Journals and Reversing Journals

Modified on Thu, 7 Aug at 5:22 PM

A journal is used to transfer values between nominal codes without it affecting the Bank.

Create a Journal

You can create a journal via the Entries menu or via the Daybook.

From the main menu, click on Daybook > Journals
Click Add button.

Enter the journal header details:

Enter a Reference
Enter the Tax Date which is the date that will show on reports.
Switch on the Move Cash if this journal should show on cash based reports.
The Move Cash field on the Daybook screen will be ticked when Move Cash has been switched on for that journal.
Switch on the Include VAT if VAT is to be taken into account. If VAT is not to be included, leave this switched off and no VAT code field will be displayed.
Switch on Reverse if this journal is to be reversed out at a later date.

Enter the journal lines:

Select a Nominal. The default VAT will be applied if Include VAT has been switched on.
Update the Description to your required text.
If required, enter an Enterprise and Analysis
Enter the required Quantity and Value
Add additional detail lines until the Outstanding Gross is zero.
Click Save and the journal will show on the daybook screen.

Edit a Journal

If you have made an error you can easily edit your journal.

From the main menu, click on Daybook > Journals
Click on the transaction number (Txn) or double click on the row to open the journal details.
Make the necessary edits to your journal.
Click Save.

To view any changes that have been made to a journal, including the date of the change and by whom, click on the History tab at the bottom. The current values will show in black and any old values will show in red. Click on Details to go back to the entry screen.

Copy a Journal

If you have a similar journal you can copy a previous transaction.

From the main menu, click on Daybook > Journals
Click on the transaction to select it.
Click the Morebutton
Select Copy
Make the necessary edits to your transaction.
Click Save.

You can also copy the journal if you have it open in edit mode.

Click the Morebutton.
Click Copy

Recurring Journals - see Recurring Entries for more details

From the main menu, click on Entries > Recurring
Use the drop down menu from the Add button and select Journal
Enter the frequency and the process date. An End date can be entered if required.
Enter the journal lines as detailed above
Save and Process to create the journal

Remove a Journal

A journal can be removed as long as it is not system generated e.g. for opening balances.

From the main menu, click on Daybook > Journals
Click on the transaction to select it.
Click the Morebutton.
Click Remove.

You can also remove the transaction if you have it open in edit mode.

Click the Morebutton.
Click Remove.

Reversing Journal

Reversing journals enable the user to post a transaction to account for an expense or income at a different date to the actual invoice date. Once the Reverse toggle has been switched On, the Move Cash and the Include VAT toggles will automatically be switched off.

The transaction posts a value to a profit and loss nominal at the date the value to affects the P&L and reverses it out on the date that it would be expected, or is actually, invoiced.

Search and Filters

There is a quick Search option to find Journals in the Daybook using their Reference or Transaction number:

Also you can use the Filter to search on the following criteria:

See the Filters section in FAQ, Support for more details.