Journals

See every entry in your books, and post manual journals of debits and credits, such as depreciation.

Journals shows the ledger: every entry in the books, newest first, whatever made it, from invoices and bills to transfers and opening balances. Owners and admins can also enter manual journals of debits and credits.

Who can do this

Everyone in the workspace can read the ledger.
Only owners and admins can create, post, delete or reverse manual journals. Only they see New journal and Draft journals.
In the demo workspace nothing can be changed.

Steps

Post a manual journal

Open Journals under Analytics in the Finance menu.
Click New journal.
Set the Date and type the Description.
Under Lines, choose an account for each line and enter its Debit (RM) or Credit (RM), not both. Add a Note if you want. A journal needs at least two lines.
Check the Debits, Credits and Difference totals. Debits and credits must be equal before the journal is posted.
Click Save draft, or Save and post.

A draft is not in the books. It waits under Draft journals, where you can Edit, Post or Delete it. Posting gives the journal its number and puts it in the books. After that it cannot be edited.

Reverse a posted journal

Find the posted manual journal in the Ledger and click Reverse.
Confirm with Reverse journal.

This makes a draft dated today with the debits and credits swapped. It reaches the books when you post it. A journal can be reversed once.

Find an entry

Search the Ledger, or filter it by source and by account. Sources include Invoice, Supplier bill, Receipt, Payment, Expense, Transfer, Opening balance, Manual journal and Contra entry.

Common problems

"Debits and credits must be equal before the journal is posted."
"A journal needs at least two lines, each on an active account."
"Each line needs a debit or a credit, not both."
"This journal already has a reversal."
"This date is in a closed period: the books are locked to …" See Accounting settings.
"Only an owner or admin can change accounts or journals."