# Post General Journal Entries ## Overview The Post General Journal Entries feature lets you post the sum totals of orders' transactions to their specified accounts in QuickBooks. Totals are summed up by mapped journal entry (JE) types. Check out this short tour on mapping accounts and names imported from QuickBooks! [https://www.youtube.com/watch?v=cPiBA1QoXQc](https://www.youtube.com/watch?v=cPiBA1QoXQc) Posting general journal entries is an effective alternative to posting each order _individually_ using QuickBridge's [Post Detailed Sales Order To QuickBooks](https://descartessystems.aha.io/pages/7630845255319653516) function, as it minimizes potential performance issues with [QuickBooks limitations](https://quickbooks.intuit.com/community/Getting-Started/Maximum-number-of-list-entries-list-limits-and-custom-fields/m-p/202673). For details, see this [general journal entries article from QuickBooks](https://quickbooks.intuit.com/community/Reports-and-accounting/Record-a-journal-entry/m-p/203691). ## Mapping and posting workflow The mapping-and-posting workflow in QuickBridge has 3 sequential parts: - First, configure your [QuickBridge Settings](https://descartessystems.aha.io/pages/7630845279371273949). This is required before [mapping and posting entries](https://descartessystems.aha.io/pages/7630845279371273949), below. - Next, map the journal entry (JE) types. You can map to an _account_ or to an account's _sub-account._ _**Mapping requires setup by a competent accounting professional**_ _._ - Third, post the general journal entries to QuickBooks. The flow diagram illustrates the mapping- and-posting parts of the workflow. **Note**: The diagram also shows the _update_ of existing mappings. ## Mapping and posting entries ### Prerequisites - Ensure that QuickBooks is open and running on the same computer as QuickBridge _._ - If this is the _first time_ that Quickbridge is connecting with QuickBooks, Quickbridge will prompt you to give QuickBooks permission: In QuickBooks > click Edit > Preferences > Integrated Applications > Company Preferences tab > click **Allow Access to Sellercloud** _._ **If you already configured your settings and mapped the JE types**: Follow Steps #1-7, and then close the Account & Name Mappings window and go to Step #11. To map JE types and post entries to QuickBooks: 1. In QuickBridge, click QuickBooks Posting Options > **Post General Journal Entries**. The Post General Journal Entries to QuickBooks window appears. Clicking **View JE Mappings** (in yellow, above) opens Sellercloud's Journal Entry Mappings page, which is another way to _view_ _and_ _edit_ your existing mappings per company, across _all_ channels. While this is convenient for viewing/editing, it is **_not recommended_** for your initial mappings; it can lead to mapping irrelevant journal entry types for relevant channels or even for irrelevant channels. 2. Enter the **Trans Start Date** and **Trans End Date**, and choose a **Company** and **Channel.** 3. _Optional_: To post transactions by **Settlement ID**, enter the ID to see all transactions associated with it. Currently, this is relevant for Amazon, FBA, eBay, Walmart Marketplace, and Newegg. If you enter a settlement ID, clicking **Get Data** will change the **Trans Start Date** and **Trans End Date** to the start-and-end dates _of that settlement,_ and will also change the **Transaction Date** to the settlement's end date. 4. **Transaction Date** - If you are not filtering by settlement ID, enter the preferred date for the journal entry. If you do not enter a date, the field will populate with today's date. 5. You can filter **Trans Type** by _Order_ or _Non-Order_ fees. Currently, this is only relevant for Amazon and FBA. This may be useful for bringing in non-order related fees when using [Post Detailed Shipped Orders to QuickBooks.](https://descartessystems.aha.io/pages/7630845255319653516) 6. Click **Get Data**. The grid loads with a list of _individual_ transactions, as shown in the two images below. Note, however, that when you actually post the journal entries to QuickBooks, only the journal entry types' _totals_ will post. Notice that each transaction in the grid has a checkbox; the top box selects/unselects all transactions (default is all selected). This is useful to map _one_ journal entry type to _two_ different QuickBooks accounts, by separating the transactions and making a second posting with the specified mappings. The **Posting Amounts** section (highlighted in yellow in the images below) shows totals for display only; these do not reflect the _exact breakdown_ of the journal entry types with specific amounts. To preview the exact breakdown of the _actual posting amounts_, click **JE Mappings**. If you change your transactions' selection in the grid, the **Posting Amounts** section's amounts automatically update after clicking **JE Mappings**. ## Order transaction types For order transactions only, the total shipping cost shown in the **Posting Amounts** section will have separate columns in the grid to denote carrier shipping costs and/or channel shipping costs. ## Non-order transaction types The **Posting Amounts** section (in yellow, above) shows totals for display only; these do not reflect the _exact breakdown_ of the journal entry types with specific amounts. To preview the exact breakdown of the _actual posting amounts_, click **JE Mappings**. If you change your transactions' selection in the grid, the **Posting Amounts** section's amounts automatically update after clicking **JE Mappings**. 1. Under the **Posting Information** section, click **JE Mappings** to open the account mapping and totals to post to each account. Below are 2 sample grid results. 1. Order transaction types 2. Non-order transaction types 2. Proceed as follows: - _If you have mapped_: Close the Account & Name Mappings window by clicking **Close**, and go right to Step #11. - _If you have not mapped_: Click the **Import Accounts & Names from QuickBooks** button to import your QuickBooks' accounts and names so you can: - Map the journal entry types initially; or - Revise the existing mappings, if any 3. Click in each of these 4 columns to map them, based on the accounts and names you imported from QuickBooks' Chart of Accounts: - **Debit Account** - Map to a Chart of Accounts account - **Associated Debit Name** - Map to a vendor or customer, based on the Chart of Accounts - **Credit Account** - Map to a Chart of Accounts account - **Associated Credit Name** - Map to a vendor or customer, based on the Chart of Accounts 4. To save the new values to Sellercloud, click **Save Mappings**. 5. Export the general journal entries to QuickBooks by clicking **Post Journal Entries to QuickBooks.** 6. Repeat these mappings for all journal entry types for a channel, and repeat for each channel. You can always see information that was already posted by opening the main QuickBridge menu > Help > click [Posting Log](https://help.sellercloud.com/wp-content/uploads/2020/articles/wj0edi91b1/1550685467597/quickbridge-posting-lo.png). This shows the current day's posting by default, but you can open the folder to see all previous posting logs. ## Related QuickBridge settings There are several QuickBridge settings to configure for the Post General Journal Entries feature: - **Show sales breakdown in summary transactions** (File > Options > [Sales Orders tab](https://descartessystems.aha.io/pages/7630838824645590074)) - This will impact the **Sales** journal entry type. - If unchecked (default) - **Sales** will be the Grand Total of the order - If checked - **Sales** will be separated into the following journal entry types: - SubTotal - Discount - ShippingDiscount - SalesTax - ShippingTotal - Handling - Insurance - GiftWrapCharge - **Summarize Transaction Data by Day** - Each date with transactions will have _its own_ journal entry instead of _one journal entry_ for all dates with transactions within your selected date range. Use this setting to see your sales activity in QuickBooks by its actual transaction date, not by your posting date.