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Using the General Ledger Link

  • Oct 21, 2025
  • Knowledge

How To
 

Journals will be created for office transactions entered in LEAP. Depending on your accounting basis, you may have journals created for Invoices, Adjustment Notes, Operating Account Payments Received, and Operating Account Expenses Paid.

 
 

You may be asked to log into accounting platform when using certain features for the first time. Enter your accounting platform's credentials and sign in.

  • Desktop
  • Web

View and Edit Journals

 

  1. Click the LEAP Menu > Accounting > under Operating Accounting > General Ledger Link.

    The LEAP General Ledger Link will open in a new window.

    A list is displayed with the Date, Journal No. & Description and Status of each journal.

 
Click to edit heading

Use Search Journals, Export Status and Date Range to filter the journal list if required.

  1. Open a journal to see the details.

  2. You’re able to edit the following fields:

    • Memo
    • Acc No
    • Debit Inc. Tax
    • Tax
    • Credit Inc. Tax
    • Tax
    • Tax Code
    • Tracking

    To add journal lines click New Line.

    To remove journal lines click.

  3. Click Save.

Export Journals

 

To synchronise journals to your accounting software, ensure journals export successfully via the General Ledger Link using these steps:

  1. Click the LEAP Menu > Accounting > under Operating Accounting > General Ledger Link.

    The LEAP General Ledger Link will open in a new window.

  2. Click Sync Now and wait for the export to complete.

 
Click to edit heading

Any journals marked as unexported will be synced, as the Journal's Status dictates whether or not they will be synced.

New credit journals (Operating Accounting to Operating Accounting between LEAP matters) do not need to be reconciled as there is no change in account balance or an exchange of funds.

Set Up Auto Export of Journals

 

You're able to set up LEAP to automatically export your general ledger journals saving you time and effort in manually exporting them.

To Enable (Auto Sync) Auto-Export feature in LEAP:

  1. Click LEAP Menu > Settings > Application Settings.

    The LEAP Application Settings will open in a new window.

  2. Navigate to Accounting > General.

  3. Tick the General Ledger Auto-Export checkbox and click Save

  4. Click the LEAP Menu > Accounting > Office Accounting > General Ledger Link.

    The LEAP General Ledger Link window will open in a new browser window.

  5. In the General Ledger Link window, toggle Auto Sync ON. If Auto Sync doesn’t turn on successfully, you may need to close your browser, sign out of LEAP, and sign back in. Once you return to the LEAP General Ledger Link window, Auto Sync should now be enabled.

  6. If Auto Sync still fails, click the Sync Now button at the bottom of the window which should direct you to your connected  Accounting Platform (eg Xero).
    If prompted, log into your Xero account to authorize the connection with LEAP’s General Ledger Link.

Resolve Journal Errors

 

There may be times when there is an error with a journal. In such cases, you’ll need to open and edit the journal to correct any issues. You may also need to toggle Auto Sync back on if it has toggled off on its own.

Some typical reasons for errors are:

  • Incorrect tax code
  • Incorrect GL account code
  • An imbalance on the journal

If you’re unsure of the error’s cause, we recommend you contact LEAP Support for assistance.

Sync Issues between LEAP and QuickBooks Online (QBO)

 

Error: Validation Exception Was Thrown. Details: Negative Amount Not Supported on a Transaction Line

 

You may encounter an error message stating: 'Validation Exception was thrown. Details: Negative amount not supported on a transaction line.'

This issue typically arises when credit has been applied as a line item to an invoice in LEAP as a negative entry. During the synchronization process, the credit is incorrectly mapped in QBO, appearing in the wrong column as a negative debit.

To correct this error:

  1. Locate the journal entry in LEAP corresponding to the error message.

  2. Review the line items in the journal, identifying the entry that matches the negative amount noted in the error.

  3. Adjust the entry:

    • Move the negative amount from the debit column to the credit
    • Ensure the amount is entered as a positive value in the credit column (i.e., remove the minus sign).
    • Set the corresponding debit column value to zero.

    This adjustment is necessary because the amount in question represents a credit, not a debit, and should therefore be recorded as such.

  4. Resync the corrected journal entry:

    • In LEAP, navigate to the General Ledger Link.
    • Select the checkbox for the relevant journal entry to be synced.
    • In the upper-right corner, click Selected Items > Change Status.
    • Choose New Status > Not Exported, then click Change Now.
    • Finally, click Sync in the bottom-right corner to reattempt synchronization.

    This process ensures that credits applied in LEAP are properly reflected in QuickBooks, maintaining accurate financial records and preventing future sync errors.

 
Click to edit heading

LEAP Support is not QuickBooks certified.

 

You can also connect with a certified QuickBooks accountant through our partnership with Jayva Consulting. For a consultation, please contact them at:

QuickBooks General Ledger Auto Export Disabled

 

  1. Check for LEAP Updates

    • Open LEAP.
    • Navigate to the Menu > About section.
    • Select Check for Updates
      • If an update is available, install it before proceeding.
      • If LEAP is already up to date, continue to the next step.

  2. Attempt to Sync General Ledger

    • Try to sync the General Ledger within LEAP.
    • If the sync fails or the Auto Export feature is still disabled, follow the steps below to reestablish the connection between LEAP and QuickBooks Online.

  3. Reconnect LEAP to QuickBooks Online

      • Open QuickBooks Online and log in as the Administrator (only the QuickBooks Admin can perform this step).
      • In the left navigation menu, select Apps.
      • A window will display all connected apps.
        • Locate LEAP, click the three-dot menu (⋯) next to it, and select Disconnect.
      • Return to LEAP.
        • Open the General Ledger Link.
        • Click Sync Now in the bottom right corner to reestablish the connection.
      • Close and reopen the General Ledger window in LEAP.
      • You should now be able to enable Auto Sync.
 
Click to edit heading

LEAP Support is not QuickBooks certified. For advanced QuickBooks assistance, please contact:

    • QuickBooks Support via the official Intuit Support website.
    • Or reach out to a certified QuickBooks accountant through Jayva Consulting:

Error: Account Not Found

 

You may encounter the error 'Journal Export Error – Account Not Found' when exporting a journal entry from LEAP to QuickBooks.

From the General Ledger Link > Journals, when selecting a journal marked with 'Error', the following error may appear in the journal details: 'Journal Export Error – Account “LEAP123” could not be found in QuickBooks.'

This error occurs when the account “LEAP123” either:

  • Does not exist in QuickBooks, or
  • There is a mismatch between the GL Account Code in LEAP and the corresponding account name in QuickBooks.

Resolution Steps

Step 1: Verify the Account Code in LEAP

  1. Navigate to LEAP Menu > Settings > Application Settings > General Ledger > Account Codes.

  2. Locate the account LEAP123 and copy its Account Code.

Step 2: Check the Account in QuickBooks

  1. Open QuickBooks Desktop.

  2. Go to Chart of Accounts.

  3. Search for the account:

    • If the account exists:
      • Click the arrow next to Account History and select Edit.
      • Update the Name to match the Account Code from LEAP.
      • Click Save & Close.
    • If the account does not exist:
      • Click New to create the account.
      • Enter the Account Code from LEAP as the Name.
      • Complete all required fields and save.
 
Click to edit heading

Important: The account name in QuickBooks must exactly match the GL Account Code in LEAP.

Bank Account Verification (If Applicable)

If syncing issues involve bank accounts, follow these steps to verify information:

  1. In LEAP, go to LEAP Menu >  Settings > Application Settings > Accounting > Bank Accounts > Operating Account.

  2. Open the relevant account.

  3. Ensure all fields marked with a red asterisk (*) match the client's banking information in QuickBooks under the Banking tab.

Step 3: Re-Sync the Journal Entry

Once the account name has been corrected or created:

  1. In LEAP, go to General Ledger Link.

  2. Locate the journal entry that failed to sync.

  3. Select the checkbox next to the entry.

  4. Click Selected Items, then choose Change Status.

  5. Set the status to Not Exported and click Change Now.

  6. Click Sync at the bottom right to retry the export.

 
Click to edit heading

LEAP Support is not QuickBooks certified. For advanced QuickBooks assistance, please contact:

    • QuickBooks Support via the official Intuit Support website.
    • Or reach out to a certified QuickBooks accountant through Jayva Consulting:

Resolving Duplicate Journal Entry Errors in LEAP Using the GL Link

 

When using the General Ledger Link to sync journal entries from LEAP to QuickBooks, you may encounter synchronization issues.

One common error is caused by duplicate document numbers. This guide explains the cause of the error and provides step-by-step instructions for resolving it in QuickBooks and reattempting the sync in LEAP.

Error Description

 

Example Error Message
"MessageValidation Exception was thrown. Details: Duplicate Document Number Error: You must specify a different number. This number has already been used. DocNumber=LJ000XXX is assigned to TxnType=Journal Entry with TxnId=XXX."

What it Means?

This error indicates that the document number (in this case, LJ000XXX) is already in use in QuickBooks. QuickBooks requires unique document numbers for each journal entry, and the duplication prevents the sync from completing.

How to Resolve the Error in QuickBooks

 

Step 1: Locate the Existing Journal Entry

  1. Open QuickBooks Online.

  2. Go to the Accounting tab.

  3. Click on Chart of Accounts.

  4. Find and open the account related to the journal entry.

  5. In the account register, look for entries labeled "Journal" in the Type or Ref No. column.

  6. Identify the journal entry using the duplicate document number (e.g., LJ000XXX).

Step 2: Edit the Journal Entry

  1. Click the journal entry to open it.

  2. Select Edit.

  3. Change Ref No. to a unique document number.

  4. Ensure that no other journal entry is using the new number.

Step 3: Save the Changes

  1. Click Save to apply the changes.

  2. Close the journal entry window.

Re-Sync the Entry in LEAP

 

Once the entry is corrected in QuickBooks:

  1. In LEAP, go to the General Ledger Link.

  2. Find the journal entry that previously failed to sync.

  3. Check the box next to that entry.

  4. Click Selected Items, then choose Change Status.

  5. Set the status to Not Exported and click Change Now.

  6. Click Sync at the bottom right to retry the export.

 
Click to edit heading
  • LEAP Support is not QuickBooks certified.
    If you need more help with QuickBooks, please use the following official resource or contact QuickBooks Support.
  • QuickBooks Help Article: Create or edit journal entries in QuickBooks Desktop
  • You can also connect with a certified QuickBooks accountant through our partnership with Jayva Consulting.

GL Ledger Link Error: 'Validation Exception Error'

 

'Validation Exception Error: When you use accounts receivable you must choose a customer in the name field.'

For detailed instructions on how to resolve the above error, go to the Resolve Journal Errors > Sync Issues between LEAP and QuickBooks Online (QBO) > Error: Account Not Found section above.

 
Click to edit heading

Please check the chart of accounts to ensure that all names are correct and match in LEAP.

 
Click to edit heading

LEAP Support is not QuickBooks certified. For advanced QuickBooks assistance, please contact:

    • QuickBooks Support via the official Intuit Support website.
    • Or reach out to a certified QuickBooks accountant through Jayva Consulting:

Validation Exception was thrown: Business Validation Error

 

When you use Accounts Receivable, you must choose a client in the Name field.
For detailed instructions on how to resolve the above error, go to the Resolve Journal Errors > Sync Issues between LEAP and QuickBooks Online (QBO) > Error: Account Not Found section above.

 
Click to edit heading

Please check chart of accounts to ensure that all names are correct and match in LEAP

 
Click to edit heading

LEAP Support is not QuickBooks certified. For advanced QuickBooks assistance, please contact:

    • QuickBooks Support via the official Intuit Support website.
    • Or reach out to a certified QuickBooks accountant through Jayva Consulting:

Change the Status of Journals

 

The default status of a journal is Not Exported. You’re able to change the statuses manually to one of the following:

  • Hold
  • Not Exported
  • Unhold

  1. Tick the journal(s) and click User-added image. 

  2. Select a Status from the drop-down list.

  3. Click Change.

  4. Select the items > click Sync Now to initiate synchronisation.

Verify the Export Status of Journals

 

It’s a good idea to check the export status of journals to ensure that your accounting platform has all the journals required to balance your accounts.

  1. Click More > Verify.

    A list of journals will display showing the status of each journal.

  2. Click Verify.

    The General Ledger Link will query your accounting platform to find each journal with a status of Success.

  3. Once the query is complete, the list will display a verification status.

    If there are any journals missing from your accounting platform, you’ll need to find and resend the journals.

Purchase Orders

 

LEAP can create and export Purchase Orders.

This can be done by navigating to More > Purchase Orders.

See Creating a Purchase Order for more information.

View and Edit Journals

 

  1. Click on the app launcher This image is not available because: You don’t have the privileges to see it, or it has been removed from the system > under Operating > General Ledger.

    The LEAP General Ledger Link will open in a new window.

    A list is displayed with the Date, Journal No. & Description and Status of each journal.

 
Click to edit heading

Use Search Journals, Export Status and Date Range to filter the journal list if required.

  1. Open a journal to see the details.

  2. You’re able to edit the following fields:

    • Memo
    • Acc No
    • Debit Inc. Tax
    • Tax
    • Credit Inc. Tax
    • Tax
    • Tax Code
    • Tracking

    To add journal lines click New Line.

    To remove journal lines click.

  3. Click Save.

Export Journals

 

  1. Click on the app launcher This image is not available because: You don’t have the privileges to see it, or it has been removed from the system > under Operating > General Ledger.

    The LEAP General Ledger Link will open in a new window.

  2. Tick each checkbox next to each of the journals you wish to export, or alternatively tick the checkbox next to Date to select all journals at once.

  3. Click Sync Now and wait for the export to complete.

Set Up Auto Export of Journals

 

You're able to set up LEAP to automatically export your general ledger journals saving you time and effort in manually exporting them.

  1. Click on the app launcher This image is not available because: You don’t have the privileges to see it, or it has been removed from the system > under Operating > General Ledger.

    The LEAP General Ledger Link will open in a new window.

  2. Toggle Auto Sync on.

Resolve Journal Errors

 

There may be times when there is an error with a journal. In such cases, you’ll need to open and edit the journal to correct any issues.

Some typical reasons for errors are:

  • Incorrect tax code
  • Incorrect GL account code
  • An imbalance on the journal

If you’re unsure of the error’s cause, we recommend you contact the Helpdesk for assistance.

Change the Status of Journals

 

The default status of a journal is Not Exported. You’re able to change the statuses manually to one of the following:

  • Hold
  • Not Exported
  • Unhold

  1. Tick the journal(s) and click User-added image. 

  2. Select a Status from the drop-down list.

  3. Click Change.

  4. Select the items > click Sync Now to initiate synchronisation.

Verify the Export Status of Journals

 

It’s a good idea to check the export status of journals to ensure that your accounting platform has all the journals required to balance your accounts.

  1. Click More > Verify.

    A list of journals will display showing the status of each journal.

  2. Click Verify.

    The General Ledger Link will query your accounting platform to find each journal with a status of Success.

  3. Once the query is complete, the list will display a verification status.

    If there are any journals missing from your accounting platform, you’ll need to find and resend the journals.

Purchase Orders

 

LEAP can create and export Purchase Orders.

This can be done by navigating to More > Purchase Orders.

See Creating a Purchase Order for more information.

Last Modified Date
10/21/2025 11:12 PM
Title
Using the General Ledger Link
URL Name
Using-the-General-Ledger-Link-US

Resolution
Operating Accounting
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Using the General Ledger Link