General Ledger Journals are generally used to:

  • change the GL codes of existing general ledger transactions
  • enter opening balances when an existing business starts using SAM
  • enter end of year adjustments (generally from a list supplied by the accountant)



TABLE OF CONTENTS



Three stages to doing a GL Journal

  • start the journal and insert lines
  • create a batch for these lines
  • post the batch into the relevant year/month


Start the journal and insert lines


Go to GL > Unposted Batches


Click on GL Journals then Add Posting


Add the lines as required, see the example below

Debit amounts are entered as a positive amount and credit/negative amounts need to start with a "-" (minus) sign


In this example, a payment coded to Cleaning & Laundry was actually for safety equipment and uniforms, so I need to credit Cleaning & Laundry and debit the codes for safety equipment and uniforms:


Continue inserting lines until the journal is complete



The journal lines look like this:


The Balance must be zero


If you close the window at this point - your entries will still be there. 
Just click on GL > Unposted Batches > GL Journals > Add Posting and they will display and you can continue with the entries


Create the Batch


Check your entries and make any changes to the lines/comment/reference by using the Insert, Change and Delete buttons.

Check that the Balance is zero

Then click on Create Batch


Your batch has been created and will now display in the Unposted Batches window:



At this stage you can still make changes to the Comment field and change GL codes by clicking on the relevant buttons at the bottom of the window.


Post the Batch


Checked the entries and ready to post the batch?

Click on Post Batch


Then select the relevant month and year.

You can post a batch into the current or any previous month of the current year OR into any month of the previous financial year


Example: if your year end is March 2025 and SAM GL is currently in April 2024 - 
then you could post a batch into April 2024 (This Financial Year) or into any month between April 2023 and March 2024 (Last Financial Year)


In this example I want to post the GL journal into September last year:


Click OK and the batch will post to the General Ledger



Recalculate the GL - if batch is posted into a prior month


If you have posted the journal into a prior period then you need to run Recalculate Monthly Totals


Go to GL > Recalculate Monthly Totals


Select Last Year if the journals were posted into the last financial year


Then click OK and the recalculation will run.

Then repeat the process but select This Year


If your journal was posted into a previous month of the current financial year then you only need to run This Year.


Then you can run/print your financial reports which will now include the posted journals



Need to delete an unposted batch?


If you have created a batch in error and need to delete it - from the GL Journals tab click on the Delete Batch button:


The Unposted Batch Deletion window displays:


Please contact us for the password - enter it and click OK 


The password is only valid on the day it is issued - and note that all entries in the GL Journals tab will be deleted


The GL Journals tab will now be blank:



Didn’t find what you were looking for? 

Our Support team are here to help, you can reach us by submitting a support ticket

or calling us on 09 583 2455