Back-Office Posting

Back-Office Posting lets accountants create controlled manual journals from approved posting rules. Instead of entering every debit and credit pattern from scratch, the user selects a rule, completes the required fields, reviews the lines, and submits the entry.

Use this page for adjustments, accruals, reclassifications, inter-branch entries, and other manual finance postings that are not created by an operational module.

Where To Open It

Open Accounting -> Operations -> Back-Office Posting.

The rules and actions visible to you depend on your role, business unit, and approval permissions.

Workspace Reference

Workspace	How Users Reach It	What Users Usually Do There
Back-Office Posting	Accounting -> Operations -> Back-Office Posting	Create controlled manual journals using approved posting rules.
GL Posting Rules	Accounting -> Setup -> GL Posting Rules	Maintain the rule structure that back-office posting uses.
GL Journals	Accounting -> Operations -> GL Journals	Review the resulting journal batch, approval state, posting state, and lines.
Fiscal Periods And Calendar Policy	Administration -> Financial Setup	Confirm whether the selected journal date is postable.

Why Use Back-Office Posting

Back-Office Posting improves control because:

• approved rules standardise common journal patterns
• accountants only complete the fields the rule requires
• debit and credit structure can be reviewed before submission
• posting-date and period controls are checked
• approval rules can route entries for review
• the resulting journal can be traced from the GL Journals page

Use direct journal entry only when your organisation allows it and a posting rule is not more appropriate.

Posting Workflow

1. Select an approved posting rule.
2. Complete the header details.
3. Complete or review the debit and credit lines.
4. Confirm the entry balances.
5. Add a clear narration and reference.
6. Submit the posting.
7. Follow approval or posting status until complete.

Selecting A Posting Rule

The rule list shows posting patterns available for manual use.

Typical columns include:

Column	Meaning
Rule name	Business name for the posting pattern.
Description	What the rule should be used for.
Posting mode	Whether the rule can be used manually, automatically, or both.
Detail lines	Number of debit and credit rows the rule will create.
Status	Whether the rule is approved and active.

Choose the rule that matches the business reason. Do not use a similar rule just because it balances.

Header Fields

The header describes the journal as a whole.

Field	Meaning
Journal date	Accounting date used for reports and period control.
Fiscal period	Period that owns the journal date.
Business unit	Branch, unit, or service context for the entry.
Currency	Transaction currency.
Exchange rate	Rate used when the entry is not in the reporting currency.
Narration	Clear explanation of the posting.
Reference	Optional external document, memo, approval, or transaction reference.

Good narrations include the business reason, party where relevant, period, and supporting reference.

Detail Lines

The rule displays debit and credit lines that the user must complete or review.

Line Type	What The User Does
Fixed account line	Review the preselected account and enter the required amount where applicable.
Tag-resolved line	Review the account resolved by setup, such as cash, bank, payable, receivable, tax, fee, or wallet mapping.
Manual account line	Select the correct account from the chart of accounts.
Calculated line	Review the amount calculated from other lines.

If a line requires a sub-ledger, select or confirm the detailed tracking reference before submitting.

Balancing

The form should show debit and credit totals. The posting cannot complete unless total debits equal total credits.

If the entry does not balance:

• check whether every required line has an amount
• confirm calculated lines are present
• confirm taxes, fees, or rounding lines are configured
• confirm the selected rule is appropriate for the transaction

Batch Entry

Where enabled, batch entry lets a user prepare several manual postings before submitting them together.

Typical flow:

1. Complete the first entry.
2. Click Add to Batch.
3. Complete the next entry.
4. Review the batch table.
5. Edit or remove any incorrect rows.
6. Submit the batch.

If one row fails validation, correct the row before resubmitting.

Multi-Currency Posting

For foreign-currency entries:

• select the transaction currency
• confirm the exchange rate
• enter amounts in the transaction currency
• review the reporting-currency equivalent where shown
• confirm the correct currency-specific accounts are selected

Missing or stale exchange rates can block posting or create reporting differences.

Approval And Posting Status

After submission, the entry may:

• post immediately
• wait for approval
• be rejected
• fail validation because setup is incomplete
• be scheduled if the posting date is future-dated and policy allows it

Users should follow the status in Back-Office Posting or GL Journals until the entry is final.

Common Manual Posting Examples

Scenario	Typical Use
Accrual	Record an expense or income item before cash movement.
Reclassification	Move an amount from one account to another.
Correction	Adjust a prior entry using an approved correction path.
Inter-branch movement	Record a controlled internal movement between business units.
Opening adjustment	Correct approved opening or migration balances.

Use organisation-approved rules and narrations for each scenario.

Common Mistakes

Mistake	Better Practice
Selecting a rule only because it balances.	Use the rule that matches the business reason.
Leaving narration vague.	Include reason, party, period, and support reference.
Posting into a closed period without approval.	Use the governed reopen or adjustment-period process.
Ignoring sub-ledger requirements.	Select the detailed tracking record required by the account.
Retrying a failed posting without fixing setup.	Correct the missing account, tag, or rule detail first.

Related Pages

• GL Journals
• GL Posting Rules
• GL Rule Details
• GL Posting Approval
• Posting Dates And Periods