General Ledger

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The General Ledger (GL Journal) lists every journal entry TBA has recorded — almost always created automatically from a real transaction (an invoice, a client payment, a bill, a bill payment) rather than typed in directly. It is the single source every financial report, such as the Trial Balance and Balance Sheet, is built from.

The Journal List #

GL Journal list showing date, source, description, amount, and status for many posted entries

Columns: Date, Source (what created the entry), Description, Amount, and Status. Click an entry to open it. The sidebar has Add new entry, Find, and New Browser Tab.

Finding an Entry #

All fields are optional; leave a field blank to match everything.

  • All text fields and Description.
  • Date from / to.
  • Source — All, Manual Entry, Invoice, Payment, Purchase Order, and so on.
  • Status — All, Posted, Voided, or Draft.
  • Amount from / to — matches either the entry’s total or any single line’s amount.

List Previous Find on an entry returns you to your last search results.

Journal Entry Detail #

Posted journal entry with two balanced lines (Undeposited Funds / Accounts Receivable) and a Balanced checkmark

Every entry is real double-entry bookkeeping — it must balance (total debits = total credits) before it can post.

  • Date — the date the entry is recorded for. It must fall in a fiscal period. If none covers the date, TBA offers to create one for you; see Fiscal Year and Year-End Closing.
  • Source — what created the entry. View Source Record opens the invoice, payment, bill, or deposit behind it in a read-only window.
  • Description, Created by, and Modified by.
  • A VOIDED banner appears on voided entries.
  • Lines — each has Line#, Account (see G/L Accounts), Site (if you have more than one), Class (optional; see G/L Classes), a Description, and either a Debit or a Credit.
  • Cash Basis Date — optional, per line. If a line is an accrual whose cash actually moves on a different date, enter that date so Cash Basis reports recognize it then instead of on the entry date. If you fill one line, fill all of them.

Manual Entries #

Click Add new entry to make a journal entry directly — useful for adjustments that don’t come from another TBA transaction. Enter the date, a description, and at least two lines whose debits and credits are equal.

  • Save keeps it as a Draft, which does not affect your reports and can still be edited or deleted.
  • Post Transaction saves and posts it. A posted entry cannot be modified.

Voiding and Deleting #

  • Void Entry reverses a posted entry rather than editing it, so the audit trail stays intact.
  • Delete Entry permanently removes a draft entry. It cannot be undone.
  • Event Log shows who did what to this entry; see the Audit Event Log.
  • Attachments lets you attach supporting documents; see Attachments and Pictures.

Entries created from invoices, payments, and the like should be changed by voiding or correcting the original document, not by editing the journal.

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