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Manual journals

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A manual journal posts debits and credits directly to any accounts. Use it for entries no other document covers: corrections, accruals, reclassifications, owner drawings, loan entries, salary accruals.

Go to Accounting › Manual Journals and click Add.

Creating a journal

  1. Set the Date, Reference No, Project Name, Currency and Notes (up to 500 characters). In another currency than the base one, each debit and credit and the totals show their base-currency value under them, and changing the currency converts the lines already entered (each keeps its base value; changing only the rate keeps the amounts).
  2. Add lines: choose the Account, type a Description, and enter the amount in Debits or Credits. Search accounts by group: assets, liabilities, income, expenses. If your company has more than one project and Cost Centers & Branches is on in Settings › Preferences › General (your plan must include it), each line also has a Project: it starts as the journal's project and follows it when you change the journal's project, until you choose another project for that line. Each line is posted to its own project.
  3. The totals must be equal: "DR amount and CR amount must be equal." The Difference shows what is missing.
  4. Save as Draft, or Save and Post to post it.

The journal number is given automatically; it must be unique.

Statuses

  • Draft: saved, not posted. Can be edited or deleted freely.
  • Posted: posted to the ledger.

The list can show All Journals, Draft Journals or Posted Journals. Clone copies a journal as a new one.

Checks when posting

  • Negative cash: if the journal would make a cash account negative, you are refused when Negative Cash is off ("Negative cash is disabled. This journal would create a negative cash balance."), or asked to confirm when it is on. Deleting a posted journal with a cash debit line takes that money back out, and is checked the same way ("This change creates a negative cash balance. Continue?").
  • Budget: with Budget Warning on, a journal that takes an expense account over its approved budget asks you to confirm.
  • Closed period: a date in a closed month or year is refused.
  • Every account must belong to your company.