Process multiple journal entries

To save time, you can process a group of selected journal entries in a single step. Use these bulk updates for the following actions:

  • Post
  • Duplicate (to the same book or a different one)
  • Reverse
  • Delete
  • Attach
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.

The processes for duplicating and reversing entries adhere to the posting approval rules associated with the journal into which the entries are recorded.

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 processed each entry 1-by-1. For a large group of entries, the processing time for the group might take too long for Intacct to complete. The number of transactions selected, and the size of each transaction, are factors in processing time.
Subscription

General Ledger

Projects (for revenue recognition of projects)

Regional availability

All regions

User typeBusiness user with admin privileges
Permissions

Journal entries: List, View, Edit, Add, Delete, Reverse

Top level and entity restrictions

You can perform a bulk update only at the same 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 or in another entity.

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 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.

  1. Go to General Ledger > All > Journal entries.
  2. Find the applicable journal in the list and select View transactions.

  3. Select the checkbox for each draft transaction to post.

  4. Select Post.

  5. Select OK.
  6. In the Post window, information about your bulk action is displayed. Select Continue.
If your organization has journal entry approvals set up for the journal you're working with, posting a draft entry will change it to the Submitted state. The exception is if you're an approver and the option to approve your own entries is enabled in Configure General Ledger.

Duplicate multiple entries

When you duplicate journal entries, you can post them to the same book and journal as the original entry, or you can select different ones. Select only entries that should be posted to the same book and journal.

To reverse duplicate transactions automatically, you must provide the reversal date.
  1. Go to General Ledger > All > Journal entries.
  2. Find the journal in the list and select View transactions.

  3. Select the checkbox for each transaction to duplicate.

  4. Select Duplicate at the top of the page.
  5. Select OK.
  6. In the Duplicate To window:
    1. Select the book and journal for the duplicated entries.
    2. Optionally, enter different dates.
    3. 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 bulk 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.

  1. Go to General Ledger > All > Journal entries.
  2. Find the journal in the list and select View transactions.

  3. Select the checkbox for each transaction to reverse.

  4. Select Reverse at the top of the page.
  5. Select OK.
  6. Optionally, in the Reverse Entry Parameters window, enter different dates.
  7. Select Continue.

Add an attachment to multiple journal entries

This section describes how to add an attachment to multiple journal entries. For more information on adding attachments, see 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 change to the attachment affects all journal entries using the same attachment ID.

  1. Go to General Ledger > All > Journal entries.

    Alternately, you can select a different type of entry, such as Adjusting or User-defined.

  2. 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.
  3. Select the journal entries.
  4. Select Attach.
  5. Select an existing attachment or create a new attachment.
  6. Select Continue.

An attachment icon appears near the end of the row for each selected journal entry. Select it to open the attachment.

Delete journal entries

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

  1. Go to General Ledger > All > Journal entries.

    Alternately, you can select a different type of entry, such as Adjusting or User-defined.

  2. Select the transactions using the checkboxes in the Delete column.
  3. Select Delete at the top of the page.
  4. Select OK to confirm.