General ledger questions

The questions clients actually ask about the general ledger and tax. Each answer is short and ends with the page that goes further.

Can I change a posted journal voucher?

No. A Posted voucher cannot be edited. Reverse it and enter a new one. A parked voucher can be edited. See How do I reverse a journal voucher?.

Can I delete a posted voucher?

Only when Allow to Delete Posted Entries is ticked on Client Customization, and never a voucher another screen created. See What posts.

Why can't I change the voucher of an invoice?

It belongs to the invoice. Every button is off on it. Edit or reverse the invoice.

How many journals can I have?

As many as you need: one per kind of document, branch, bank or cash box. Each has its own number range. See Transaction Journal.

Can I post in a foreign currency?

Yes, line by line on General Entry. The rate comes from Currency Conversion; the voucher must balance in local currency.

Can I keep a reporting currency for the parent company?

Yes. Set Reporting Currency on Ledger Setup. Every line keeps the reporting amount too.

Does Businessflo revalue foreign-currency balances at month end?

No general ledger screen does. Post the revaluation difference on General Entry.

Can I post into last month after closing it?

Only through a special condition on that period of Financial Year, for a journal nature and, if you like, a user. Or reopen the period.

Is there a year-end closing entry?

No screen posts one. The Balance Sheet carries profit to the Retained Earning Account by itself. See How do I close the financial year?.

Can I share one chart of accounts between companies?

Yes. Each company's Ledger Setup names the chart; each company releases the accounts it uses, with its own controls.

Can I type my own account numbers?

Yes: tick Custom Number Range on General Ledger Setting. It cannot be unticked afterwards.

Can an approver sign off journal vouchers?

Yes, if an approval is set up for the screen: the approval posts the voucher. Or use Park and Batch Posting.

Can the system stop an expense going over budget?

Yes. A ledger budget set to stop refuses the voucher line; set to warn, it asks for confirmation. Budgets are kept in Cash and bank, on General Ledger Account Budget.

How are taxes chosen on a sales line?

The codes in both the line's Tax Group and Tax Zone, valid on the date. See Tax Code.

If something looks wrong

Message	Cause	Fix
Basic Data cannot be empty	A voucher with no lines	Add lines
This Transaction is already posted	Editing a posted voucher	Reverse it instead
This Transaction is already reversed	Reversing twice	Nothing to do
Source transaction cannot be changed	The voucher came from another screen	Change that document
Source transaction cannot be deleted	As above	Delete or reverse that document
Source Vouchers can not be reversed	As above	Reverse that document
Line ID: ... - Account cannot be empty	A line without account	Fill it
Line ID: ... - Account ... is blocked	Block on the account master	Use another account or unblock
Line ID: ... - Account ... is blocked in Legal Entity	Block on the release	As above
Line ID: ... - Gl Account ... is not valid in ... Date	Not released, or outside its dates	Fix the release
Line ID: ... - Currency cannot be empty	A line without currency	Fill it
Line ID: ... - Account ... currency is ..., transaction cannot process on different currency	The account accepts one currency	Use the account's currency
Line ID: ... -Exchange Category cannot be empty	A system voucher line without exchange category	Check the document's currency setup
Line ID: ... - Exchange Rate cannot be zero	No rate found or typed	Add the rate on Currency Conversion
Line ID: ... - Please enter either Debit or Credit Amount	Empty line	Fill or delete it
Line ID: ... - Cannot enter Debit and Credit Amounts simultaneously	Both sides on one line	Split it
Basic Data - Line ID: ... - Account ... does not exist.	The account is not released to this company	Release it
Line ID: ... - Account: ... - Balance Control validation failed	The balance would go to the wrong side	Check the entry
Line ID: ... - Manual Entry is not allowed on Account: ...	A control account	Post through its document
Line ID: ... - Account ... exceeds budget funds available by ...	A stop budget is exceeded	Raise the budget or change the entry
Debit Amount: ... should match Credit Amount: ...	Unbalanced in local currency	Fix amounts or rates
Document cannot proceed - Fiscal Period: ... of Fiscal Year: ... is closed	Closed period	Reopen, or add a special condition
Only Posted Vouchers can be reversed	Reversing a parked document	Edit or delete it
Reverse Date: ... cannot be less than Posting Date: ...	Reverse date too early	Pick a later date
Fiscal period not found of date ...	No year covers the reverse date	Create the year
Posted transaction cannot be deleted	Deleting is not allowed	Reverse it
Inter Unit Accounting is configured, Cannot use this account	An inter-unit account typed on a voucher	Use another account
Inter Unit Accounting is not configured Postkey: G70 - Interunit - Debit (or G71)	Balancing dimension without inter-unit accounts	Fill Automatic Transaction
... Dimension ... is mandatory for Account ...	Empty mandatory dimension	Fill it
... Invalid Dimension ... - ... for Account ...	Value not allowed for the range	Use an allowed value
Line ID: ... - Account ... - Budget is now closed ...	The budget is closed	See the budget
Journal Cannot be Empty. / Journal: ... does not exists.	A document without a valid journal	Pick a journal of this company
Financial Year not found.	No year covers the posting date	Create the year
Back date not allowed	Older than the journal's backdate limit	Change the date or the limit
Header text is marked required on Journal : ...	The journal requires header text	Fill Notes
Reference is marked required on Journal : ...	The journal requires a reference	Fill Reference
Process Postkeys have not been configured in the system	No posting recipe for the screen	Ask your implementer
Account is not configured in Posting Profile ... against Post Key ...	No matching profile line	Add the line
Post Key ... : Account ... is not defined in the system	The document has no account for a self-account line	Fill the account on the document
No Voucher Entries has been generated. Voucher cannot be posted.	All amounts zero	Check the document
Reverse PostKey is not configured for ...	A post key has no reverse post key	Fill it on Postkey
There is no General Entry available	Batch Posting found no parked voucher	Widen the dates
Basic Data Lines cannot be empty	Batch Posting with nothing ticked	Tick a voucher
You cannot close Period ... because Park entries still exist.	Parked vouchers in the month	Post or delete them
No rows found with balance amount.	Allocation found no debit balance	Check the rule and date
No Data Found / No Recurring Entry to be process.	Nothing due	Check the template
The record can not be delete because it is referred in Process Recurring.	A used template	Keep it
The sum of Allocation Values must be 100	Percentages do not add up	Fix them
A default Posting Status must be specified. / Only one Posting Status can be set as default.	Journal statuses	One Default
Reverse Number Range cannot be empty.	Journal without reverse range	Fill it
Account Limit has been reached for this Account Group: ...	Group range used up	Widen the range
Account Group: ... is not configured in Chart: ...	Group without range	Add the range
Cannot change currency, There are some transactions on different currency	Vouchers exist	Keep the currency
Account: ... cannot be deleted.	Vouchers use it	Block it
Custom Number range cannot be false, it's already true	Undoing custom numbering	Not possible
Line ID: ... is duplicated with Line ID: ...	Same pair or group twice	Remove one
Tax Code - Basic Data lines cannot be empty (and the same for Tax Group, Tax Zone, Tax Settlement Period, With Holding Tax Group)	No lines	Add lines