GL Accounts Not Appearing in Journal Entry Form

Are you trying to create a journal entry but cannot find a specific GL account in the dropdown? This is a common issue that is easy to fix and does not require any assistance from the Aclarian support team. In most cases, the account is already in the system — it simply has a configuration setting that is preventing it from appearing in the Journal Entry Form.

This article explains what causes this issue, how the setting works, and the exact steps you can follow to resolve it yourself in just a few minutes.

WHAT IS THE JOURNAL ENTRY FORM?

The Journal Entry Form in Aclarian is used to manually record financial transactions directly in the General Ledger. When creating a journal entry, you select the GL accounts you want to debit or credit from a dropdown list. If an account is not visible in that dropdown, you will not be able to post against it — even if the account exists elsewhere in the system.

WHY IS THE ACCOUNT MISSING?

Every GL account in Aclarian has a setting called "Actual Account." This setting tells the system whether the account should be available for use in actual financial transactions, like journal entries.

This setting may have been left as "No" when the account was originally created, or it may have been intentionally set that way for budget or summary accounts that are not meant to be posted against directly. If you believe the account should be available for journal entries, you can update this setting yourself by following the steps below.

HOW TO CHECK THE ACCOUNT SETTING

Before making any changes, confirm that this is the cause of the issue by checking the account configuration:

HOW TO FIX IT

FREQUENTLY ASKED QUESTIONS

Q: Will changing this setting affect any other users or accounts?

A: No. Updating the "Actual Account" setting on one account only affects that specific account. It will not impact other accounts, other users, or any existing posted transactions.

Q: Why was the account set to "No" in the first place?

A: There are a few reasons this can happen. The account may have been set up as a summary or budget account that was never intended for direct posting. It may also have been left as "No" by default during initial setup. If you are unsure whether the account should be used for direct posting, check with your Finance Administrator before making changes.

Q: The account still does not appear after I saved. What should I do?

A: First, try a hard refresh of your browser page (Ctrl + F5 on Windows or Cmd + Shift + R on Mac). If the account still does not appear after refreshing, please contact Aclarian Support at clientsupport@aclarian.com.

Q: I do not see an "Actual Account" field on the account. What does that mean?

A: This may mean you do not have permission to edit account settings, or the account layout in your environment is different. Please contact Aclarian Support for assistance.

Q: The account does not exist in Account Management at all. What do I do?

A: If the account is not found in Account Management, it will need to be created before it can be used in journal entries. Please contact Aclarian Support or your system administrator to have the account added.

WHEN TO CONTACT SUPPORT

Please contact Aclarian Support if any of the following apply:

• The "Actual Account" field is already set to "Yes" but the account is still not appearing.
• The account does not exist in Account Management and needs to be created.
• The account is showing as Inactive and you are unsure whether to reactivate it.
• Multiple accounts are suddenly missing from your Journal Entry Form at the same time.
• The account disappeared after an import, data migration, or system update.
• You do not have access to edit account settings in Account Management.

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