Entering Journals

View - Accounting - Journal Entry

The module for Journal entry contains several automated routines i.e. treatment of VAT codes and registering payments. On this page the most basic form of registration is described, while the rest of the chapter describes the more automated routines.

In the top half of the window you see the lines for the item you are currently entering. In the lower half of the window an overview of previously entered journal items is displayed. If you select Hide Journal list from the top half of the window the lower window is hidden.

Tip! You can simplify the journal registration process by using the check boxes below Enter-stop in the user settings. This feature enables you to decide where the cursor is to move to when you press [ENTER]. Setting this according to your needs may save a lot of key strokes.

Tip! To make journal entries more efficient, we recommend that you make familiarise yourself with the shortcut keys. Read more in Shortcuts for Journal Entry.

Example of how to register a journal in Journal Entry

This example is based on the user settings setup Normal. You will find the various setups on the Default tab in the user settings.

Go to View - Accounting - Journal Entry.
Click New. Alternatively, press [Ctrl] + [N] on your keyboard.
Enter the Journal type, Date and Period for the journal entry. You can change the journal type by pressing [/] and [*] on your keyboard.
Enter the Account number you are making an entry to in the Chart of Accounts column. You can open the Chart of Accounts by pressing [-] on the numerical keypad to select the N/C.
Enter any Double entry N/C.
Note! A double entry will automatically be made with the amount that is entered in the first N/C. If you wish to enter one journal line at a time, you can hide this column in the User Settings.
Press [ENTER]. The cursor will move to Debit or Credit, depending on the default for the N/C (selected in the settings for Chart of Accounts).
Enter the amount and press [ENTER]. If you have entered a Double entry N/C, a new line, with a corresponding amount, will be created. If one of these accounts has been set up with a VAT code, the amount will be divided between the relevant tax N/C and double entry N/C.
Click Insert entry line to add a line to the entry.
Click New or press [+] if you would like to enter a new journal entry.
Repeat the above steps until all your journal items are entered.
Click Update ledgers or leave the journal items saved in Journal Entry.

The journal has been entered.

Tip! It is possible to edit journals after they have been posted. This functionality allows you to edit posted invoices and journals without needing to credit the item or redo work already done. Read more in Edit Posted Invoices and Journals.

Currency: If you use different currencies when entering journals, you should select to show the Currency within the journal. You can define this within the Columns tab in the user settings for journal entry.