Generating the Journal

This page explains how to turn one or more expense reports into general journal lines.

Before You Start

Make sure you have completed setup and mapping:

Connection configured (API Connection Setup).
Journal template/batch with a number series (Journal Template and Batch).
Balance accounts set (Balance Accounts).
Categories mapped (Expense Category to G/L Mapping).
Dimensions mapped (Dimension Mapping).
Cards mapped if used (Credit Card Mapping).

Generating for a Single Report

Open Certify Expense Reports.
Select a report.
Choose Generate Journal.
If the report is already Settled, you are asked whether to generate it again.
Confirm the prompt naming your general journal batch.
The journal is created and opened so you can review and post it.

Generating for Multiple Reports

Select several reports in the list.
Choose Generate Journal.
Confirm the prompt, which names the batch and the number of reports.
The app processes only the reports still in Waiting status (skipping ones already settled) and commits each as it goes.
The general journal opens when finished.

What the App Creates

For each report, the app assigns a Document No. from the batch number series and then, for each expense line, creates:

An expense line posted to the mapped G/L account (or the fallback account), in local currency, with description, external document number (the report name), posting date, tax flag if applicable, balancing account (card or setup), and dimensions.
A reimbursement line (if the line is reimbursable) crediting the employee/vendor, unless Aggregate employee payment is enabled — in which case a single combined reimbursement line is added at the end of the report.

For the full accounting logic, see G/L Integration Overview and Reimbursements and Company-Paid.

After Generation

The report's Report Status becomes Settled.
The Document No. is recorded on the report.
The lines are waiting in the general journal — review them and post using standard Business Central posting.

Avoiding Duplicate Postings

Multi-report generation automatically skips reports already in Settled status.
For a single settled report, the app warns you before generating again.
The Document No. on each report tells you which reports have already produced journal entries.

Important: Generating a journal creates the journal lines; it does not post them. The report is marked Settled at generation time, so treat generation as the point of no return for re-processing and reconcile carefully.

Tips and Best Practices

Generate into a dedicated batch and review before posting.
Reconcile the first batches manually after go-live.
Investigate any line posted to the fallback G/L account before posting.