Field reference
Journal Entry
How to use Journal Entry in General Ledger & Closing: access, working steps, fields, related records and troubleshooting.
Purpose and access
Establish the chart of accounts and fiscal structure, review journals and ledgers, and complete period-end checks. Reconcile subledgers to the general ledger before closing; preserve the audit trail for corrections.
This page is a internal/admin record in Finance & Accounting → General Ledger & Closing. Use the link above to open the configured destination; permissions are checked by the destination service.
ERP links open in a new tab. Sign in with your own account; record visibility, actions and approval authority follow your assigned permissions. Screens can differ by company and configuration.
Before you start
Prepare the required information: Company, Entry Type, Series, Posting Date, Accounting Entries.
Confirm the company, party, dates, units and source references that apply. Select existing links carefully and check for an existing record before creating a duplicate.
Working steps
- Open Journal Entry from Finance & Accounting → General Ledger & Closing, or use ERP Search.
- Filter the list and open the relevant record. To add a record, use Add/New when your role provides that action.
- Complete the editable fields described below. Required fields and validation conditions must be satisfied; read-only values are set by the system or their source records.
- Add the required child rows. Review each row’s identifiers, linked records and values, using the child-table field reference below.
- Save the record and address validation messages. Reload and verify the saved values and relationships.
- When the draft is complete and you are authorized, submit it through the available approval process. Submission can create operational or accounting effects. Use the permitted cancellation/amendment process for later corrections.
Field reference
These fields come from the installed ERP definition. Hidden fields and password inputs are omitted. Additional conditions, custom scripts and workflow rules can make a field required or read-only in a particular context.
| Field | Type / behavior | How to use it |
|---|---|---|
Companycompany | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Company |
Entry Typevoucher_type | Select Required | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Seriesnaming_series | Select Required | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Posting Dateposting_date | Date Required | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Multi Currencymulti_currency | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Consider for Tax Withholdingapply_tds | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Tax Withholding Categorytax_withholding_category | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Tax Withholding Category |
Is System Generatedis_system_generated | Check Optional · Read-only | Enable or disable the named option only when it matches the intended record behavior. |
Amended Fromamended_from | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Journal Entry |
For All Stock Asset Accountsfor_all_stock_asset_accounts | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Stock Asset Accountstock_asset_account | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Account |
Periodic Entry Difference Accountperiodic_entry_difference_account | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Account |
Accounting Entriesaccounts | Table Required | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: Journal Entry Account |
Total Debittotal_debit | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Total Credittotal_credit | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Difference (Dr - Cr)difference | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Reference Numbercheque_no | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Reference Datecheque_date | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Clearance Dateclearance_date | Date Optional · Read-only | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Auto Repeatauto_repeat | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Auto Repeat |
Tax Withholding Grouptax_withholding_group | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Tax Withholding Group |
Ignore Tax Withholding Thresholdignore_tax_withholding_threshold | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Edit Tax Withholding Entriesoverride_tax_withholding_entries | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Tax Withholding Entriestax_withholding_entries | Table Optional | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: Tax Withholding Entry |
Bill Nobill_no | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Bill Datebill_date | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Due Datedue_date | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Inter Company Journal Entry Referenceinter_company_journal_entry_reference | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Journal Entry |
Process Deferred Accountingprocess_deferred_accounting | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Process Deferred Accounting |
Reversal Ofreversal_of | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Journal Entry |
Payment Orderpayment_order | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Payment Order |
Stock Entrystock_entry | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Stock Entry |
Pay To / Recd Frompay_to_recd_from | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Letter Headletter_head | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Letter Head |
Print Headingselect_print_heading | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Print Heading |
Write Off Based Onwrite_off_based_on | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Write Off Amountwrite_off_amount | Currency Optional | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Is Openingis_opening | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
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Finance Bookfinance_book | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Finance Book |
From Templatefrom_template | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Journal Entry Template |
Custom Remarkcustom_remark | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Remarkremark | Small Text Optional | Provide concise contextual information relevant to the record. Avoid unrelated personal or confidential data. |
Mode of Paymentmode_of_payment | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Mode of Payment |
Child tables
Accounting Entries — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Accountaccount | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Account |
Bank Accountbank_account | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Bank Account |
Party Typeparty_type | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: DocType |
Partyparty | Dynamic Link Optional | Select the record identified by the associated document-type field. Verify both the type and the linked record. |
Cost Centercost_center | Link Optional | If Income or Expense Linked record: Cost Center |
Projectproject | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Project |
Account Currencyaccount_currency | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Currency |
Exchange Rateexchange_rate | Float Optional | Enter a numeric value using the required unit and precision. |
Debitdebit_in_account_currency | Currency Optional | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Debit in Company Currencydebit | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Creditcredit_in_account_currency | Currency Optional | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Credit in Company Currencycredit | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Reference Typereference_type | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Reference Namereference_name | Dynamic Link Optional | Select the record identified by the associated document-type field. Verify both the type and the linked record. |
Reference Due Datereference_due_date | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Advance Voucher Typeadvance_voucher_type | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: DocType |
Advance Voucher Noadvance_voucher_no | Dynamic Link Optional · Read-only | Select the record identified by the associated document-type field. Verify both the type and the linked record. |
Is Tax Withholding Accountis_tax_withholding_account | Check Optional · Read-only | Enable or disable the named option only when it matches the intended record behavior. |
Is Advanceis_advance | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
User Remarkuser_remark | Small Text Optional | Provide concise contextual information relevant to the record. Avoid unrelated personal or confidential data. |
Tax Withholding Entries — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Companycompany | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Company |
Party Typeparty_type | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: DocType |
Partyparty | Dynamic Link Optional · Read-only | Select the record identified by the associated document-type field. Verify both the type and the linked record. |
Tax IDtax_id | Data Optional · Read-only | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Tax Withholding Categorytax_withholding_category | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Tax Withholding Category |
Tax Withholding Grouptax_withholding_group | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Tax Withholding Group |
Base Taxable Amounttaxable_amount | Currency Optional | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Tax Ratetax_rate | Percent Optional | Enter the percentage expected by the calculation and verify the resulting amount. |
Base Tax Withheldwithholding_amount | Currency Optional · Read-only | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
Taxable Document Typetaxable_doctype | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: DocType |
Taxable Document Nametaxable_name | Dynamic Link Optional | Select the record identified by the associated document-type field. Verify both the type and the linked record. |
Taxable Datetaxable_date | Date Optional · Read-only | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Currencycurrency | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Currency |
Exchange Rateconversion_rate | Float Optional · Read-only | Enter a numeric value using the required unit and precision. |
Under Withheld Reasonunder_withheld_reason | Select Optional · Read-only | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Lower Deduction Certificatelower_deduction_certificate | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Lower Deduction Certificate |
Withholding Document Typewithholding_doctype | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: DocType |
Withholding Document Namewithholding_name | Dynamic Link Optional | Select the record identified by the associated document-type field. Verify both the type and the linked record. |
Withholding Datewithholding_date | Date Optional · Read-only | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Statusstatus | Select Optional · Read-only | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Troubleshooting
- Not permitted: verify the account, role and source-document permission. Do not share an administrator login.
- Missing record or address: inspect the relevant Link or Dynamic Link fields; a matching title alone does not establish a relationship.
- Cannot save or change status: review required fields, read-only values, document status and the configured approval transition.
- Unexpected report or portal result: review company/date filters, source-document submission and the approved party or Employee link.