Posting detail T-charts [in-depth guide] – Workamajig

This guide shows examples of how the system posts transactions to the general ledger in a T-chart format.

NOTES:

Only posted transactions affect the GL.
It's the Lines within the transaction that determine which GL accounts are used.
Account reconciliations do NOT affect the GL.

See the posting detail on any record

From any transaction, click on Status > Posted > Yes, the click the Yes that appears when the transaction has been posted.

This will show you the posting detail of how the record affects the GL.

This is also a great way to self-diagnose any issue you feel may have arisen from the transaction in question.

Account types

There are many account types, but only one can and must be assigned to each GL account. Feel free to use the following chart to resolve any issue you come across to see that it lines up with our examples below.

Account type

Bank

Accounts receivable

Current asset

Fixed asset

Other asset

Accounts payable

Current liability

Long term liability

Credit card

Equity - does not close

Equity - closes

Retained earnings

Income

Other income

Cost of goods sold

Expense

Other expense

Balance type

Debit balance

Credit balance

Debit balance

Debits & credits

Debit

Credit

Debit

Credit

Debit

Credit

Debit

Credit

Debit

Credit

Debit

Credit

Debit

Credit

Debit

Credit

Debit

Credit

Debit

Credit

Debit

Credit

Debit

Credit

Debit

Credit

Debit

Credit

Debit

Credit

Debit

Credit

Debit

Credit

Transaction(s)

Final result

Typical AR

	Account type	Bank		Accounts receivable		Income
	Balance type	Debit balance		Debit balance		Credit balance
	Debits & credits	Debit	Credit	Debit	Credit	Debit	Credit
1. The client has been sent an invoice and is posted. 2. They pay it. A receipt is applied in full and posted.
	Post client invoice			100.00			100.00

	Apply/post receipt	100.00			100.00

	Final result	100.00	0.00	0.00	0.00	0.00	100.00

Typical AP

	Account type	Bank		Accounts payable		Cost of goods sold
	Balance type	Debit balance		Credit balance		Debit balance
	Debits & credits	Debit	Credit	Debit	Credit	Debit	Credit
1. Create a vendor invoice, post it. 2. Generate a payment, apply it to the vendor invoice fully and post it.
	Post vendor invoice				100.00	100.00

	Apply/post payment		100.00	100.00

	Final result	0.00	100.00	0.00	0.00	100.00	0.00

Advance Bill

	Account type	Bank		Accounts receivable		Current liability		Income
	Balance type	Debit balance		Debit balance		Credit balance		Credit balance
	Debits & credits	Debit	Credit	Debit	Credit	Debit	Credit	Debit	Credit
1. Create & post an advance bill invoice. This will have an open and unapplied amount. 2. Then the receipt is entered from the client's payment of the advance, the receipt is Posted and applied to the advance. 3. Finally, an invoice is generated for the actual work done and with the advance applied to the standard invoice.
	Post advance bill			100.00			100.00

	Apply/post receipt	100.00			100.00

	Post client invoice			100.00					100.00
	Apply advance bill				100.00	100.00

	Final result	100.00	0.00	0.00	0.00	0.00	0.00	0.00	100.00

Prebill

Account type

Bank

Accounts receivable

Accounts payable

Current liability

Income

Cost of goods sold

Balance type

Debit balance

Credit balance

Debit balance

Debits & credits

Debit

Credit

Debit

Credit

Debit

Credit

Debit

Credit

Debit

Credit

Debit

Credit

1. An order is approved for a net amount of $80 is approved, yet has a $20 markup, so the gross is $100.

2. The order is then prebilled on a client invoice and posted. The accrual is for the net.

3. Money is received from the client and posted as a receipt.

4. After some time, the vendor invoice comes in for the net accrued amount and is posted.

5. A payment is cleared & posted.

Approve Order ($100 Gross/$80 Net)

Post client invoice

100.00

Accrual IN

80.00

Applypost receipt

100.00

Post vendor invoice

80.00

Accrual OUT

80.00

Apply/post payment

80.00

Final result

20.00

0.00

100.00

80.00

0.00

Credit card charge

	Account type	Bank		Credit card		Cost of goods sold
	Balance type	Debit balance		Credit balance		Debit balance
	Debits & credits	Debit	Credit	Debit	Credit	Debit	Credit
1. A credit card charge is created/posted for $100 (i.e. Processed from connector). 2. The charge is then paid for in the Pay a credit card screen.
	Posted charge				100.00	100.00

	Posted/applied payment		100.00	100.00

	Final result		100.00	0.00	0.00	100.00	0.00

Prepayment AR

	Account type	Bank		Accounts receivable		Current asset		Income
	Balance type	Debit balance		Debit balance		Debit balance		Credit balance
	Debits & credits	Debit	Credit	Debit	Credit	Debit	Credit	Debit	Credit
1. The client sends you a check for no reason, or in anticipation of future work. you post this which goes to Unapplied AR/AP by default. 2. Sometime later you do work for this client and use that prepayment to pay for the client invoice. Using the prepayments tab on the invoice, you apply the prepayment to pay for the invoice and post it.
	Post receipt	100.00					100.00

	Post client invoice			100.00					100.00
	Apply prepayment				100.00	100.00

	Final result	100.00	0.00	0.00	0.00	0.00	0.00	0.00	100.00

Prepayment AP

	Account type	Bank		Accounts payable		Current asset		Cost of goods sold
	Balance type	Debit balance		Credit balance		Debit balance		Debit balance
	Debits & credits	Debit	Credit	Debit	Credit	Debit	Credit	Debit	Credit
1. You send money to your vendor for no reason, or in anticipation of future work. You do not apply the payment to anything, which goes to Unapplied AR/AP by default. 2. Sometime later they do work for you. You use this prepayment to pay for the vendor invoice. Using the prepayments tab on the invoice, apply the prepayment to pay for the invoice and post it.
	Post payment		100.00			100.00

	Post vendor invoice				100.00			100.00
	Apply prepayment			100.00			100.00

	Final result	0.00	100.00	0.00	0.00	0.00	0.00	100.00	0.00

Refund to client

	Account type	Bank		Accounts receivable		Current liability		Income
	Balance type	Debit balance		Debit balance		Credit balance		Credit balance
	Debits & credits	Debit	Credit	Debit	Credit	Debit	Credit	Debit	Credit
1. Sent client an Advance Bill. 2. They pay it and a Receipt is entered and applied to the Advance Bill. 3. But now the client doesn't want any work done and requests their money back. 4. Create a Standard Invoice and apply it to the Advance Bill to spend it, noting what account you post the invoice to. 5. Make the client a vendor. 6. Create a Payment for the client/vendor and use the same account as the Standard Invoice.
	Post Advance Bill			100.00			100.00

	Apply/post receipt	100.00			100.00

	Post client invoice			100.00					100.00
	Apply advance bill				100.00	100.00

	Post payment		100.00					100.00

	Final result	0.00	0.00	0.00	0.00	0.00	0.00	0.00	0.00

Refund from vendor

	Account type	Bank		Accounts payable		Cost of goods sold
	Balance type	Debit balance		Credit balance		Debit balance
	Debits & credits	Debit	Credit	Debit	Credit	Debit	Credit
1. A vendor Invoice was entered. 2. Payment was sent. 3. Yet no work was performed by the vendor or you want a refund. Once refund check clears the bank, enter this transaction as a Journal Entry.
	Post vendor invoice				100.00	100.00

	Apply/post payment		100.00	100.00

	Post journal entry	100.00					100.00

	Final result	0.00	0.00	0.00	0.00	0.00	0.00

Client credit

	Account type	Bank		Accounts receivable		Income
	Balance type	Debit balance		Debit balance		Credit balance
	Debits & credits	Debit	Credit	Debit	Credit	Debit	Credit
1. You send the client an invoice for work done. 2. They send you back a check for less than the amount owed. 3. Depending on the situation, you can clear the remaining balance by creating a credit memo by entering a new invoice with a negative amount equal to the balance.
	Post client invoice $100			100.00			100.00

	Apply/post receipt $80	80.00			80.00

	Apply/post credit memo -$20			-20.00			-20.00

	Final Result	80.00	0.00	0.00	0.00	0.00	80.00

Vendor credit

	Account type	Bank		Accounts payable		Cost of goods sold
	Balance type	Debit balance		Credit balance		Debit balance
	Debits & credits	Debit	Credit	Debit	Credit	Debit	Credit
1. The vendor sends you their invoice. 2. You choose not to pay the full amount for whatever reason. 3. The vendor then issues a credit for the balance. So you enter a Credit Memo to account for this.
	Post vendor invoice $100				100.00	100.00

	Apply/post payment $80		80.00	80.00

	Apply/post credit memo -$20				-20.00	-20.00

	Final result		80.00	0.00	0.00	80.00	0.00

WIP

For more info on WIP, please refer to the Post work in progress (WIP) [in-depth guide].

	Account type	Current asset		Income		Cost of goods sold
	Balance type	Debit balance		Credit balance		Debit balance
	Debits & credits	Debit	Credit	Debit	Credit	Debit	Credit
NOTES: 'when billed' refers to transactions that have either been 'billed on an invoice', 'marked as billed', or 'transferred'. Labor & Misc costs are posted at gross. Production & media invoices are posted at net.
	LABOR at GROSS
	Post WIP	100.00			100.00
	When Billed		100.00	100.00
	Write-Off		100.00	100.00
	EXPENSES
	Post WIP	100.00					100.00
	When Billed		100.00			100.00
	Write-Off		100.00			100.00
	MISC COSTS at GROSS
	Post WIP	100.00			100.00
	When Billed		100.00	100.00
	Write-Off		100.00			100.00
	MEDIA
	Post WIP	100.00					100.00
	When Billed		100.00			100.00
	Write-Off		100.00			100.00

Articles in this section

See the posting detail on any record

Account types

Typical AR

Typical AP

Advance Bill

Prebill

Credit card charge

Prepayment AR

Prepayment AP

Refund to client

Refund from vendor

Client credit

Vendor credit

WIP

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