DBD: General Ledger Entries

The General Journal Entry option is used to manually enter and manage journal entries within the system. Follow the step-by-step instructions below to complete the panel setup and log your postings.

DB Distributor → General Ledger → Journal Posting → General Journal Entry

Initial Setup

Enter the Fiscal Year and Accounting Period that your posting should be applied to.

Complete the Header Tab

Source Journal Code: Enter the source journal code for your posting. Note: This is usually marked as "JE". However, when making correcting postings from a specific source journal, you can designate those codes as well.
Reference Number: Enter a reference number for the journal entry, or click the Assign Next button to have the system automatically assign the next available number.
Reversals (Optional): If this posting needs to be reversed in a future accounting period, click the Reversal button. You will be prompted to enter the specific fiscal year and accounting period where the reversal should occur.
Transaction Date: Enter the date that should be used as the official transaction date for this posting.
Memo Line Option: Select whether or not you would like the ability to enter a custom memo line alongside each individual posting line.
Description: Enter up to 3 description lines to outline the purpose of the journal entry being set up. Once complete, proceed to the Lines Detail tab.

Complete the Lines Detail Tab

Line Memo: If you enabled memo fields by line in the previous steps, enter a memo to accompany the specific journal entry line you are creating.
GL Account: Enter the general ledger account number for the posting.
Amounts: Enter the debit or credit amount to be applied to your selected account, and press the Enter key to display your posting in the Lines area.

💡 System Behavior: The system automatically repositions your cursor back into the Memo field (or the Account Number field if you are not using line-by-line memos) so you can quickly add your next line item without manual clicking.

Repeat & Save: Repeat this process as needed to add all additional lines. When finished, click the Save button.

⚠️ Important Note on Balanced Postings

You must have a balanced posting (total debits equal total credits) to save your record. If your entry is out of balance, the system will trigger a warning and prevent you from saving.

🔴 One-Sided Entries: If you have an exceptional case that requires an out-of-balance posting, an override key is required. This option is available strictly for the purpose of correcting an out-of-balance ledger situation caused by a prior update error.

Audit Best Practice: When entering a one-sided correction, use the same Source Journal Code as the original incorrect posting, and use the Description lines to explicitly document the original journal type and audit control number.
Authorization: Click Save, and at the pop-up prompt, enter the administrative override key (System Administrators can contact DemandBridge Support to obtain this key). Once accepted, click Yes to authorize the posting.
Finalization: After saving, you must still print the journal and execute the standard update process to commit the fix.