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Journal Entry — User Guide

Journal Entry — User Guide

Module: Accounting
Audience: Accountants, bookkeepers, finance administrators
Version: 1.0.0
Last updated: 2026-07-22

Overview

A journal entry is a manual accounting transaction that debits and credits one or more accounts in the chart of accounts. Use journal entries for adjustments, accruals, reclassifications, and other postings that are not created automatically from invoices, expenses, or bank activity.

Prerequisites

Role Typical permissions
View the journal list Accounting Journal entry → View
Create entries Accounting Journal entry → Create
Edit entries Accounting Journal entry → Edit
Delete entries Accounting Journal entry → Delete

Accounts must exist in the Chart of accounts before you can post to them.

Step-by-step: View journal entries

  1. Go to Accounting → Journal entry.
  2. Optionally set From date and To date to filter the list.
  3. Review columns:
    • Journal date — with a recurring indicator when applicable
    • Number - Description — entry number and memo
    • Reference — external reference text
    • Amount — balanced total of the entry

Row actions (when permitted): Export excel, Edit, Delete.

Step-by-step: Create a journal entry

  1. Go to Accounting → Journal entry.

  2. Click Add.

  3. Complete the header:

    • Number — assigned automatically (you may change it)
    • Journal date — required
    • Reference — optional
    • Recurring Journal Entry — optional schedule (months or custom interval)
    • Description — overall memo for the entry

  4. Add lines in the grid:

    Column Description
    Account Ledger account from the chart of accounts
    Debit Debit amount (leave credit empty on the same line)
    Credit Credit amount (leave debit empty on the same line)
    Description Line-level note

  5. Use the + button to add rows and − to remove rows.

  6. Confirm the totals at the bottom: Debit and Credit must match and be greater than zero.

  7. Click Submit.

Expected result: The entry is saved and appears in the list. Account balances update through the general ledger history.

Step-by-step: Edit a journal entry

  1. Open Accounting → Journal entry.
  2. Click Edit on the row.
  3. Change header fields or line amounts.
  4. Click Submit.

Editing replaces all line postings for that entry. Entries generated from a recurring parent may restrict changes to the recurring schedule.

Step-by-step: Delete a journal entry

  1. Click Delete on the row and confirm.

Or select multiple rows → Bulk actions → Mass delete → Confirm (requires Delete permission).

Expected result: The entry and its ledger lines are removed.

Step-by-step: Export an entry

  1. On the list, click Export excel under the journal date.

The download includes the entry header and each line (account, debit, credit, description). Export requires Edit permission.

Recurring journal entries

On the entry form, set Recurring Journal Entry to repeat every N months or choose Custom to set interval and duration (Total cycles or unlimited). Future entries are generated by the system according to the schedule.

If an entry was created from a recurring template, the recurring controls may be locked on the child record.

Field reference

Field Required Description
Number Yes Journal entry identifier
Journal date Yes Effective date of the posting
Reference No External document or source reference
Description No Header memo (rich text)
Account (per line) Yes GL account
Debit or Credit (per line) Yes (one per line) Amount on one side only
Amount (totals) Yes Debits must equal credits

Common issues

Symptom Likely cause What to do
Cannot open Journal entry Missing View permission Request Accounting Journal entry → View
Submit blocked — debits and credits Lines do not balance Adjust amounts until totals match
Invalid value alert on a line Neither debit nor credit filled Enter an amount on each line
Warning: books closed Journal date on or before closing date Pick a later date or ask admin about close settings
Cannot save (access denied) Missing Create or Edit on submit Request appropriate permission
Bulk delete unavailable UI permission typo Delete entries one at a time

Related features

  • Chart of accounts — accounts used on journal lines
  • Accounting → Setting → General — close the books and closing date
  • Reports — trial balance, profit and loss, balance sheet reflect journal postings

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