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How the panel builds the journal entry

This page does not teach you accounting — it shows you what the platform checks before it accepts a document, and why it sometimes refuses one.

The journal entry is built by the platform out of the document, not by you. Before it writes the entry, it checks two things: that the debit total equals the credit total, and that every account that requires an analytic has one. If either one is off, posting stops right there, with a message that says what is missing — not three months later, at an inspection.

How this works in POSfix​

You don't write accounting formulas by hand. When you post a document (invoice, bank operation, goods receipt), the panel builds the entry from the posting rules that are configured.

You fill the document with the economic data (partner, amount, products), and the panel:

  1. checks whether the document's period is still open;
  2. determines the accounts from the posting rules;
  3. fills in the analytics (partner, cost article, VAT rate) from the document data;
  4. writes the lines into the General Ledger;
  5. moves the document to Posted — it can no longer be edited.

Where to find it: Sidebar → Accounting → the General Ledger tab

You can check the generated entry at any time: open the document and press the J button in the action bar. The button appears only on posted documents — on a draft there is none, because there is no entry yet. The Accounting Entries window opens, with the lines of the entry.

The window also gets a VAT ledger tab if the document wrote into the tax register, and one more with the stock lots it consumed or created. Documents with no VAT regime — depreciation, reclassifications, cost entries — open a single tab.

What blocks posting

Posting is refused if an account is missing on one of the sides, if an account does not exist in your chart, or if a mandatory analytic of the account (the partner on 221.1, for example) cannot be determined. The document stays a Draft and you get the concrete reason on screen.

What happens when you post​

The panel reads the document, picks the accounts from the posting rule and writes the entry. Three things are worth knowing before you press the button.

The rule decides the accounts, not you. On a supplier invoice, the stock account comes from the nomenclature item and the payable account from the operation type. If you need different accounts for a particular case, you change the posting rule — not the document.

The analytics come from the document fields. The partner in the header becomes the analytic on the receivable or payable, the nomenclature item on the stock accounts, the VAT rate on the revenue account. A field left empty shows up only at posting time, as a refusal.

Group accounts are not used for writing. 217 without a dot is a group account. The rules that ship with the panel write on analytic accounts — 217.1, 221.1, 521.1 — because reports and reconciliation rest on them. The chart shipped with the panel has 654 accounts.

Common mistakes​

  1. You post on a group account instead of an analytic one — the panel doesn't stop you, but an entry on the group loses the detail that reports and reconciliation rely on.

  2. You mix up the VAT accounts — input VAT sits on 225.2 Receivables for value added tax, output VAT on 534.4 Liabilities for value added tax. 534.1 is the company's income tax, not VAT.

  3. A mandatory analytic is missing — if the account requires a partner, a cost article or a product group, posting stops with a message that names exactly the missing analytic.

  4. You try to edit a posted document — the fields are locked. You press Unpost, fix the draft, and post again.

Frequently asked questions​

Can I have an entry with several accounts?​

Yes. An entry has as many lines as you need, and each line is a debit–credit pair with its own amount. An invoice with VAT has two lines: 217.1 / 521.1 for the goods and 225.2 / 521.1 for the VAT.

What happens if I make a mistake on an already posted document?​

You press Unpost — the entry is deleted, the document returns to Draft and you can correct it. If the document has no business being in your books at all, you delete it. A substantive correction of an operation already reported is made with a new document carrying negative values. Details in The document lifecycle.

How do I check that all my entries are correct?​

You open the trial balance and compare the totals.

Where to find it: Sidebar → Accounting → the Trial Balance tab

Can I see all the entries in a period?​

Yes, in the General Ledger: you pick the period and you see the entries with debit, credit, amount and source document.

Where to find it: Sidebar → Accounting → the General Ledger tab