needed.
    10. If you want to enter the document with details, select the Split check box, and do the following for each line item of the document:
      1. Click Add Row on the table toolbar. The new row has the same reference number as the transaction's header row.
      2. In the Total Amount column, specify the line amount.
      3. Specify the credit or debit account and a corresponding subaccount for the line, depending on the entry type (expense or disbursement).
  4. Make sure that the document is balanced and its total credits equal total debits.
  5. If the Control Total box appears in the Summary area, enter the amount, which is equal to the credit and debit total.
  6. On the form toolbar, click Save.

 

Adding an Accounts Payable or Accounts Receivable Document to a Batch

  1. Open the Journal Vouchers (GL304000) form.
  2. In the Batch Number box, select the batch to which you want to add a document.
  3. On the Transactions tab, perform the following steps for each document you want to add:
    1. On the table toolbar, click Add Row.
    2. In the Tran. Code column, select the transaction code for the accounts payable or accounts receivable document you want to add.
    3. Check the date in the Transaction Date column and change it if necessary.
    4. In the Customer/Supplier column, select the supplier or customer shown on the original document.
    5. In the Ext. Ref. Number column, enter the reference number of the document used by the supplier or customer.
    6. In the Total Amount column, enter the total amount of the document.
    7. If needed, provide the tax category and the tax zone in the Tax Category and Tax Zone column respectively.
    8. If needed, in the Transaction Description column, type a brief description of the document.
  4. If you want to enter the document with details, select the Split check box, and do the following for each line item:
    1. On the table toolbar, click Add Row. The new row has the same reference number as the bill header row.
    2. In the Total Amount column, specify the line amount.
    3. Specify the credit or debit account and a corresponding subaccount for the line, depending on the document type, if they are different from the default ones.
  5. Make sure that the document is balanced and its total credits equal total debits.
  6. If the Control Total box appears in the Summary area, enter the amount, which is equal to the credit and debit total.
  7. On the form toolbar, click Save.

 

Creating a Schedule for a Recurring Batch

  1. Open the Recurring Transactions (GL203500) form.
    To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New.
  2. On the table toolbar, click Add Row.
  3. In the Summary area, in the Description box, add a description of the schedule.
  4. In the Start Date box, select the start date for the schedule. The system selects the current date by default.
  5. Place limitations on the schedule execution in one of the following ways:
    1. In the Expiration Date box, enter the date when the schedule expires, or select the Never Expires check box.
    2. Enter the maximum number of times to execute the schedule in the Execution Limit box or select the No Limit check box.
  6. Specify how often the batches should be generated by doing one of the following:
    1. To generate the batches daily or every x days, do the following:
      1. In the Schedule Type section, select Daily.
      2. In the Every x Day(s) box of the Daily section, type the integer that represents the number of days between successive batches.
    2. To generate the batches weekly or every x weeks, do the following:
      1. In the Schedule Type section, select Weekly.
      2. In the Every x Week(s) box of the Weekly section, type the integer that represents the number of weeks between successive batches.
      3. Select the check boxes for the days of the week when the system should generate the batches.
    3. To generate the batches monthly or every x months, do the following:
      1. In the Schedule Type section, select Monthly.
      2. In the Every x Month(s) box of the Monthly section, enter the integer that represents the number of months between successive batches.
      3. Select the option button that indicates when the batches should be generated:
    4. The day of the month (On Day; select the day in the adjacent box), or the week of the month and the day of the week (On the nth Day of the Week; select the ordinal number that represents the week in the left box, and select the day of the week in the right box).
    5. To generate the bill every financial period or every x financial periods, do the following:
      1. In the Schedule Type section, select By Financial Period.
      2. In the Every x Period(s) box of the By Financial Period section, type the integer that represents the frequency of bill generation by financial period.
      3. Select the appropriate option button to indicate whether the system should generate the bill on the first day of the financial period (Start of Financial Period), the last day of the financial period (End of Financial Period), or a specific day of the period (Fixed Day of the Period; choose the day).
  7. On the form toolbar, clickSave.

Adding Batches to the Schedule

  1. On the Batch List tab, click Add Row.
  2. In the Batch Number column, select the number of the batch.
  3. On the form toolbar, click Save.