GL Journals

The GL Journals page is where you view, create, and manage journal batches and entries — the core of day-to-day accounting operations.

Navigation: Accounting → Operations → GL Journals

Key Concepts

Journal Batches

A journal batch is a container that groups one or more journal entries. Every journal entry belongs to a batch.

Field	Description
Batch Number	Auto-generated unique identifier
Business Unit	The BU where the batch was created
Status	OPEN, POSTED, REVERSED, or CANCELLED
Entry Count	Number of journal entries in the batch
Total Amount	Sum of all entries
Created By	The user who created the batch
Created Date	When the batch was created

Journal Entries

A journal entry is a balanced set of debit and credit lines within a batch.

Field	Description
Entry Number	Auto-generated unique identifier
Journal Date	The accounting date for this entry
Fiscal Period	The fiscal period this entry belongs to
Currency	Transaction currency
Exchange Rate	Conversion rate to base currency (if foreign currency)
Entry Type	REGULAR, RECURRING, REVERSAL, or ALLOCATION
Source Type	Where the entry originated (MANUAL, LOAN, DEPOSIT, etc.)
Posted	Whether the entry has been posted to the GL
Narration	Description of the entry

Journal Lines

Each journal entry contains lines — the individual debits and credits:

Field	Description
COA Account	The GL account
Sub-Ledger	Optional sub-ledger for granular tracking
Debit Amount	Amount debited (if debit line)
Credit Amount	Amount credited (if credit line)
Description	Line-level narration

Creating a Manual Journal Entry

Using Back-Office Posting

1. Navigate to Accounting → Operations → Back-Office Posting
2. Select a GL posting rule (MANUAL or BOTH mode rules)
3. The rule's detail lines appear as a template
4. Fill in the amounts and select COA accounts for any MANUAL lines
5. Add a narration describing the entry
6. Submit the journal

Direct Journal Entry

1. Navigate to Accounting → Operations → GL Journals
2. Click Create Journal Entry
3. Fill in the header:
   • Journal date, fiscal period, currency, narration
4. Add debit and credit lines:
   • Select COA account, enter amount, add description
5. Ensure debits equal credits (the system validates balance)
6. Submit

WARNING

Journal entries must balance — total debits must equal total credits. The system will reject unbalanced entries.

Journal Entry Types

Type	Description
REGULAR	Standard journal entries
RECURRING	Entries that repeat on a schedule (see recurring templates)
REVERSAL	Entries that reverse a previous entry
ALLOCATION	Cost allocation entries

Batch Lifecycle

OPEN → POSTED → (optionally) REVERSED
         ↓
      CANCELLED

Status	Description
OPEN	Batch is being prepared, entries can be added/modified
POSTED	All entries are finalised and posted to the GL
REVERSED	The batch has been reversed (creates a contra batch)
CANCELLED	The batch has been voided before posting

Automated Journal Entries

Most journal entries in PinkApple are created automatically by the system:

Source	Trigger
Loan Disbursement	When a loan is disbursed
Loan Repayment	When a repayment is received
Interest Accrual	Daily EOD processing
Fee Charges	When fees are applied
Deposit Transactions	Deposits and withdrawals
Share Transactions	Share purchases and redemptions
Asset Depreciation	Depreciation runs

Automated entries reference the GL posting rule that generated them and include a source_type and source_id linking back to the originating transaction.

Viewing and Filtering

The journal entries table supports:

• Date range filters — View entries for a specific period
• Business unit filter — Scope to a specific branch
• Source type filter — Show only loan entries, deposit entries, etc.
• Status filter — Show posted, pending, or reversed entries
• Search — Search by batch number, entry number, or narration

Next Steps

• GL Reconciliation — Reconcile GL account balances
• Financial Reports — Generate trial balance, P&L, balance sheet