Back-Office Posting

Back-office posting is the primary way accountants create manual journal entries in PinkApple. Instead of building journal entries line by line, you select a GL posting rule and the system generates the debit/credit structure for you.

Navigation: Accounting → Operations → Back-Office Posting

Overview

Back-office posting bridges the gap between GL posting rules (configured by administrators) and day-to-day journal entries (created by accountants). The workflow is:

1. Select a posting rule — Choose from approved MANUAL or BOTH mode rules
2. Review the template — See the pre-configured debit/credit lines
3. Fill in amounts and accounts — Complete the details the rule requires
4. Submit — The system creates a balanced journal batch

TIP

Back-office posting is for manual journal entries only. Automated entries (loan disbursements, interest accrual, fee charges, etc.) are created by the system using SYSTEM mode rules — you never need to post those manually.

Step-by-Step: Creating a Back-Office Posting

1. Select a GL Posting Rule

When you open the back-office posting page, you'll see a list of available GL posting rules filtered to show only MANUAL and BOTH mode rules that are approved and available for your business unit.

Column	Description
Rule Code	Unique identifier (e.g., MANUAL.JV, ADJ.ENTRY)
Rule Name	Descriptive name
Posting Mode	MANUAL or BOTH
Detail Lines	Number of debit/credit lines

Click a rule to select it.

2. Fill in the Posting Header

After selecting a rule, a form opens with header fields:

Field	Description	Required
Journal Date	The accounting date for this entry	Yes
Fiscal Period	Auto-selected based on journal date	Yes
Currency	Transaction currency	Yes
Exchange Rate	Conversion rate (appears for non-base currencies)	Conditional
Narration	Description of the journal entry	Yes
Reference	External reference number	No

WARNING

The fiscal period must be open. You cannot post to a closed or locked period. If the period is closed, contact your administrator.

3. Complete the Detail Lines

The form displays the rule's detail lines as a template. Each line shows:

Column	Description
Line	Line number
Type	DEBIT or CREDIT
Account	The GL account (pre-filled for STATIC lines, selectable for MANUAL lines)
Description	What this line represents
Amount	The monetary amount

How Lines Work Based on Amount Source

Amount Source	What You Do
FIXED	Enter the reference amount — the system calculates each line as a percentage
MANUAL	Enter the amount for each line individually
SUM_OF_OTHERS	Automatically calculated as the sum of other lines (for balancing)

Account Selection

• STATIC lines — The GL account is pre-filled. You cannot change it.
• TAG_RESOLVED lines — The system resolves the account automatically based on tags. You may see the resolved account displayed as read-only.
• MANUAL lines — You select the GL account from a lookup. Click the account field to search and pick from the chart of accounts.

4. Verify Balance

The form displays running totals:

Total Debits:   1,000,000.00 UGX
Total Credits:  1,000,000.00 UGX
Difference:             0.00 UGX  ✓ Balanced

WARNING

Journal entries must balance — total debits must equal total credits. The Submit button is disabled until the entry is balanced.

5. Submit

Click Submit to create the journal entry. The system will:

1. Validate all fields and amounts
2. Verify the entry balances
3. Create a journal batch with the entry
4. Route the entry through the approval workflow (if configured)
5. Show a success notification

Posting Approval

After submission, the journal entry follows the approval workflow:

Status	Description
Pending	Entry is awaiting approval
Approved	Entry has been approved and posted to the GL
Rejected	Entry was rejected — review the rejection reason and resubmit if needed

If your organisation has GL approval policies configured:

• Entries below the threshold may auto-approve
• Entries above the threshold require manual approval from authorised approvers
• Entries exceeding an approver's authority limit escalate to the next level

See GL Posting Approval for details on configuring approval policies.

Batch Posting

Back-office posting supports batch mode for creating multiple journal entries in a single session:

1. Select a posting rule
2. Fill in the first entry
3. Click Add to Batch to queue it
4. Fill in the next entry (the rule template resets, but some fields like currency may be preserved)
5. Repeat for all entries
6. Review all entries in the batch table
7. Click Submit to post all entries at once

Batch Table Features

• Edit — Click any row to load it back into the form for correction
• Delete — Remove an entry from the batch before submitting
• Row colours — Orange (editing), Green (edited), White (new/unchanged)

INFO

In batch mode, all entries are submitted together. If any entry fails validation, none are posted. Fix the errors and resubmit.

Multi-Currency Posting

When posting in a non-base currency:

1. Select the currency (e.g., USD for a company with UGX base)
2. Enter or verify the exchange rate
3. Amounts are entered in the transaction currency
4. The system records both the foreign currency amount and the base currency equivalent

Common Posting Scenarios

Adjusting Entry

Correct an error in a previous period:

Rule: ADJ.ENTRY
  DR: Office Supplies (5210-110)    — 250,000 UGX
  CR: Prepaid Expenses (1410-110)   — 250,000 UGX
Narration: "Reclassify prepaid to expense for Jan 2025 supplies"

Accrual Entry

Record an expense that hasn't been paid yet:

Rule: ACCRUAL.ENTRY
  DR: Rent Expense (5110-110)       — 3,000,000 UGX
  CR: Accrued Expenses (2210-110)   — 3,000,000 UGX
Narration: "Accrue Feb 2025 office rent"

Inter-Branch Transfer

Move funds between business units:

Rule: IBT.TRANSFER
  DR: Due from Branch B (1520-120)  — 10,000,000 UGX
  CR: Cash on Hand (1110-110)       — 10,000,000 UGX
Narration: "Cash transfer to Branch B per memo #2025-042"

Viewing Posted Entries

After posting, you can view your journal entries on the GL Journals page. Each entry records:

• The posting rule that was used
• The user who created it
• The approval history
• The source type (MANUAL for back-office postings)

Tips

1. Choose the right rule — Using the correct posting rule ensures consistent account mapping and reduces errors
2. Write clear narrations — Good narrations make audit and reconciliation much easier
3. Check the fiscal period — Ensure you're posting to the correct period before submitting
4. Use batch mode — For recurring entries (e.g., monthly accruals), batch mode saves time
5. Review before submitting — Double-check amounts and accounts — posted entries may require reversal to correct

Related Pages

• GL Posting Rules — Configure the rules used for back-office posting
• GL Rule Details — Understand the debit/credit line structure
• GL Posting Approval — Approval policies and authority limits
• GL Journals — View and manage all journal entries