Entering journal entries in Dynamics 365 Business Central is a straightforward process that allows you to post transactions directly to the general ledger.

Whether you are new to Dynamics or transitioning to Business Central from Dynamics GP, this article will provide you with a detailed, step-by-step process for efficiently managing your journal entries.

Table of Contents

• Setup
• Step-by-Step Process for D365 Journal Entries
• Create a Journal Entry with Excel Import
• Tips for GP Users
• Advanced Features

Setup

To access general journals, navigate to the General Journals window from the Finance menu. Alternatively, you can use the search bar and enter “general journals.” In this example, we will use the Default Batch.

Step-by-Step Process for D365 Business Central Journal Entries

1. Select the Batch

Once you have selected the batch, you will be taken to the general journal screen.

By default, the posting date is defined by the working date in the system, but you can amend this date by selecting the date picker and choosing a different date.

2. Enter the G/L Account Number

Start by entering the G/L account number. If you know the account number, you can begin typing it. Alternatively, you can enter the description in the same field.

The account name and description will auto-populate, but you can amend the description as needed.

3. Enter the Amount

In the amount column, enter the debits and credits based on positive and negative values. You can enter a positive or negative amount, and it will auto-populate in the appropriate column.

4. Balance the Entry

If you are entering a simple one-sided entry, it can be balanced in one line by using the balance account type and the balance account number. Start by entering an income account.

Once you have selected your income account, the line is balanced. You can check this by previewing the posting to see how the entry has affected your general ledger.

Additional Entries

Alternatively, you don’t have to use the balance account type. You can leave that section blank and start a new entry.

Note that the document numbers must remain the same.

If you choose to start a new entry, enter your income account and a negative amount value:

Once you’ve done this, you can preview the posting and check the general ledger entry. Both methods have the same effect.

How to Use Excel Import to Create a Journal Entry in Dynamics 365 Business Central

We can do the same tasks by using an Excel import with Office 365 integration.

1. Navigate to the Journal Batch: Within your chart of accounts, you select Journals, General Journals, and select your batch. (This first step is the same as the previous method.)
2. Select Edit in Excel: In the General Journals pop-up window, you choose the account number from the dropdown list. Then, on the General Journals pop-up, you choose Edit in Excel. This opens up a specially prepared Excel sheet for Dynamics 365 Business Central journal entries. A calendar will pop up on the right-hand side once you highlight the posting date (in the first column on the left). Then, you can select your posting date.
3. Enter All the Data in Excel: Enter all your data in the appropriate columns. This will include your batch number and your dimensions. Not all of the many columns are mandatory, and you may want to hide some of them in Excel for easier navigation.
4. “Publish” the Changes: When you’re done, just click the “publish” button on the right near the bottom. Note that in an Excel import, when you “publish” the changes, Dynamics also “posts” the journal entry to the account. You’ll get a little pop-up confirming your changes. Double-check that, then click “Yes.” Then, you can minimize or close the Excel window and go back to look at your batch.

Tips for GP Users

If you are used to Dynamics GP, the process in Business Central is quite similar, but there are a few differences to note:

• Navigation: In GP, you might be used to navigating through different menus. In Business Central, you can use the search bar to quickly find what you need.
• Batch Processing: Business Central uses batches for processing journal entries, similar to GP. Make sure to select the correct batch before entering your journal entries.
• Auto-Population: Business Central auto-populates account names and descriptions, which can save time. However, you can still amend these fields as needed.

Advanced Features

Dimensions

If your company needs to track expenses by department, such as sales, support, or other teams, you can use dimensions in Business Central to assign these expenses accordingly. Unlike GP, which uses a segmented chart of accounts, Business Central employs a dimensional chart of accounts.

Dimensions in Dynamics 365 Business Central simplify document analysis. A Dimension is an attribute or value that labels entries, enabling you to track and analyze them. Dimensions group or categorize data for analysis purposes. For instance, if a company sells products to different countries, a Dimension could be “Area,” with Dimension Values like “Canada,” “Cuba,” and “France.”

Attachments and Notes

You can attach documents and notes to your journal entries for future audits, making it easy to access background information on various transactions. To add an attachment, click on the ‘0’ next to the Documents section. A popup will appear, allowing you to choose the file you want to attach. Once selected, the file will appear in the same window, and you can continue adding more files if needed.

If you’re looking to streamline your financial management workflows in Dynamics 365 Business Central, or for broader Dynamics 365 support, training, implementations, and integrations, feel free to contact us. We’re an experienced Dynamics 365 Business Central Partner, and we’d be happy to help.