BOOK A DEMO

Transport Pro GL Adjustments / Journal Entries

A journal entry is a GL adjustment. Use journal entries to transfer amounts between accounts, correct duplicates, or record a single credit card transaction when you are not using the import feature. If you are unsure whether you need a journal entry or how accounts should be set up, consult your accountant or CPA. Questions: support@transportpro.net.

Summary

This guide shows how to add a pending GL adjustment (header fields, optional spreadsheet upload, debit/credit detail lines, and optional related records), then search and post pending adjustments so they hit the general ledger.

Jump to Section:

What is a Journal Entry?

A journal entry is a GL adjustment. Common reasons to create one include:

  • Correcting a discrepancy by transferring money between GL accounts
  • Fixing a duplicate entry
  • Entering a single credit card transaction (Transport Pro can also import credit card transactions; use a journal entry if you prefer not to use that feature)

Add a GL Adjustment / Journal Entry

Go to Accounting > General Ledger > Add Pending GL Adjustment. The Add Pending Adjustment window opens.

Add Pending Adjustment form showing Transaction Date, Auto create reversal on post, Memo, JE Number, and Upload Spreadsheet.

Adjustment Information

  • Pending ID: Assigned automatically when you save.
  • Transaction Date: Enter the date for the adjustment.
  • Auto create reversal on post?: Choose whether the system should create a reversal on the GL when this adjustment is posted.
  • Memo: Required. Description of the adjustment.
  • JE Number: Optional but recommended for organization.
  • Upload Spreadsheet: Select Yes to upload a spreadsheet instead of entering Adjustment Details manually. Select No to enter lines on the form.

If you choose spreadsheet upload, the system shows file format tips and a link to an example file. Use Choose File to upload. Debit and credit values must be unformatted/unsigned numbers, account numbers must not have children, and the file must be comma-separated (CSV).

Upload Spreadsheet set to Yes with Choose File and file upload tips for CSV debit, credit, and account format.

Adjustment Details

When Upload Spreadsheet is No, enter lines in the Adjustment Details section. Start typing a GL account name or number; the list auto-populates—click an account to lock it in.

Adjustment Details GL Account field with auto-populated account list for selection.

Important: You cannot enter debit and credit amounts on the same line. Use two lines—one for the debit and one for the credit. Debit and credit totals must balance. The system auto-inserts the memo from the header onto each line.

Adjustment Details with two lines showing balanced debit and credit amounts of 100.00 and matching memos.

Optional fields on each line let you tie the adjustment to related records when applicable. Begin typing in a lookup field and select from the auto-populated list:

  • Settlement / Settlement Entry
  • Voucher
  • Fixed Assets
  • Check Number
  • Load ID
  • Miscellaneous Billing
  • Cash Receipt ID
  • Fuel Transactions

Note: Delete a row with the scissors icon on the right. Add more rows with Add Additional Entry at the bottom of the screen.

When everything is entered, click Save.

Post Pending GL Adjustments / Journal Entries

New adjustments stay pending until you post them. They do not hit the GL accounts until posted.

Go to Accounting > General Ledger > Search/Post GL Adjustments. Filter by ID, transaction date, amount, JE number, posted status, and more, then click Search. With no filters, the results list all pending adjustments.

Search Pending GL Adjustments form with filters and Transactions results listing ID, transaction date, JE number, and memo.

In the results, use Post on the right to post an adjustment. Unposted adjustments also offer Edit and Delete. Posted adjustments show only the manage icon—you can open details but cannot edit them.

Search results Manage column showing Edit | Post | Delete for an unposted adjustment and manage-only icons for posted ones.

Click Show GL Distribution Table in the upper left to review the debits and credits applied across accounts.

Show GL Distribution Table link and General Ledger Posting Distribution list of accounts and descriptions.

If you have questions about GL adjustments or journal entries, contact support at support@transportpro.net.