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Microsoft Dynamics GP

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Enter a Dynamics GP journal entry
Write

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.

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Enter a Dynamics GP journal entry
Enter a Dynamics GP journal for 30 September: debit 6120 Freight Out 1,250, credit 2000 Accounts Payable 1,250, September freight accrual.
Both accounts are active and allow entry, and the journal balances. - Entry: September freight accrual, dated 30 September - Debit: 6120 Freight Out, 1,250.00 - Credit: 2000 Accounts Payable, 1,250.00 - Batch: GL-SEP-ACCRUALS, standard entry Shall I create the journal entry?
Microsoft Dynamics GP
Sample figures. Your results come from your own account.
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

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Microsoft Dynamics GP

Microsoft Dynamics GP
Run it on your own Microsoft Dynamics GP data.

Connect Microsoft Dynamics GP, pick your AI tool and paste the prompt.

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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.

Prompt
**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.

Your AI tool

02

Check

It confirms each account exists, is active and allows entry, and that it balances.

microsoft-dynamics-gp-get-gl-account

03

Confirm

You see the entry number, batch, type and every line and approve.

No items found.

04

Create

It creates the entry and checks it, or says it is waiting in its batch.

Your AI tool

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.

get-data

microsoft-dynamics-gp-get-gl-account

Returns chart of accounts records from Dynamics GP General Ledger, including account type, posting type, typical balance and whether each account is active. Filter by active, typical balance, account alias, posting type, account type, modified date, account number and main account segment, and pick the company and the maximum number of records.
run-action

microsoft-dynamics-gp-gl-account-transaction-add

Adds a journal entry in Dynamics GP through eConnect; GP defaults any field not listed. Requires reference, transaction date, journal entry, batch number and transaction type. Optional: reversing date, source document, series and currency ID. Writes to the live Dynamics GP company database.
run-action

microsoft-dynamics-gp-gl-account-transaction-add-line

Adds a journal entry line in Dynamics GP through eConnect; GP defaults any field not listed. Requires journal entry, batch number, debit amount, account number and credit amount. Optional: originating master ID, originating document number, description, document date and currency ID. Writes to the live Dynamics GP company database.
get-data

microsoft-dynamics-gp-get-gl-account-transaction

Returns posted and history journal entry lines from Dynamics GP General Ledger, with the account, journal entry, transaction date and debit and credit amounts. Filter by series, transaction date, originating master ID, journal entry, debit amount, account number, batch number and account description, and pick the company and the maximum number of records.
Read only.Nothing in Microsoft Dynamics GP Changes

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.

How Popdock AI secures your data

The outcome

Balanced journals on valid accounts

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Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

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