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Depreciation and accounting

Journals, GL mapping and reconciliation

Last updated Oct 29, 2026

1. Map your ledger accounts

Do this once, before posting or reconciling.

  1. Open Accounting › General Ledger Mapping on the web, or Accounting › GL Mapping & Imports on the desktop.
  2. Add your GL accounts: by hand, from a trial balance, or by importing an account list.
  3. For each category, map the accounts for asset cost, accumulated depreciation, depreciation expense, CWIP, gain on disposal and loss on disposal. Save the mapping. A category with no account is flagged.

FixedAsset Pro never creates ledgers in your accounting system.

2. Journals

Web edition: Accounting › Journals lists the accounting entries created by posting depreciation, disposals, revaluations, impairments, capitalisations and other asset events. Open one to see its lines, accounts and the source document.

  • Journals are never edited. A journal is corrected by reversing its source document.
  • Export or Export selected downloads journals as a CSV file or an Excel workbook.
  • Send to ERP queues posted journals for an ERP connection set up by an administrator in Administration › Integrations. A journal already queued for a connection is not sent twice. The ERP export column shows Queued for ERP, Received by ERP, Retrying, ERP export failed or Discarded.

Desktop edition: Accounting › Journal Register opens the journal register report with the journals the system has prepared, such as disposal journals, for you to enter or export to your accounts. It needs finance view rights. Posting depreciation runs is not yet available on the desktop.

3. Reconcile the register with the ledger

  1. Load the ledger figures. Import a GL trial balance and ledger entries from the templates, or, on the desktop, pull them through a Tally connection set up under Administration › Integration Management.
  2. Open Accounting › GL Reconciliation and start a new run for the period and book.
  3. The run shows the register total, the GL balance, the difference and the unreconciled items. Drill down from an account to categories, items and assets.
  4. Explain each difference, or raise it as an audit exception.
  5. Submit the run for approval. The approved run records who prepared and who approved it.
Agree with your auditor how often depreciation is posted to the GL, how earlier postings are treated, and which ledger names count as fixed-asset accounts.

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