Journals
The Journals module records manual accounting entries that aren't automatically generated by the system, keeping your records accurate under the double-entry principle. Each journal entry records one or more debits, one or more credits, and a clear description.
Key functions
- Record manual financial transactions
- Modify entries when corrections are needed
- Duplicate entries to quickly recreate similar transactions
- Delete entries no longer required
- Attach receipts and supporting documents for audit evidence
- Download entries for sharing, review, and record-keeping
When to use journals
Manual adjustments, correcting accounting errors, posting accruals or provisions, entering opening balances, and transferring balances between accounts.
How journals work
Every entry must be balanced (Total Debit = Total Credit), can contain multiple line items, and can be saved as draft or posted. Once posted, the entry impacts reports such as Profit & Loss and Balance Sheet.
Creating a journal entry
- Open Journals from the main menu and click Add Journal.
- Select the journal date and enter a reference if required.
- Enter a memo describing the journal.
- Select the payee.
- Choose the appropriate debit and credit accounts.
- Enter debit and credit amounts, ensuring totals balance.
- Click Save.
Updating, duplicating, deleting
All three start from the three-dot (⋯) menu on the entry:
- Update — modify the required fields and Save.
- Duplicate — review the auto-filled details and Save to create the new journal.
- Delete — confirm the delete action. Only draft journals can be deleted; deletion is permanent and doesn't affect reports.
System-generated journals
Entries created automatically when an Invoice, Bill, Credit Memo, or Vendor Credit is created cannot be edited or deleted.
Period locking
If the accounting period is finalized, editing is blocked and a "Period Locked" message appears. Exception: adjusting journal entries are allowed.
FAQs
Why can't I post a journal entry? It's likely unbalanced — ensure Total Debits = Total Credits and all required fields are filled.
Can I edit a posted journal entry? No — posted entries are locked for audit integrity. Reverse the entry and create a new one.
How do I correct a mistake in a posted journal? Use Reverse — the system creates an opposite entry — then create a corrected journal.
Do entries affect reports immediately? Drafts have no impact; posted entries are reflected immediately.
Can I attach files? Yes — receipts, invoices, and supporting files.
Is there a line limit? No fixed limit.
Debit vs credit? Debit increases assets/expenses or decreases liabilities; credit increases liabilities/income or decreases assets.
How do I find a specific entry? Filter by date range, status, account, or reference.