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Enter balanced Business Central journals against valid accounts
For finance teams who want general journal entries checked for balance and valid accounts before they land, by asking their AI assistant.
On this page
Connector
Connect Microsoft Dynamics 365 Business Central, pick your AI tool and paste the prompt.
The problem
An unbalanced journal is found only at posting time
Entering a general journal means checking every account can take a direct posting, making sure debits equal credits and keying lines without errors. An unbalanced batch or blocked account turns up only at posting.
Without PopdockAI
- Check each account allows direct posting
- Key lines and total debits and credits by hand
- Reuse a batch name already in use
- Find the error when posting fails
With PopdockAI
- The batch name is checked for existing use
- Every account, customer, vendor and bank line is validated
- Debits must equal credits per document or it stops
- You preview every line, and the batch is never posted
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Create a general journal batch `{batch-code}` containing the entries in `{entries}`, posting on `{posting-date}` (default today).
Pass `{company}` as the company argument on every call. If `{company}` is empty, leave the company argument out so the connector's default company is used.
**Step 1: Check the batch name**
Call `business-central-get-general-journal-batch` with name set to `{batch-code}`. If it already exists, stop: the tools can only add lines to a batch created in this conversation, because no read tool returns a batch's id.
**Step 2: Resolve accounts**
For each G/L account in `{entries}` call `business-central-get-account` with account-number, or name.contains. Each must be account-type Posting, not blocked, and direct-posting true. Customer, vendor and bank lines are checked with `business-central-get-customer`, `business-central-get-vendor` or `business-central-get-bank-account`.
**Step 3: Balance**
Debits must equal credits for each document number. If they do not, stop and show the difference. Give lines without a document number a shared one derived from `{batch-code}`.
**Step 4: Preview and confirm**
Show the batch and a table of lines: posting date, document number, account type, account, description, debit, credit. Ask for confirmation.
**Step 5: Create**
After confirmation:
1. Call `business-central-create-journal` once with code `{batch-code}`, template-display-name GENERAL (unless the user named another template) and display-name. Keep the id it returns.
2. For each line call `business-central-create-journal-line` with journal-id set to that id, posting-date, document-number, account-type, account-number, amount (positive for debit, negative for credit) and description. Keep each returned id.
3. If a line comes back wrong, correct it with `business-central-update-journal-line` using its id. Use `business-central-update-journal` only to change the batch's display-name or balancing-account-number.
**Step 6: Confirm the result**
Call `business-central-get-general-journal-line` with journal-batch-name `{batch-code}` and show totals. Say the batch is not posted; posting happens in Business Central. Suggest the review-journal-before-posting prompt.
**Rules & Guidelines:**
* Do not call any create or update tool until the user has confirmed the exact values shown in the preview.
* Never create an unbalanced batch.
* Call `business-central-create-journal` exactly once.
**Validation:**
* If an entry does not say whether it is a debit or a credit, ask.Who it's for
One answer, three teams that use it
Accountants
Enter month end journals faster
Describe accruals and reclasses in plain words and get a validated, balanced batch.
Enter batch RECLASS-NOV in Business Central: debit 6200 Rent 1,500 and credit 6100 Office Expenses 1,500, dated November 30.
Controllers
Review journals before they post
Batches are never posted, so every entry still passes your review first.
Create an accrual journal in Business Central batch ACCR-DEC for 3,200 of audit fees to 2100, and leave it unposted.
Bookkeepers
Catch blocked accounts before posting
Accounts that cannot take a direct posting are caught at entry, not when the batch fails.
Enter a journal moving 900 from 6400 Travel to 6450 Meals in Business Central, batch ADJ-1103.
How it works
What PopdockAI does when you ask
You give a batch name and the entries and your AI assistant validates them in Business Central. Nothing is created until you confirm, and the batch is left unposted for review.
01
Ask
You give a batch name, the entries and optionally a posting date.
02
Check
It checks the batch name, every account and that debits equal credits.
03
Confirm
You preview every line and say yes.
04
Create
It creates the batch and lines, reads back totals and leaves it unposted.
The outcome
Balanced journals against valid accounts
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One prompt template with infinite possibilities.
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