GL Posting Rules

GL posting rules define how financial operations (loan disbursements, deposit interest, fees, manual entries) are translated into balanced debit/credit journal entries in the general ledger.

Navigation: Administration → Accounting → GL Posting Rules

Workspace Reference

Workspace	How Users Reach It	What Users Usually Do There
GL Posting Rules	Accounting -> Setup -> GL Posting Rules	Create rule headers, review posting mode, bind tags, and prepare accounting-event templates.
GL Rule Details	Accounting -> Setup -> GL Posting Rules, then open rule details	Define the debit and credit lines, fixed accounts, dynamic resolution, and amount behavior for a rule.
GL Posting Approval	Accounting -> Setup -> GL Posting Approval	Review or approve posting setup before live use.
Back-Office Posting	Accounting -> Operations -> Back-Office Posting	Use approved manual or both-mode rules to create controlled finance journals.
Service Workspaces	Loans, Deposits, Billing, POS, Wallets, Shares, Assets, Production, Agriculture, Events, and Inventory	Trigger system-mode rules through operational activity.

What Is a GL Posting Rule?

A GL posting rule is a template that tells the system: "When this operation happens, create these debit and credit lines against these GL accounts."

Each rule consists of:

1. A rule header — The rule's identity, mode, and metadata
2. One or more rule details — The individual debit/credit lines (see GL Rule Details)

Rule Header Table

The GL Posting Rules page shows all rule headers:

Column	Description
Rule Reference	Business-facing reference used to distinguish the rule
Rule Name	Descriptive name
Posting Mode	SYSTEM, MANUAL, or BOTH
Tags	System tags that bind the rule to operations
Detail Count	Number of debit/credit lines
Approval Status	Draft, pending, or approved

Creating a GL Posting Rule Header

1. Click Create GL Posting Rule
2. Fill in the form:

Field	Description	Required
Rule Reference	A unique business reference for the accounting event	Yes
Rule Name	A descriptive name	Yes
Posting Mode	How this rule is used (see below)	Yes
Description	What this rule does	No
Tags	System tags for automated resolution	No

3. Submit the form
4. After creation, add rule details (debit/credit lines)

Posting Modes

Mode	Description	Used By
SYSTEM	Exclusively for automated operations (EOD, disbursement, etc.)	Loan operations, interest accrual, fee charges
MANUAL	Exclusively for manual journal entries by accountants	Back-office posting, adjusting entries
BOTH	Can be triggered automatically or used manually	Flexible rules shared between system and manual posting

TIP

For automated operations like loan disbursement or interest accrual, always use SYSTEM mode. For journal entries created by accountants through the back-office posting screen, use MANUAL or BOTH.

Accounting Tags

Accounting tags are named setup points that let automated operations find the right accounting treatment. For example, a loan disbursement, loan repayment, deposit interest run, share purchase, or dividend distribution can each be linked to a tag.

When an automated financial operation runs, Pinkapple uses the approved tag setup to determine:

1. which posting rule applies
2. which debit and credit lines are required
3. which GL accounts or account roles should be used
4. whether a sub-ledger or supporting account is required
5. whether the resulting journal is balanced and postable

Common tag categories include loan disbursement, loan repayment, loan interest accrual, loan fee charge, loan penalty, loan write-off, loan recovery, deposit interest accrual, deposit interest capitalization, share purchase, and share dividend.

Share Header Examples

Share posting rules are usually seeded with SYSTEM mode and then bound to share products by transaction type.

Rule Purpose	Used For
Share Issue	Initial issue or purchase of shares.
Share Transfer	Member-to-member share transfers.
Share Contribution	Ongoing scheduled or ad hoc contributions.
Dividend Credit	Cash or savings-based dividend settlement.
Dividend Reinvestment	Dividend settlement through additional shares.
Patronage Refund	Cooperative or patronage-based refunds.

Share rules can be enabled for the operational channels that the organisation uses, such as back-office entry, teller posting, automated system posting, or controlled integration posting.

Rule Scoping

GL posting rules are scoped by business unit type. This means:

• A rule created for BU Type "Branch" is available to all branches
• Different business unit types can have different rules for the same operation
• Rules must be approved before they can be used

When no business unit type is specified, the rule acts as a global fallback. If you later create a BU-type-specific version of the same rule, that narrower rule should be preferred for that operating model.

Tag Binding Expectations

Creating a rule header alone does not make the rule discoverable. Automated posting requires an active binding between:

1. The accounting tag
2. The rule header
3. The relevant product, service, or transaction context

In practice:

• Share rules are usually found through tags such as share transfer or dividend credit
• The share product then maps its transaction type to the correct approved rule
• If the tag binding or product mapping is missing, the operation cannot resolve its GL rule

Assets and Header Concepts

Assets use the same accounting principles, but the setup is usually managed under Administration → Assets → GL Integration rather than this page. Asset posting rules are event-driven, typically around:

• Acquisition
• Depreciation
• Disposal

The same governance still applies: define the event rule, scope it correctly, approve it, and make sure the required account mappings are active before operational posting begins.

Loan Product Note

Loan products normally contribute accounting account mappings rather than owning every posting rule directly.

For loans:

• the approved posting rule identifies the accounting event
• the product contributes mapped accounts such as principal control, interest receivable, interest income, provisioning, write-off, and recovery income
• the transaction context contributes settlement details such as cash, bank, wallet, or deposit-account source

This means a loan product should be configured with the correct COA mappings rather than a per-product list of repayment/disbursement rule headers.

Finance teams should confirm both sides of the setup: the rule for the event and the product/account mappings used by that event.

Approval Workflow

1. Draft — Rule is created but not yet active
2. Pending Approval — Submitted for review
3. Approved — Ready for use
4. Rejected — Sent back for correction

WARNING

Only approved rules can be used in transactions. If an automated operation cannot find an approved rule with the required tag, the operation will fail with an error.

Next Steps

• GL Rule Details — Add debit/credit lines to your rules
• GL Posting Approval — Configure approval policies