BasisBasis
Transactions

Journal Entries

Post any manual double-entry journal directly to the General Ledger. Use for period-end adjustments, accruals, depreciation, and corrections not covered by other voucher types.

Menu: Transactions → Journal Entries · Route: /journals

Journals list

Creating a Journal Entry

Go to Transactions → Journal Entries, then click New.

  1. Set the Date for the journal.
  2. Enter a Narration (required) describing the purpose — e.g., "Monthly depreciation — machinery".
  3. Optionally enter a Reference Number and select a Project.
  4. Add journal lines by clicking Add Line. Each line needs an Account and either a Debit or Credit amount.
  5. The balance indicator at the bottom shows whether total Debit = total Credit. The entry cannot be saved until it is balanced.
  6. Click Save Journal Entry once balanced.
Journals form

Header fields

FieldStatusNotes
Document NumberAutoAuto-generated from the JV voucher series. Can be overridden.
DateRequiredEffective date of the journal. Blocked if the period is locked.
Reference NumberOptionalExternal reference, source document number, or other identifier.
CurrencyOptionalForeign currency when Multi-Currency is enabled. Exchange rate auto-loads from the rate table.
ProjectOptionalTag all lines to a project for project-level reporting.
NarrationRequiredOverall description / memo for the journal. Appears on all ledger entries.

Journal line fields

FieldStatusNotes
AccountRequiredSearch by account code or name. Any active account can be used.
NarrationOptionalPer-line description. Overrides the header narration for this ledger entry.
DebitDr/CrEnter a positive debit amount. Setting Debit clears Credit for the same line.
CreditDr/CrEnter a positive credit amount. Setting Credit clears Debit for the same line.
The Save button is disabled until Total Debit = Total Credit. The balance indicator at the bottom turns green and shows "Balanced" when the entry is ready to post.

Editing & Deleting

Open any journal from the list and click Edit (pencil icon) or Delete.

Immutable vouchers: Every edit or delete archives the original journal as a full JSON snapshot in the Audit Trail before making changes. The journal ID is preserved on edit so all foreign-key references remain intact.

Viewing & Printing

From the journal detail page, click Print / Preview to open the printable journal voucher showing all debit and credit lines with account codes and the balanced totals.

Journals preview

Common Use Cases

  • Depreciation: Debit Depreciation Expense, Credit Accumulated Depreciation.
  • Accrued expense: Debit Expense, Credit Accrued Liabilities.
  • Prepaid amortization: Debit Expense, Credit Prepaid Expenses.
  • Correction entry: Reverse the incorrect entry then post the correct one.
  • Opening balance setup: Use the dedicated Opening Balances module instead — it uses the same journal mechanism but provides a guided interface.
  • Contra Entries — simplified fund transfer between two cash/bank accounts
  • Opening Balances — guided journal for initial account balances
  • Audit Trail — full history of all journal edits and deletions
  • All Reports — General Ledger and Trial Balance reports