Manual Journals

We recommend using Manual Journals for exceptional cases that cannot be handled by the systems features and functions. Should you find that you are using Manual Journals often, let us know, so that we can discuss this with you how we can build a more efficient and controlled process within the system.

Manual Journals can be created against three things. Organisations, Accounts and Tax Codes.

Each journal line item can be created against a different date which needs to be considered. Should you run reports that do not include all the dates used within the journal created, the reports would not balance. People only use different dates on journal line items in exceptional cases.

Any journal created against an Organisation will use the Accounts Receivable or Accounts Payable account linked to the Organisation and these journals will appear on their statements and the aging reports. No journals should be done directly against your accounts receivable and accounts payable accounts. 

No journals should be made directly against your VAT control account. Should you do this and find the need to do this under an exceptional case that we have not encountered yet, please let us know.

Any journal that needs to affect the VAT control account can be made on a separate line by using a TaxCode line and then using the tax code drop down list as above or by using inline tax code (that will then calculate and generate the tax ledger entry). It is the tax codes that are used to create your tax ledger VAT Report. If you journal directly against the vat control account the vat would not appear on the VAT report. 

Please see above for an example of using an organisation, account and tax code in one journal. 

You are also easily able to duplicate journals to be edited and posted for efficiency. Should you want to reverse a journal, use the duplicate reverse icon which will duplicate the journal and reverse the debits and credits of the journal for you. Please note, duplicated journals are not linked to the source journal (you can add notes for reference if you want to) and will have their own unique number sequence.