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Help centre · Finance

The journal: manual entries and reversals

Find any entry, post an entry by hand for things the system does not know about, and correct mistakes with a reversal.

Who can do this: Viewing needs View accounts. New entry, Import opening balances and Reverse need Manage accounts (Tenant admin by default).

Find an entry

Finance → Journal lists every entry with Number, Date, Source, Memo, Lines, Total and Status. Filter by From and To dates, Source (Sale, Return, Void, Shift close, Goods receipt, Manual, Reversal or Opening balance), Period and Account, or search by number or memo. Export CSV downloads what you see.

Click a row to open it. The detail shows each line with its account, debit and credit, and where relevant the currency, exchange rate, party (supplier or customer), VAT rate and sales channel.

Post a manual entry

Use a manual entry for things no screen records for you: rent, electricity, an owner putting money in, a loan, depreciation, or a correction your accountant asks for.

  1. Click New entry.
  2. Set the Entry date and a Memo that says what the posting is for.
  3. On each line choose an Account, add a Description if useful, and enter a debit or a credit, not both.
  4. Click Add line for more lines. An entry needs at least two lines.
  5. Check the totals under the lines. Total debit must equal Total credit; a Difference is shown until they match.
  6. Click Post entry. The new JE number is shown.

Example: rent of LKR 50,000 paid from the bank is a debit to Rent and a credit to Bank current account.

Large entries may need approval

If your company has set an approval limit for manual journals under Settings → Approvals, an entry at or above that limit is not posted straight away. You see Sent for approval, and the entry waits in Approvals for a second person with the approvals permission. It posts when they approve it. The person who raised it cannot approve it.

Correct a mistake with a reversal

Posted entries cannot be edited or deleted. This keeps a clean audit trail. To undo an entry, reverse it and, if needed, post the right one.

  1. Open the entry from the journal list.
  2. Click Reverse and confirm.
  3. A new entry with the opposite debits and credits is posted with today's date. Both entries are linked: use Open reversal and Open original to move between them.
  4. Post a new correct entry if the original should have been different rather than removed.

Supplier payments and customer receipts are undone with Void on their own screens, which also reopens the bills or the customer balance. Use that instead of reversing their journal entries.

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