Manual General Ledger (GL) entries in Vantaca should only be created in specific circumstances, as the system automatically generates most accounting entries. Creating manual entries when the system has already created them duplicates effort and can throw your books out of balance.

Important: Before creating a manual journal entry, verify it is necessary by reviewing the "When to Write a Journal Entry" article.

Create a Manual GL Entry

The GL Entry screen displays all journal entries for your association and serves as a research tool. It displays all journal entries with options to Copy, Reverse, Recur, or Edit entries. You can also add line descriptions for one-time and recurring entries.

Notes:

• Clicking Edit on a journal entry is not the same as a reclass. Editing will modify the journal entry itself and you will lose the historic information for that entry.
• If your association uses fiscal period closing, GL entries can still post into closed periods. Verify the GL Date matches your intended period before saving. For more information, see the "Fiscal Periods" article.

To create a manual journal entry:

1. Navigate to Accounting > GL Entry.
   The GL Entry screen opens.
   
   
    
2. Click New GL Entry. 
   The GL Entry screen opens.
   
   
    
3. Provide the following information:
   • GL Date: Select the transaction date.
   • Fund: Select the appropriate fund.
   • Reserve Summary: Select a reserve summary categorization if needed.
   • Entry For: Select what the entry is for.
   • Description: Enter a description for the journal entry.
4. Click Select files to attach any relevant supporting documents.
5. In the Details section, use the blank line items to enter account and amount information for each line item. You can click New Detail to add additional line items beyond the default blank lines. Continue adding line items until all debits and credits are entered.
   Notes:
   • Ensure your debits equal your credits before saving the entry.
   • Use the Line Description to communicate entry details directly within Vantaca.
   • Enter GL account numbers directly in the field or select from available options.
     The system validates the account when you tab away or click outside the field,
     and invalid account numbers will display an error message.
6. Click Update.

Note: If certain options (such as delete) are not visible, this indicates insufficient user permissions. Contact your system administrator to request the necessary access rights.

Q&A

I posted a GL entry for a bank transaction, but it's not showing up on my Bank Reconciliation screen. What's going on?

GL entries and bank transactions are two different things in Vantaca. Here's the important distinction:

A GL entry (General Ledger entry) only updates your books. It doesn't create a record on the bank side, so it never appears on the Bank Reconciliation screen.

A bank transaction (Post Deposit, Post Expense, or Transfer) updates both your books AND the bank side. This is what appears on the Bank Reconciliation screen.

Think of it this way: Your books and your bank statement are separate records. Reconciliation means making sure they match. A GL entry only touches your books—it never touches the bank side, so there's nothing to reconcile.

What to Use Instead

If you need to record a transaction that will appear in your bank reconciliation:

• For money coming in (deposits, payments from homeowners, etc.): Use Post Deposit instead of a GL entry.
• For money going out (bills paid, refunds, etc.): Use Post Expense instead of a GL entry.
• For moving money between your accounts: Use Transfer instead of a GL entry.

Each of these creates a record on both your books AND your bank side, so they'll appear on your Bank Reconciliation screen.