Add entries into user-defined books

Use the Journal Entries page to add, edit, and reverse transactions for a journal in a user-defined book. Transactions that you add can be posted right away, or saved as a draft.

User-defined books are most commonly used to track specialized adjustments to your actual books; however, you can use them for any purpose that you want.

View a list of transactions

1. Go to General Ledger > All > Journal entries > User-defined.

2. Find the applicable journal.

3. Select Transactions.

1. Go to General Ledger > All > Journal entries > User-defined.

2. Find the applicable journal.

3. Select View transactions.

Add a journal transaction

When you add a transaction to a journal, you can save it as a draft or post it right away. Transactions that are saved as a draft do not have to be complete. You or another user can review drafts later, make changes, and then post them.

When you post a journal transaction, the entire transaction must be balanced and all required information must be entered.

You can substantiate a transaction by associating it with a supporting attachment. You can also use the transaction allocation feature to distribute amounts across departments and locations automatically.

1. Go to General Ledger > All > Journal entries > User-defined.

2. Find the applicable journal and select Transactions.
3. Select Create to add a new transaction.

1. Go to General Ledger > All > Journal entries > User-defined.

2. Find the applicable journal and select View transactions.
3. Select Add to add a new transaction.

Enter header information for the transaction

The top portion of the Transaction tab is where you enter the transaction date, description, and other basic information.

1. In the Date field, accept the current date or enter a different one. This is the posting date for the entry.
2. Enter a Reverse date only if you want to reverse this transaction on a certain date.

   • The reversing transaction is identical, except it's the inverse and zeroes out the transaction. You can enter any date of today or later.

   • The option to enter a reversal date does not apply to draft journal entries. However, you can enter a Reverse Date at the time that you post the entry.
3. Enter a description of the transaction.
4. Optionally, enter a Comment to record in the transaction history.
   • A History tab is added to the transaction after it's been saved.
   • Each time you edit the transaction, you can add another comment, which will be added to the history with a date.
5. Optionally, enter your own Reference number by which you can reference this transaction.
6. Use the Attachment An attachment is a bundle of one or more supporting documents, such as spreadsheets, scanned images, or word processor documents. dropdown menu to store a supporting document.
   Attachments

   • To add a document, select the dropdown menu and then select Add.
   • You can then upload a scanned image, spreadsheet, or word processor document as an attachment. Learn more about who can add attachments.

   You can drag and drop your files to add an attachment. To attach a document to multiple journal entries, see Bulk processing.

Enter line items

To post a transaction, you must specify at least the account and a debit or credit value for each line item. Depending on your company, you might also be required to enter other information, such as the department or location.

In the Entries section, you can add values directly to each line item, or select Show defaults to define default values to autofill each line item. To set up a value as a default for each existing and new line item, select the dropdown beside the appropriate field and choose a value. You can override any default value on any line item.

1. Select the Account field and select an account from the dropdown list.

   If the account does not exist, select Add in the dropdown menu.

2. Enter the amount to debit or credit.

   • In either Debit or Credit, enter the amount of the transaction. A single line can have a value in only 1 of these fields.
   • As you enter debits and credits, Sage Intacct automatically enters net debit or credit amounts when you begin completing the next journal entry line. This helps you enter large numbers of journal entry lines efficiently. Also, Intacct keeps a running total in the Total boxes. This is a quick reference to ensure a balanced entry.
3. Optionally, specify how to allocate the line item.
   • If you previously selected a transaction allocation in Show defaults, the name of that allocation displays in the Allocation field.
   • To override the transaction allocation for this line item, select another allocation from the Allocation dropdown list.
4. To assign the item to a department or location, select the Department or Location down arrow. Then select the appropriate department or location.
   • If Validate journal entry balancing is enabled for the Department or Location dimension in Configure General Ledger, enter either the same location and department, or no location and department. This applies to both the debit and credit. For more information, see Configure General Ledger.
5. Select other dimensions as needed, such as a customer or item.
   • To save space, some dimensions might not appear as fields on the main page.
   • To display the complete list of available dimensions, select a field and then select Show details.
   You can edit the layout of transaction pages to suit the needs of your company. This allows you to customize which fields appear on the page, and their order.
6. Optionally, add a memo regarding the purpose of the entry in the Memo field.
   • You can use up to 1,000 characters in a memo.
   • When you add a new journal entry line, the memo description is copied from the previous line. However, you can overwrite this memo description.
7. To add another line item, select Add (circle) to the right of the line item.
8. When you finish entering or editing the transaction information, save the transaction as a draft or post it.
   • Select Draft or Draft & new to save your progress on the entry without posting. Later, you or another user can review the entry and post it.
   • Select Post or Post & new to post the journal entry.