Journal Entries
Overview
Journal Entries allow you to manually record double-entry accounting transactions. Each journal entry must balance — the total debits must equal the total credits. Journals are used for adjustments, corrections, accruals, and other transactions that don't originate from invoices or expenses.
Journal Entry List
Displays all journal entries in a sortable data table.
Create Journal Entry
How to Create a Journal Entry
- Click the Create Journal Entry button.
- You will be taken to the journal entry form.
Form Sections
Header Information
| Field | Required | Description |
|---|---|---|
| Journal ID | Auto | Auto-generated unique ID (with refresh button to regenerate) |
| Date | Yes | Transaction date (date picker) |
| Reference | No | External reference number or code |
| Description | No | Brief description of the journal entry |
Journal Lines
Add multiple debit and credit lines. Each line contains:
| Field | Description |
|---|---|
| Account | Select from Chart of Accounts (searchable dropdown) |
| Debit | Debit amount (mutually exclusive with Credit) |
| Credit | Credit amount (mutually exclusive with Debit) |
| Description | Line-level description |
| Amount | Auto-calculated display |
Important: Debit and Credit are mutually exclusive on each line. Entering a value in one clears the other.
To add a line: Click the Add Item button. To remove a line: Click the remove button (hidden if only one line exists).
Balance Summary Card
| Field | Colour | Description |
|---|---|---|
| Total Credit | - | Sum of all credit amounts |
| Total Debit | - | Sum of all debit amounts |
| Difference | Green if balanced, Red if not | Must be zero to save |
- Click Save Entry when the journal is balanced.
Validation: The journal entry cannot be saved if Total Debits ≠ Total Credits.
View Journal Entry
Journal Detail Page
Click on a journal entry to view its details.
Header Section
- Journal ID badge
- Reversal badge (if this is a reversed entry, shown with "REV-" prefix)
- Action buttons: Export PDF, Reverse, Back
Details Grid
| Field | Description |
|---|---|
| Journal ID | Unique identifier |
| Date | Transaction date |
| Reference | External reference |
| Created | Timestamp of creation |
Journal Lines Table
| Column | Description |
|---|---|
| Account | Chart of account name |
| Description | Line description |
| Debit | Debit amount |
| Credit | Credit amount |
| Amount | Net amount |
Totals Row
- Total Debits and Total Credits
- Balance status: "Balanced" (green) or shows the difference amount (red)
Reverse Journal Entry
How to Reverse a Journal Entry
- Open the journal entry detail page.
- Click the Reverse button.
- A confirmation popover will appear.
- Confirm the reversal.
What happens:
- A new journal entry is created with all debits and credits swapped.
- The new entry's reference is prefixed with "REV-".
- The original journal entry remains unchanged for audit purposes.
- If any lines were linked to bank accounts, the bank account balances are updated accordingly.
Export Journal as PDF
Single Journal
Click the PDF Export button on the journal detail page.
All Journals
The PDF export includes:
- Company name and "Journal Entries" title
- Export date
- Each journal block with: ID, date, reference, description
- Line items table: Account, Description, Debit, Credit
- Totals per journal
- Summary section: Total journals, grand total debits/credits
Delete Journal Entry
From the journal list, select Delete from the actions menu and confirm.