Mastering G-L Entry Descriptions in D365 Business Central

Welcome everyone! Today, we're going to talk about an important topic that affects every user of D365 Business Central: i.e., Descriptions in G-L Entry.

Now, you might be thinking, 'Descriptions? That sounds boring!' But trust me, accurate and detailed descriptions are crucial for keeping your financial records organized and up to date. Plus, they can help you avoid costly mistakes and make your life easier in the long run.

Why are G/L Entry Descriptions Important?

Accurate and detailed descriptions are crucial in G-L entry in D365 Business Central. They provide a clear understanding of the purpose and nature of each transaction, helping users track and analyze financial data effectively.

For example, imagine you have two transactions with the same amount: one is for office supplies, and the other is for travel expenses. Without proper descriptions, it would be difficult to differentiate between the two transactions and understand their impact on your company's finances. This could lead to confusion and errors in financial reporting.

 

How to Enter G/L Entry Descriptions?

When entering general journal lines on a page, the system fills in automatically the description field. This description will also be stored in the G/L entry after posting the journal. For a good audit trail, a more detailed description is desirable, when you post a journal line of type G/L Account.

To force the user to enter a more detailed description, it is possible to choose if the system must fill in automatically the description of the G/L account or leave the field blank.

If the Omit Default Descr. in Jnl. Field check box on the G/L Account Card page is checked, the system will not fill in the Description field for that G/L account when selected in a general journal line.

When posting the journal lines, the system will check if all the Description fields are filled in. If there is a blank description, an error message will appear.

 

Note: Leaving the description field blank and checking if all the description fields are filled in before posting, will only be done on the general journal pages in several application areas and on the local Cash Bank Giro pages

 

Best Practices for Writing Descriptions:

Use clear language when writing descriptions. Avoid using technical acronyms that may not be familiar to all users.

Include relevant information in the description, such as the purpose of the transaction or the account being used. This will help other users understand the context of the entry.

Consider the audience when writing descriptions. If the entry will be viewed by multiple users, make sure the description is understandable to everyone.

Be specific and provide enough detail to accurately describe the transaction.

Proofread descriptions before submitting them to ensure accuracy and clarity.