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Catch journal problems before you post
For finance teams who want a general journal batch checked for balance, accounts and duplicates before posting, 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
A journal looks fine until posting fails, or posts twice
A general journal batch can look fine until posting fails on a blocked account, or worse, posts a duplicate. Checking balance, accounts, dates, blanks and repeated document numbers by hand is tedious and easy to rush.
Without PopdockAI
- Total each document's debits and credits
- Check every account allows posting
- Scan dates and blank descriptions
- Search the ledger for earlier postings of each number
With PopdockAI
- Each document is checked for balance
- Accounts, dates and blank fields are tested
- Duplicate lines and earlier postings are found
- Pass or fail per check with a verdict, and nothing is posted
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Check the general journal batch `{batch-name}` for problems before it is posted.
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: Find the batch**
Call `business-central-get-general-journal-batch` with name set to `{batch-name}`. If nothing comes back, try name.contains and list the matches. Note balance-account-number, total-debits, total-credits, balance and number-of-lines.
**Step 2: Lines and documents**
Call `business-central-get-general-journal-line` with journal-batch-name set to the batch name. Call `business-central-get-general-journal` with batch-name set to the batch name for the per-document totals.
**Step 3: Checks**
* Balance: each document-number should net to zero unless the batch has a balance-account-number. Flag unbalanced documents.
* Accounts: for each distinct account-number where account-type is G/L Account, call `business-central-get-account` with account-number. Flag accounts that are blocked, not account-type Posting, or have direct-posting false.
* Dates: flag posting-date values in the future, or more than 60 days in the past.
* Blanks: flag lines with no description or no document-number.
* Duplicates: flag lines with the same account-number, amount and posting-date.
* Repeats: for each document-number call `business-central-get-general-ledger-entry` with document-number set. A hit means that number has already been posted.
**Step 4: Report**
* Batch summary: lines, debits, credits, balance
* A pass/fail line per check
* Problem lines: line number, document number, account, amount, the problem
* A one-line verdict: ready to post, or not
**Rules & Guidelines:**
* This prompt is read-only. Do not call any tool named business-central-create-* or business-central-update-*, in particular not `business-central-update-journal-line`. Posting happens in Business Central.
**Validation:**
* If the batch has no lines, say so and stop.Who it's for
One answer, three teams that use it
Controllers
Review batches before approval
Get a pass or fail per check and a one line verdict before you approve posting.
Review journal batch RECLASS-NOV in Business Central before I approve it.
Accountants
Catch errors while they are easy to fix
Unbalanced documents, blocked accounts and old dates are found before posting fails.
Check batch ADJ-1103 in Business Central for balance, account and date problems.
Internal auditors
Spot duplicate postings
Each document number is checked against the ledger, so an entry is not posted twice.
Has any document in Business Central batch ACCR-DEC been posted before?
How it works
What PopdockAI does when you ask
You name the batch and your AI assistant runs every check on it in Business Central. You get a verdict and the problem lines, and nothing is changed or posted.
01
Ask
You name the batch.
02
Read
It reads the lines and per-document totals.
03
Check
It tests balance, accounts, dates, blank fields, duplicates and earlier postings.
04
Report
You get pass or fail per check, problem lines and a verdict.
The outcome
Journal problems caught before you post
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