Journal entries
Post an adjustment the accountant asks for, such as a correction, a write-off or a balance moved between accounts, with debits equal to credits.
/accounts/journal/newA journal entry is for what no other screen covers: an adjustment the accountant asks for, such as a correction, a write-off, or a balance moved from one account to another. A sale, a receipt or an expense belongs on its own screen instead, where it gets a document and a number the party can quote.
Post a journal entry
Open the form
On Cash & Bank, select New journal entry.
Choose the firm and the date
Choose the Firm whose books the entry goes in, and the Date. When the page shows one firm, the form starts on it. When it shows both, you must choose, because an entry filed in the wrong firm's books balances perfectly and is still wrong.
Write the narration
In Narration, say what the entry is for, as an auditor will read it. At least three characters are required.
Enter the lines
Each line is a debit or a credit on one account.
- Choose the Account. Only the chosen firm's accounts that are still in use are offered, grouped as in the chart of accounts.
- Enter an amount in Debit (₹) or in Credit (₹), not both. Typing in one clears the other.
- A line on Sundry Debtors must name the Party whose balance it moves.
The form starts with two lines. Select Add a line for more, up to 50, and the bin icon to remove one.
Check it balances
Below the lines, the totals of the debits and credits are shown. The form says Balanced. when they agree, or how much it is out by and which side is more.
Rules
SalesYatra refuses a journal entry unless:
- the debits and the credits come to the same total, and it is more than nought;
- it has at least two lines;
- each line is either a debit or a credit, not both;
- every account belongs to the chosen firm, because each firm keeps its own books;
- every line on Sundry Debtors names a party, and no line on any other account does, because only Sundry Debtors keeps balances party by party;
- its date is after the day the firm's books are closed, so a filed GST return keeps agreeing with the books. See Setup.
Cancel a journal entry
A journal entry is never edited or deleted. Find it in the Daybook, open it by its number, and select Cancel entry. Write a Reason of at least three characters and confirm. The entry is reversed line for line, and its number stays taken. To correct an entry, cancel it and post it again.
Who can post
Only Accounts (Billing) and Administrators can post or cancel a journal entry. The Accountant (read-only) sees a note that journal entries are entered by the accounts desk, and can read every posted entry in the Daybook.
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