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Enter balanced journals on valid Dynamics GP accounts
For accountants who want a general journal entered in Dynamics GP with every account and the balance checked, by asking their AI assistant.
On this page
Connector
Connect Microsoft Dynamics GP, pick your AI tool and paste the prompt.
The problem
Journals posted to bad accounts or out of balance
Entering a general journal in Dynamics GP by hand risks an inactive account, an account that does not allow entry, or a journal that does not balance. A line that fails halfway leaves an entry out of balance and hard to spot.
Without PopdockAI
- Look up each account to check it is active
- Add up debits and credits by hand
- Key every line into the journal window
- Find a half entered journal later
With PopdockAI
- Every account is checked as existing, active and open to entry
- Debits must equal credits to the cent
- No balancing line or amount is ever invented
- A failed line is reported and the entry is checked afterwards
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Enter a general journal entry for `{description}` dated `{transaction-date}` (default today) with lines `{journal-lines}`, only if every account is valid, debits equal credits, and the user confirms.
Pass `{company}` as `company` on every call (if it is empty, omit `company` and the default company is used). Pass a generous `max-records` (1000). If a result comes back with exactly that many rows, say the result may be truncated.
**Step 1: Parse**
Parse `{journal-lines}` into account, debit and credit per line. Each line has either a debit or a credit, never both. Stop and ask if a line is unclear.
**Step 2: Validate accounts**
For each account call `dynamics-gp-get-gl-account` by `account-number` (fall back to `account-description.contains` if the user gave a name, and confirm the match). Stop if an account does not exist, is not `active`, or does not allow account entry (`allow-account-entry`).
**Step 3: Balance**
Total debits must equal total credits to the cent. If not, stop and show the difference; do not add a balancing line.
**Step 4: Confirm**
Ask the user for the journal entry number, the batch number, and whether it is a standard or reversing entry (and the reversing date if reversing). Show the user exactly what will be written, field by field, and ask for explicit confirmation. Do nothing further without a clear yes. Show date, reference, batch, type, and each line (account, description, debit, credit) with totals.
**Step 5: Write**
1. Call `dynamics-gp-gl-account-transaction-add` once with `journal-entry`, `batch-number`, `reference` set to `{description}`, `transaction-date`, `transaction-type` and `reversing-date` when reversing.
2. Only if that succeeded, call `dynamics-gp-gl-account-transaction-add-line` once per line with `journal-entry`, `batch-number`, `account-number`, `debit-amount` and `credit-amount` (0 on the side not used) and `description`.
If a line fails, stop immediately and tell the user the entry exists but is incomplete and out of balance, listing the lines that were added. Do not retry a failed write automatically. Report the error exactly as returned.
**Step 6: Verify**
Call `dynamics-gp-get-gl-account-transaction` by `journal-entry` if it is visible yet; unposted entries may not appear there, so if nothing comes back say the entry is in batch `batch-number` awaiting posting.
**Rules & Guidelines:**
* The only write tools this prompt may call are `dynamics-gp-gl-account-transaction-add` (once) and `dynamics-gp-gl-account-transaction-add-line` (once per line), after Step 4.
* Never invent a line, change an amount, or pick a different account without the user saying so.
**Validation:**
* If there are fewer than two lines, stop and ask for the rest.Who it's for
One answer, three teams that use it
General ledger accountants
Key journals without account errors
Every account is checked before entry, so the journal goes in once and does not bounce in the batch.
Enter a Dynamics GP journal for 31 October: debit 6400 Rent 8,000, credit 2100 Accrued Expenses 8,000, October rent.
Controllers
Know nothing was adjusted for you
Unbalanced journals are refused, not fixed, so every amount posted is one you entered.
Post a reclass in Dynamics GP: move 3,200 from 6120 to 6130, dated 30 September.
Staff accountants
Book month-end accruals quickly
Describe the accrual in plain words and confirm, instead of keying each line into the journal window.
Book a 4,500 accrual for Contoso consulting in Dynamics GP: debit 6200, credit 2000, dated today.
How it works
What PopdockAI does when you ask
You give the description, date and lines, and your AI assistant validates them against Dynamics GP. The entry is created only after you have seen every line and approved it.
01
Ask
You give a description, date and the journal lines.
02
Check
It confirms each account exists, is active and allows entry, and that it balances.
03
Confirm
You see the entry number, batch, type and every line and approve.
04
Create
It creates the entry and checks it, or says it is waiting in its batch.
What PopdockAI provides
The tools behind the answer
Ready made tools for Microsoft Dynamics GP and one secure connection to your AI tool. No code, no exports.
microsoft-dynamics-gp-get-gl-account
microsoft-dynamics-gp-gl-account-transaction-add
microsoft-dynamics-gp-gl-account-transaction-add-line
microsoft-dynamics-gp-get-gl-account-transaction
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
Balanced journals on valid accounts
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.
Join forward-thinking companies that are transforming their operations with intelligent, secure AI automation.

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