--- title: "Automated journal entries from every receipt, delivery, invoice and payment" description: "1flux creates automated journal entries from goods receipts, deliveries, invoices and payments, through one gateway that checks every posting before it lands." url: https://1flux.ai/products/accounting/automated-posting last_updated: 2026-10-11 --- [Part of 1flux Accounting](https://1flux.ai/products/accounting) # Automated journal entries from every receipt, delivery, invoice and payment Operational documents post their own balanced journals through one gateway, in the same step as the stock, so the ledger is always current. ## In short 1flux creates automated journal entries from the documents your team already posts: goods receipt reports, delivery notes, sales invoices, customer payments, purchase invoices, write-offs, stock counts and opening balances. Every posting runs through one gateway that checks the period, the balance and the account mapping. It writes stock and the journal in one transaction, and it never posts the same document twice. Supplier payments post to the ledger too. Every posting document passes the same four checks, then writes stock, cost layers and the journal in one step. View as text 1. Stores post goods receipt report GRR-2026-0074 for 40 of 50 ordered units. It goes to the posting gateway, the only path to the ledger. 2. Check 1: an open accounting period covers the posting date. 3. Check 2: the entry balances, so debits equal credits. 4. Check 3: every account resolves through the posting account mapping. 5. Check 4: the document can't post twice. A repeated submit replays the first result. 6. In one step, 1flux writes the stock quantity (40 units into Jebel Ali warehouse), the cost layer (40 at AED 14.20) and the journal: Dr Inventory AED 568.00, Cr goods received not invoiced AED 568.00. 7. Delivery notes, sales invoices, customer payments, purchase invoices, write-offs, stock counts and opening balances pass the same gateway. The problem ## Why is the ledger always catching up? Because operations and accounting run in separate systems. Invoices are batched into the accounting package, and cost of sales is posted from a stock report. Today Invoices batched into the package Cost of sales from a stock report Late receipts missed or doubled Journals typed by hand With 1flux 1. Goods receipt report 2. Delivery note 3. Sales invoice 4. Customer payment 5. Ledger Today, the ledger is rebuilt from batches and reports. In 1flux, each document posts its own journal as it happens. Late-month receipts go missing, or get counted twice. Then stock says one number, the ledger says another, and nobody can prove which is right. One path ## One posting gateway, and nothing else writes the ledger In 1flux, every journal and every stock movement is written by one posting service, the posting gateway. No other part of the product can write to the ledger, and an automated test fails the build if any other code tries. That single path is why stock and the ledger stay in step. When a [goods receipt report](https://1flux.ai/glossary/goods-receipt-report) posts, the stock quantity, its cost layers and the balanced [journal entry](https://1flux.ai/glossary/journal-entry) are written in one database transaction. Either all of it lands, or none of it does. Posted journal lines and stock movements are append-only in the database. An accountant can still post a manual journal to an inventory account, so the Accounting overview’s **Stock vs ledger** check flags any difference between the two. 1. Documents - Receipts Goods receipt reports, delivery notes, write-offs, stock counts - Invoices Sales and purchase invoices, customer payments 2. The only path - Gateway Period, balance, mapping, one post per document 3. Written together - Ledger Stock movements, cost layers and journal lines, append-only Documents above, one gateway in the middle, stock movements and journal lines written together below. Automated journal entries ## What posts automatically, and what it posts Each of these documents posts its own journal at the moment shown. Revenue is recognised at invoice and cost of sales at delivery. Sales and purchase VAT post to their own Output VAT and Input VAT accounts, at the rates in force on the document date. | Document | Posts when | Journal | | -------------------------------------------------------------- | ---------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Goods receipt report (stock lines) | Stores post the report | Dr Inventory / Cr [Goods received not invoiced](https://1flux.ai/glossary/goods-received-not-invoiced) (GRNI) | | Goods receipt report (non-stock lines) | Stores post the report | Dr Purchase expense / Cr GRNI | | Goods receipt report under standard cost | Stores post the report | Dr Inventory at standard, with the difference to [purchase price variance](https://1flux.ai/glossary/purchase-price-variance) / Cr GRNI | | [Purchase invoice](https://1flux.ai/glossary/purchase-invoice) | Finance posts it from received lines | Dr GRNI, Dr Input VAT / Cr Accounts payable. A price difference against the order goes to [invoice price variance](https://1flux.ai/glossary/invoice-price-variance), with a reason; a rate difference goes to FX gain or loss. | | Supplier payment | Finance pays suppliers and allocates each payment to purchase invoices | Payments post to the ledger | | [Delivery note](https://1flux.ai/glossary/delivery-note) | The warehouse dispatches goods | Dr [Cost of goods sold](https://1flux.ai/glossary/cost-of-goods-sold) / Cr Inventory, at the entity’s costing method | | Sales invoice | Finance chooses **Post invoice** | Dr Accounts receivable (with the customer on the line) / Cr Sales revenue / Cr Output VAT | | Customer payment | Finance chooses **Record payment** | Dr Cash or bank / Cr Accounts receivable at the invoice’s booked rate, with any difference to FX gain or loss | | Stock write-off | The write-off is posted | Dr Inventory adjustment / Cr Inventory | | Stock count | The count is posted | A loss: Dr Inventory adjustment / Cr Inventory. A gain: the reverse. | | Opening stock | The import is posted | Dr Inventory / Cr Opening balance equity | | Opening trial balance | Once, on the cutover date | One balanced opening journal | | Voids and reversals | A document is voided or reversed | An exact mirror of the original journal | Quotations, requisitions, purchase orders and GRN check-ins carry no ledger effect. A transfer between two warehouses of the same entity moves its cost with the stock. Checks ## What checks do automated journal entries have to pass? Before anything reaches the ledger, the posting gateway checks it. If a check fails, nothing posts and the person sees what to fix. The period is held while the posting runs, so it can’t close halfway through. A missing mapping or exchange rate blocks the post with an instruction rather than a guess, and a repeated submit or double-click replays the original result instead of posting twice. Posting gateway Before anything reaches the ledger - An operating entity Consolidation-only entities can’t post. - On or after the cutover date Nothing lands before the books start. - An open period Held while the posting runs, so it can’t close halfway. - A balanced journal Debits equal credits, every time. - Mapped accounts Every purpose resolves through your account mapping. - An exchange rate For foreign-currency documents. Never a guess. - One post per document A double-click replays the first result. - A record Each system posting writes an audit row on its source document. If a check fails, nothing posts, and the person sees what to fix. Provisional costs ## Agree the price later, and keep stock valued Suppliers often deliver before the final price is agreed. 1flux handles this with a “PO without price”. 1. **Receive at a provisional cost.** The goods receipt report posts Inventory and GRNI at a provisional value, taken from the last purchase price or standard cost. 2. **Track what’s still provisional.** The Accounting overview shows a row such as “3 goods receipt reports still have provisional costs”, and step 2 of the close checklist won’t tick until they’re cleared. 3. **Agree the price on the purchase order.** On an entity that uses weighted-average costing, 1flux can revalue the receipt, posting the difference between Inventory and GRNI at the receipt’s original exchange rate. Read more about [inventory costing and valuation](https://1flux.ai/products/inventory/costing-and-valuation). 1. Purchase order (No prices yet): Issued . Nothing posts. 2. Goods receipt report (GRR-2026-0081): Provisional . Posts Dr Inventory , Cr GRNI. 3. Agree prices . Nothing posts. 4. Revaluation (At receipt-date rate) . Posts Inventory adjusted. Receive at a provisional value, agree the price, then revalue at the receipt-date rate. Traceability ## Drill down from any ledger line to its document Every automatic journal knows where it came from. In the account ledger, each line links to its journal and its source document: the goods receipt report, delivery note, invoice or payment. A sales invoice lists the journal it posted among its related documents, and the journal register filters by source: goods receipts, deliveries, inventory, opening balances and reversals. Every journal lands in the [general ledger](https://1flux.ai/products/accounting/general-ledger), per entity. 1. General ledger (Debits equal credits). 2. Account ledger (Inventory · running balance). 3. Journal (Dr Inventory · Cr GRNI). 4. Goods receipt report (GRR-2026-0074): Posted. Every ledger line links to its journal and the document behind it. Corrections ## Correct at the source, not in the ledger Automatic journals are read-only in the journal screens. You correct the document, and 1flux posts the accounting. Each document posts once and reverses once. If the original period is closed, the reversal posts on today’s date in the open period, so closed months stay closed. | Document | How you correct it | What 1flux posts | | --------------------------- | ----------------------------------------------------------- | --------------------------------------------------------- | | Sales invoice | **Void invoice** with a reason, while nothing has been paid | A mirror journal; the quantities become invoiceable again | | Customer payment | Void it with a reason | A mirror journal; its invoices reopen | | Purchase invoice | Void it | A mirror journal | | Goods receipt report | Accounting reverses it | A mirror of both the journal and the stock | | Transfer between warehouses | Reverse the posted transfer | The stock moves back, with its cost | Each correction posts an exact mirror of the original, linked back to it. How it works ## Six documents, six journals, and nobody typed a journal line Follow one order from purchase to payment in an AED entity. Every step posts to the ledger as it happens. 1. ### Receive 40 of 50 units Stores post a goods receipt report. Inventory and GRNI post at the order price. 2. ### Post the supplier invoice GRNI clears, input VAT and the payable post, and a price difference goes to invoice price variance with its reason. 3. ### Dispatch 30 units The delivery note posts cost of goods sold at weighted average cost. 4. ### Invoice what was delivered Finance invoices the 30 delivered units. Receivable, revenue and output VAT post. 5. ### Get paid The customer pays. The bank account is debited and the receivable cleared. 6. ### Pay the supplier Pay suppliers and allocate each payment to purchase invoices. The payment posts to the ledger. One flow ## Connected to the rest of 1flux Automated posting is how every other part of 1flux reaches the books. 1. [Purchasing](https://1flux.ai/products/purchasing/goods-receiving) Receipt, invoice → Inventory, GRNI 2. [Sales](https://1flux.ai/products/sales-orders) Delivery, invoice → COGS, AR 3. [Inventory](https://1flux.ai/products/inventory/stock-control) Counts, write-offs → at cost 4. Automated posting Journal → general ledger 5. [General ledger](https://1flux.ai/products/accounting/general-ledger) - **Purchasing and receiving.** Goods receipt reports and purchase invoices post Inventory, GRNI, VAT and variances, and supplier payments post to the ledger as you pay. See [goods receiving](https://1flux.ai/products/purchasing/goods-receiving). - **Sales.** Delivery notes, invoices and payments post cost of sales, receivables, revenue and cash. See [sales orders and fulfilment](https://1flux.ai/products/sales-orders). - **Inventory.** Write-offs, counts and opening stock post at cost. See [stock control](https://1flux.ai/products/inventory/stock-control). - **The ledger.** Every journal lands in the general ledger, per entity. Who it's for ## Who relies on automated posting? Anyone who needs the ledger to match the business on any given day, not only after month-end. - ### [Finance managers](https://1flux.ai/products/accounting) Keep the ledger current every day, not at month-end. - ### Accountants Review postings instead of typing them, and correct at the source. - ### [Owners](https://1flux.ai/blog/stock-and-accounts-disagree) Stop the month-end argument between the stock report and the accounts. FAQ ## Questions, answered Still deciding? [Talk to sales](https://1flux.ai/contact) ### Which documents create automated journal entries in 1flux? 1flux posts journals automatically from goods receipt reports, purchase invoices, delivery notes, sales invoices, customer payments, stock write-offs, stock counts, opening stock and the opening trial balance, and supplier payments post to the ledger too. Voids and reversals post exact mirror journals, and a transfer between warehouses of the same entity moves its cost with the stock. ### How do automated journal entries keep inventory and the ledger in step? 1flux writes the stock quantity, its cost layers and the balanced journal in one database transaction through one posting gateway, so either all of it lands or none of it does. That single path keeps stock and the ledger in step, and the Accounting overview's Stock vs ledger check flags any difference that a manual journal to an inventory account creates. ### Do supplier payments post to the ledger in 1flux? Yes. In 1flux you pay suppliers and allocate each payment to purchase invoices, and payments post to the ledger. Purchase invoices are built from posted goods receipt reports, so by the time you pay, GRNI is cleared and input VAT, the payable and any invoice price variance have already posted. ### How do I correct an automatic journal in 1flux? 1flux keeps journals created by documents read-only in the journal screens, and posted lines are locked everywhere. To correct one, void or reverse the source document, such as the sales invoice or goods receipt report. 1flux then posts an exact mirror journal and links it to the original, so the trail stays complete. ### What happens if a posting account isn't mapped? 1flux stops the posting and tells you what to fix. Every journal line resolves through your posting account mapping, checking item-level overrides first and then the default for each purpose. If a purpose such as Output VAT has no account, posting stops with a message that links to the mapping page, and the Accounting overview shows a "Posting is blocked" row. ### How does 1flux stop a document posting twice? 1flux gives every posting through the gateway an idempotency key, a unique reference for that submission. If the same submit arrives twice, from a double-click or a retry, 1flux returns the result of the first posting instead of creating a second journal. Each document can post once and reverse once, and every journal links back to the document that created it. ### When does 1flux recognise revenue and cost of sales? 1flux recognises cost of sales when goods are dispatched, because the delivery note posts cost of goods sold against Inventory. Revenue is recognised when the sales invoice posts, along with the receivable and output VAT. Services can be invoiced without a delivery. Partial deliveries and partial invoices each post for their own quantities. ### What happens to postings in a closed period? 1flux refuses them. Every posting path checks for an open period covering the posting date, so nothing lands in a month you've closed. If you void or reverse a document whose original period is closed, the mirror journal posts on today's date in the open period, leaving the closed month untouched. ### Does 1flux post realised FX gains and losses automatically? Yes. When a customer payment or purchase invoice settles at a different rate from the original document, 1flux posts the realised FX gain or loss automatically. A customer payment clears the receivable at the invoice's booked rate while the bank side uses the payment date's rate, and a missing rate blocks posting with an instruction rather than a guess. Related ## Keep exploring ### [1flux Accounting](https://1flux.ai/products/accounting) Books that keep themselves: every receipt, delivery, invoice and payment posts its own journal. ### [General ledger and journals](https://1flux.ai/products/accounting/general-ledger) A chart of accounts in minutes, journals that can't be rewritten and periods that stay closed. ### [Goods receiving (GRN)](https://1flux.ai/products/purchasing/goods-receiving) Check deliveries in on a GRN, then post stock and the journal on a goods receipt report. ### [Costing and valuation](https://1flux.ai/products/inventory/costing-and-valuation) Weighted average, FIFO or standard cost per company, with cost layers you can audit. ### [Why your stock report and your accounts never agree](https://1flux.ai/blog/stock-and-accounts-disagree) The five reasons stock and the ledger drift apart, a step-by-step reconciliation and a worked template. ### [Goods received not invoiced (GRNI), explained](https://1flux.ai/blog/goods-received-not-invoiced-explained) The journals from goods receipt to supplier invoice, why the balance creeps up and a month-end routine that keeps it clean. Last updated 11 October 2026