Enhanced interface

Process multiple journal entries

Journal entries are core transactions in a financial system. Working with these entries one-by-one makes sense in many circumstances, but you can also post, duplicate, or reverse a group of entries. You can process multiple journal entries within the same journal, or across journals, or even across books.

Other than the Delete button, the bulk action features are not available on the enhanced version of this Journal entries list page. Turn off the enhanced list to use these features.

Bulk updates can be used to process multiple transactions, including:

Post
Duplicate (same or different book)
Reverse
Delete
Attach

Bulk actions are for your convenience. Sage Intacct is required to apply all validations for your selected transactions. This means that the processing time is the same for these entries as if you recorded each entry 1-by-1. For a large batch of entries, the processing time for the batch might take too long for Intacct to complete. The number of transactions selected, and the size of each transaction, are factors in processing time.

Mass updates

Mass update is simply processing multiple selected transactions at once. Select as many journal entries as needed and process them in a single step.

These updates work for transactions in the same journal. The processes for duplicating and reversing entries adhere to the posting approval rules associated with the journal into which the entries are recorded.

Subscription	General Ledger Projects (for revenue recognition of projects)
Regional availability	All regions
User type	Business user with admin privileges
Permissions	Journal entries: List, View, Edit, Add, Delete, Reverse

If you're performing mass updates for journal entries that contain a large amount of data, your browser could time out or you could impact Intacct. Consider running several updates with fewer items included.

Top level and entity restrictions

You can perform a bulk update only at the same entity level where the entries were created.

If you're working at the top level, you cannot perform bulk updates on journal entries created at the entity level.
If you're working at the entity level, you cannot perform bulk updates on journal entries created at the top level.

Post multiple journal entries

When you post journal transactions, the entire transaction must be balanced and all required information must be entered. Posting multiple transactions simultaneously is used primarily for transactions that have been left in the Draft state.

Because you're selecting transactions within the same journal, the selections will be posted to that journal.

The process to post or submit mass updates is similar—the submit button appears when approval is required. Only draft journal entries can be posted or submitted. Draft journal entries can also be duplicated.

To post or submit multiple entries:

Go to General Ledger > All > Journal entries.
Find the applicable journal in the list and select View transactions.
Select the checkbox for each draft transaction to post or submit for approval.

To select all, select the checkbox at the top of the column.
Select Post or Submit at the top of the page.
Select OK.
On the Post/Submit dialog box, information about your bulk action is displayed. Select Continue.

Entries that are part of an approval process will be submitted for approval, not posted.

Duplicate multiple entries

The ability to duplicate multiple entries into a journal associated with the same or a different book enables faster processing and testing options.

Because these changes are made all together, select entries whose changes you're making to the same book and journal.

To duplicate multiple entries to another journal:

To reverse duplicate transactions automatically, you must provide the reversal date.

Go to General Ledger > All > Journal entries.
Find the applicable journal in the list and select View transactions.
Select the checkbox for each transaction to duplicate.

To select all, select the checkbox at the top of the column.
Select Duplicate at the top of the page.
Select OK.
On the Duplicate To dialog box:
1. Select the book and journal into which the entries will be duplicated.
2. Optionally, enter different dates.
Select Continue.

Duplicate entries to a different book

You can duplicate entries into a journal associated with a different book. Doing this lets you review the entry impact before recording the transaction to your main books.

For example, to see the impact an entry will have, create a user-defined book named “Provisional” and record the transaction to that book. Then review the impact from a financial statement. If the change is acceptable, move (duplicate) the entry to your main book (usually accrual) and reverse it from the Provisional book.

Reverse multiple entries

Use the mass update feature to reverse multiple entries at once. For reversals, you can use the original date (as long as it's in an open period) or enter a new one. Only posted journal entries can be reversed.

Go to General Ledger > All > Journal entries.
Find the applicable journal in the list and select View transactions.
Select the checkbox for each transaction to reverse.

To select all, select the checkbox at the top of the column.
Select Reverse at the top of the page.
Select OK.
Optionally, on the Reverse Entry Parameters dialog box, enter different dates.
Select Continue.

Add an attachment to multiple journal entries

This section describes how to add an attachment to multiple journal entries. For more detailed information on adding attachments in general, including within a record, go to Attachment overview.

When you add an attachment to multiple journal entries simultaneously, the attachment shares the same ID across those entries. In this case, any changes to the attachment affect all journal entries using the same attachment ID.

To add the same attachment to multiple journal entries simultaneously:

Go to General Ledger > All > Journal entries.

Alternately, you can select a different type of entry, such as Adjusting or User-defined.
Select View transactions.
Only journal entries that are posted directly to General Ledger can use this attachment feature. An error message appears if you try to add an attachment to a journal entry that was posted through a subledger.
Select the journal entries to be targeted for the attachment.
Select Attach at the top left of the page, and then select OK.
Select an existing attachment or create a new attachment.
Select Continue to save your changes.

A paper clip icon appears toward the end of each selected row in the list.

If you need to add an attachment to just 1 journal entry, you can do it on the fly using the same process outlined above.

Delete journal entries

You can delete several journal entries as long as the entries are not in a closed period.

Go to the appropriate journal entries list (for example, General Ledger > All > Journal entries or General Ledger > All > Statistical journal entries) and select View transactions to display the transactions for the journal.
Select the transactions to delete using the Delete column to the right of the transactions.
Select Delete at the top of the page, then select OK.