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The Journal Update module transfers journal transactions from Service Geeni to your connected accounting package.
Unlike Sales Nominal Update and Purchase Nominal Update, which transfer sales and purchase invoices, Journal Update transfers the financial journals generated by operational transactions.
Journal Update acts as the final stage before these journals are posted to your accounting package.
Enable the following User Settings to get full functionality:
Module Access: Journal Update
Module Access: Sales Nominal Update
Module Access: Purchase Nominal Update
Before you begin
Before running Journal Update, ensure:
Nominal Codes have been configured.
Charge Codes have been configured where required.
Your accounting package integration is active.
If your accounting package has not yet been linked, complete the relevant integration before attempting to post journals.
Getting There
Open the Finance menu.
Select Journal Update.
The Journal Update screen displays journal transactions that are ready to be transferred to your accounting package.
Understanding Journal Update
Operational activity within Service Geeni generates journal transactions throughout the system.
These transactions can include movements relating to:
Stock
Labour
Equipment
Work In Progress (WIP)
Cost of Sales (COS)
Parts Returns
Debit and Credit Nominal codes can be adjusted via the pencil icon.
Click the tick to apply the changes.
Journal Update collects these outstanding journal transactions and transfers them to the connected accounting package.
It does not create the journals itself; it posts journals that have already been generated by operational activity.
Journal Update Screen Navigation
Each journal transaction contains information to help identify and reconcile the posting.
Depending on your configuration, this can include:
Column Options |
Posting Type |
Transaction No. |
Transaction Date |
Reference Number |
Reference Description |
Debit Nominal Code |
Credit Nominal Code |
Status |
Posting Notes |
Value |
Debit Source |
Debit Cost Centre |
Credit Source |
Debit Department Code |
Credit Cost Centre |
Credit Department Code |
Job Number |
Site ID |
Equipment ID |
Column options are found via the dropdown arrow.
Sending Journals to Accounts
To post journal transactions:
Select one or more journal transactions.
Select Send To Accounts.
Confirm the posting.
Service Geeni transfers the selected journals to your connected accounting package.
Viewing posting history
Select View History to review previous journal postings.
View History can be used to:
Review previous posting runs.
Monitor posting status.
Confirm processing dates.
Check whether journals have successfully transferred.
Reconciling journals
After Journal Update completes successfully:
Verify the journals exist within your accounting package.
Confirm the values match those generated by Service Geeni.
Ensure no journals remain outstanding unnecessarily.
Regular reconciliation helps keep Service Geeni and your accounting package synchronised.
Troubleshooting
If a journal cannot be posted: Review the Posting Notes for further information.
Common causes include:
Invalid nominal code
If a nominal code is incorrect or missing, the journal will fail to post.
Correct the nominal code before sending the transaction again.
Queued for Posting
If transactions remain Queued for Posting, this usually indicates a connection issue between Service Geeni and the accounting package.
Viewing additional information
Expand the transaction to view additional posting information.
Adding the Posting Notes column can make troubleshooting easier.
Important
Updating the Nominal Code on a transaction only updates that individual transaction. It does not update the Purchase Analysis, Sales Analysis or Charge Code nominal settings. Update those settings separately to prevent future posting errors.
Frequently Asked Questions
What does Journal Update post?
Journal Update posts operational journal transactions to the connected accounting package.
Does Journal Update send invoices?
No.
Sales invoices are transferred using Sales Nominal Update.
Purchase invoices are transferred using Purchase Nominal Update.
Can Failed Journals be Resent?
Yes.
After correcting the underlying issue, resend the journal using Send To Accounts.
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