ANTE User ManualJournal Entries from Process Steps
When a workflow step that fills in a document is finished, Ante can prepare the journal entry for it automatically — the debits and credits that document represents. These entries are listed here, in Treasury → Documents → Journal Entries. They are not posted to Ante's own general ledger: they are prepared, checked, and then sent to multibook as a file. This page is where you review each entry, fix what is missing, and choose which ones to send.
Overview
An entry is made by the journal-entry rule on a workflow step (see Journal-entry rules on a step). The rule is run when the step is fully done — after its approval, if it has one. Ante then runs a set of checks on the entry and gives it a status. You can open any entry to see its lines, its issues, and its history.
Typical job: finish the workflow step, open Journal Entries, fix any Incomplete entry, tick the Ready entries and click Export selected, then take the file to multibook (see multibook Export Batches).
Where to Find It
- Open Treasury from the sidebar.
- Go to Documents → Journal Entries.
The Export batches button at the top right opens the list of files already made.
The List
Right-click a row to open the entry, Re-check it, export just that entry (when it is Ready) or Void it. Re-check and Void are offered only until the entry is exported.
Columns
Filters and search
Toolbar buttons
- Export selected — makes one file from the entries you ticked.
- Export all Ready — makes one file from every Ready entry.
- Export batches (top right) — opens the list of files made so far.
Statuses
| Status | What it means | What you can do |
|---|---|---|
| Generated | The entry itself is complete, but the multibook export is not set up yet (no company code or no document type). | Set them in multibook Export Settings, then click Re-check. |
| Incomplete | The checks found problems with the entry's content (a missing account, a missing department, unbalanced lines…). The entry is kept, never lost. | Read the Issues, fill the blanks, or fix the rule and regenerate. |
| Ready | Every check passed. | Include it in an export. |
| Exported | It is in an open export file, waiting for multibook. | Read-only. Confirm or cancel the file from the export batch. |
| Accepted in multibook | multibook took it (you confirmed the upload, or multibook's result file gave it a document number). | Read-only. |
| Rejected by multibook | multibook's result file reported an error for it. The error is shown on the entry. | Fix the cause, then export it again in a new file. |
| Voided | Cancelled by a user (with a reason). It is never exported. | Read-only. |
Opening an Entry
Click a row to open the entry. The dialog shows, top to bottom:
Correcting an Entry Already Sent to multibook
An Exported or Accepted entry is never changed. Instead, open it and click Correct Entry. ANTE makes two new entries: a reversing entry (the same lines with debit and credit swapped, which cancels the sent entry in multibook) and a corrected copy for you to edit. Someone else approves both before they go to multibook.
- Start the correction
Click Correct Entry, give a Reason (at least 3 characters) and, if needed, a Posting date for both new entries (empty means today). Click Correct Entry. Both new entries get the status Correction awaiting approval. An entry can have only one open correction at a time.
- Edit the corrected copy
The entry now shows a Correction section with the Sent entry, the Reversing entry and the Corrected copy, each with its status; click a number to open it. Who asked for the correction, when and why are shown underneath. In the corrected copy's lines you can change the Account, Amount, Department, Segment, Biz partner, Tax code, Tax amount and Description, then click Save Line on that line (Discard undoes unsaved changes). The debit and credit totals update as you type and say if the entry is not balanced; the corrected copy's issues are listed below the lines. Every saved change is recorded in the history.
- Approve or reject
Someone other than the person who asked for the correction, and anyone who edited it, clicks Approve Correction. Both entries must pass their checks; if not, the message says what is wrong. Approval is also refused if the sent entry is no longer marked as sent to multibook (for example multibook rejected it in the meantime) — the message tells you to reject the correction instead. After approval both export like any other entry, with one difference: the reversing entry and the corrected copy always go to multibook in the same export file. The person who asked for or edited the correction does not see Approve. Anyone can click Reject Correction and give a reason: both new entries are voided, the sent entry stays as it is, and it can be corrected again.
A reversing entry shows Reversal of and a corrected copy shows Correction of at the top, with a link to the sent entry.
Save or discard your line changes before approving — Approve is not available while a line has unsaved changes.
An Example: a Balanced Entry
A sales invoice step has a rule with three lines: debit the receivable for the invoice total, credit sales for each invoice line, and credit output VAT. For invoice INV-0042 (two lines, 6,000 and 4,000, plus 1,200 VAT) the entry is:
| # | D/C | Account | Department | Biz partner | Tax | Description | Debit | Credit |
|---|---|---|---|---|---|---|---|---|
| 1 | D | 1100 Receivables | - | C0001 | - | - | 11,200.00 | |
| 2 | C | 4000 Sales | SALES | - | - | Steel A | 6,000.00 | |
| 3 | C | 4000 Sales | SALES | - | - | Steel B | 4,000.00 | |
| 4 | C | 2200 Output VAT | - | - | V12 | - | 1,200.00 | |
| Totals | 11,200.00 | 11,200.00 |
| Total debit (line 1) | 11,200.00 | |
|---|---|---|
| Total credit (lines 2 + 3 + 4)6,000.00 + 4,000.00 + 1,200.00 | 11,200.00 | |
| DifferenceDebits equal credits, so no "don't match" issue is raised. | = | 0.00 |
| Department on the sales lines | Status | Issues shown |
|---|---|---|
| SALES | Ready | None |
| Empty (account 4000 requires a department) | Incomplete · 2 issues | Line 2: account 4000 requires a department. Line 3: account 4000 requires a department. How to fix: fill in the department (or set where it comes from on the rule). |
Common Tasks
Check and fix an Incomplete entry
- Open the entry. Read the Issues list; each issue says what is wrong and How to fix it.
- If a line is missing something you can add, click Fill blanks on that line (see below).
- If the problem is in the rule (for example a wrong account or an amount formula error), fix the rule on the workflow step, then use Regenerate from the step.
- Click Re-check. The entry is checked again against today's chart of accounts and export set-up, and its status updates.
Fill the blanks on a line
Fill blanks appears on a line only while that line has something empty that can be filled. Only empty fields can be filled — accounts and amounts can never be changed here, and every fill is logged in the History.
Only the fields that are empty on the line are shown. Click Save.
Regenerate an entry from its step
Use this when the rule or the document was corrected after the entry was made, and the entry is not sent yet.
- Open the entry and click Regenerate from the step. (This button only appears on entries that came from a workflow step.)
- Type a Reason — at least 3 characters; it is saved in the history.
- Confirm. The step's rule runs again with its current document and makes a new entry; the old entry is voided and the new one is linked to it. The dialog switches to the new entry, which shows Regenerated from and a link back to the old one.
Void an entry
- Open the entry and click Void.
- Type a Reason (at least 3 characters; saved in the history).
- Confirm. The entry becomes Voided and will not be exported.
Export entries to multibook
- Tick the entries to send and click Export selected, or click Export all Ready.
- Each entry is re-checked first. Only Ready entries go into the file; the others are skipped — left out, never changed — each with its reason. An entry that changed while the file was being made (for example another user exported it at the same moment) is skipped too, with the reason Changed while exporting — not exported; the rest are still exported. A correction's reversing entry and corrected copy must go together: if only one of them is selected (or Ready), both are skipped with the reason Correction pair must be exported together. If the entry being corrected is no longer sent to multibook, both are skipped with Correction pair: the entry it corrects is no longer sent to multibook — not exported.
- A result window shows the new batch number, the entry count and how many were skipped. When some were skipped, a warning at the top says N entries skipped, and the Skipped entries list below shows each entry number with its reason. Click Download file, or Open export batches to continue there.
| Entry | At export time | Result |
|---|---|---|
| JE-000012 | Ready | In the file (batch entry count 2) |
| JE-000013 | Ready | In the file |
| JE-000014 | Incomplete (account 9999 is not in the chart of accounts) | Skipped — listed with that reason |
How It Connects
Set up first
- Process Builder (journal-entry rule) — an entry only exists if its workflow step has a journal-entry rule.
- GL Account Mapping — rules that use an account role need the role mapped to an account, or the line has no account.
- Chart of Accounts — every account on an entry must exist, be active, and have the dimensions it requires.
- multibook Export Settings — the company code and default document type needed before entries can be exported.
Gets its data from
- Processes — a finished (and approved) step with a rule generates the entry from the step's document.
Feeds into
- Export batches — Ready entries are put into a multibook file; multibook's answer comes back as Accepted or Rejected.