The Journal Entry Module in FloQast enables you to create journal entries directly within FloQast and seamlessly push them to your ERP system for posting.
To use this functionality, your FloQast entity must be directly integrated with one of the supported ERP systems:
- NetSuite
- Intacct
- QuickBooks Online (QBO)
- SFTP
Setting Up Journal Entry Configuration: Onboarding Flow
If the Journal Entry Module has not been set up previously, you’ll be guided through an onboarding flow to configure your connection and settings.
⚠️ Before beginning the onboarding process, make sure FloQast has the necessary permissions to transmit data to your ERP. If you're unsure, contact your implementation lead for the appropriate setup guide.
Connect an ERP
The first screen in the onboarding flow will display all available ERP connections linked to your FloQast workspace. Simply select the connection you'd like to configure and proceed with the guided setup.
As part of the onboarding process, you’ll be guided through the creation of a Journal Entry Template, which consists of two components:
- Header-Level Fields
- Line-Level Fields
Configure Fields
Step 1: Configure Header-Level Fields
In this step, you’ll select the header-level fields you want to include in your journal entry template. These should exactly match the configuration in your ERP system: field for field.
⚠️ Important: If your FloQast template does not align 1:1 with your ERP setup, any discrepancies detected during journal entry syncs may result in errors. The system may require you to re-approve or re-submit the entry.
Default and Required Fields
Some fields will be automatically selected for you during setup. These include:
- FloQast Base Fields:
- Entity
- Memo
- Transaction Date
- ERP-required fields:
Any fields marked as “required” in your ERP will also be preselected and cannot be deselected.
Next to each field in the template, you’ll see a pencil icon. Clicking this icon allows you to rename the field to a custom label of your choice.
⚠️ Note: Once a field has been renamed, it cannot be reverted to its original name within the interface. Please make any changes carefully.
There is also the option to mark any field as system required. When a field is set as Required, your team will be prompted to complete it before submitting a journal entry, ensuring data completeness and consistency.
Once you have selected all your header-level fields, you can press “Continue”.
Step 2: Configure Line-Level Fields
- FloQast Base Fields:
- Account
- Debit
- Credit
- Description
- ERP-required fields:
Any fields marked as “required” in your ERP will also be preselected and cannot be deselected.
When done, select "Complete" to move on to the next step.
Enable Entities
You can control journal entry access by selecting which FloQast Entities users are allowed to post journal entries from. Only the entities you enable will be available for journal entry posting, helping you manage access and maintain control over where entries can be submitted.
Select Storage Options
Next, you will be prompted to select if you want to store supporting documentation within your cloud storage provider or if you want to only store support within FloQast.
Setting Up Journal Entry Configuration - Post Onboarding Flow
If you want to connect multiple ERP connections, you will need to:
- Navigate to the Journal Entry tab in FloQast.
- Click on the Settings tab.
- Locate the ERP entity you want to configure on the “Unconfigured Connections” subtab and click Edit Configuration.
Fields & Options > Edit Posting Configuration
When configuring how journal entries are sent from FloQast to your ERP, you can choose between two posting statuses:
- Send as Posted
The journal entry will bypass ERP workflows and post directly to the general ledger.
✅ Recommended if you are using journal entry approvals within FloQast. - Send as Unposted
The journal entry will be sent to your ERP but will not be automatically posted to the general ledger. It will follow your ERP’s default posting rules or approval workflows.
✅ Recommended if you are not using journal entry approvals in FloQast.
⚠️ For both options, they may require ERP-specific setting changes. If you encounter permission errors or locked workflow issues, please contact FloQast Support.
⚠️ With Intacct, if approval flows are disabled, the journal entry will still automatically post.
Field & Options > Manage Entities
You can control journal entry access by selecting which FloQast Entities users are allowed to post journal entries from. Only the entities you enable will be available for journal entry posting, helping you manage access and maintain control over where entries can be submitted.
Fields & Options > Sync Fields
If any new accounts or fields are added in your ERP, you must sync them with FloQast to ensure accurate data mapping:
- Go to the Settings section for your ERP integration.
- Click Sync Fields to pull in the latest data from your ERP.
⚠️ Note: Any time a new field is added to the journal entry form in your ERP, a sync is required to update the available fields in FloQast.
Fields & Options > Schedule SFTP Exports
Use this setting to control how often FloQast sends Journal Entry files to your SFTP destination. This keeps your ERP or data warehouse up to date without manual effort.
How to update your schedule:
- Go to Journal Entry Settings
- Select Fields and Options
- Under Manage SFTP Export Schedule, choose how often you want exports to run
- Save your changes
FloQast supports fast and flexible intervals:
- 5 minutes
- 10 minutes
- 20 minutes
- 30 minutes
- 1 hour
- 2 hours
- 3 hours
Choose the interval that matches the level of freshness your team needs. Make sure your technical team has a workflow set up that can pick up files as they arrive at the SFTP server and upload to the ERP.
Frequently Asked Questions
Q: Why are journal entries missing from the view even when all entities are enabled under the Manage Entities Settings?
A: Journal Entries may disappear from the view even if all entities are enabled under Manage Entities. This can happen when an entity is linked to an inactive workflow. The system only displays entries tied to active workflows.
Solution: Check whether the entity is assigned to an active workflow by navigating to Admin Settings > Workflows > Workflow Status. If it’s connected to an inactive workflow, reassign it to an active one to make the Journal Entries visible again.