Journal Entry
Journal Entry is used to create manual journals that are not created automatically by other modules. This form is usually used for adjustments, corrections, or special accounting entries.
Used By
accounting or finance staff
Data Type
transaction
Search Keys
Division
When to Use This Form
- When finance needs to create an adjusting, accrual, or correction journal.
- When the transaction does not come from the purchasing, sales, inventory, or cash/bank modules.
- When debit and credit accounts need to be recorded with a clear memo for audit.
Before You Start
- Make sure the division and the accounts to be used are active.
- Prepare the basis for the entry, such as a correction memo, adjustment summary, or finance instruction.
- Decide the debit account, credit account, and journal amount first so the entry does not need repeated corrections.
Workflow
- Open Finance / Journals & Period / Journal Entry.
- Fill in the division, invoice, date, time, and a note explaining the reason for the journal.
- Add the debit and credit account lines in Journal Entry.
- Make sure the debit and credit amounts balance before the data is saved.
- Save, then follow the validation message if the application finds invalid data.
Key Fields
| Field | Explanation for Users | Status |
|---|---|---|
Division
division |
Division indicates the business unit that owns this manual journal. | Required |
Invoice
jtid |
Invoice is the manual journal number. | Required |
Date
jtdate |
Date determines the accounting period of the journal. | Required |
Time
jttime |
Time helps distinguish journals made on the same date. | Required |
Journal Entry
journaltrans |
Journal Entry contains the debit and credit account lines that make up the manual journal. | Required |
Last Modified
updatetimestamp |
Last Modified is audit information filled in automatically by the application. | Optional |
Details and Relations
- Journal Entry must be checked line by line, especially the account, debit/credit position, and amount of every line.
What Happens After Saving
- The manual journal is saved as an accounting record and can affect the financial reports.
- The debit/credit account lines are the basis for account balance changes.
- If the journal is not balanced or a required field is empty, the application rejects the save and shows a validation message.
Common Problems
- Journal cannot be saved: check the division, invoice, date, and the Journal Entry lines.
- Debit and credit are not balanced: re-check the amount on every account line.
- Report is wrong: check the period, accounts, and journal memo used.
Available Fields
The following list summarizes the fields available on the form. Rarely used fields are still listed so they are easy to look up during training or support.
| Field | Explanation for Users | Status |
|---|---|---|
Division
division |
Division indicates the business unit that owns this manual journal. | Required |
Invoice
jtid |
Invoice is the manual journal number. | Required |
Date
jtdate |
Date determines the accounting period of the journal. | Required |
Time
jttime |
Time helps distinguish journals made on the same date. | Required |
Note
memo |
Note is used for additional remarks so the reason for the entry or data change is easy to understand. | Optional |
Change Note
memoedit |
Change Note is used for additional remarks so the reason for the entry or data change is easy to understand. | Optional |
Journal Amount
journalvalue |
Journal Amount shows the total amount of the manual journal being created. | Optional |
Approved
approved |
Approved shows the review status of the journal if the approval flow is used. | Optional |
Printed
printed |
Printed shows the print status of the document. | Optional |
Journal Entry
journaltrans |
Journal Entry contains the debit and credit account lines that make up the manual journal. | Required |
Created By
usercreate |
Created By is audit information filled in automatically by the application. | Optional |
Modified By
useredit |
Modified By is audit information filled in automatically by the application. | Optional |
Last Modified
updatetimestamp |
Last Modified is audit information filled in automatically by the application. | Optional |
User Checklist
Menu Location
- Finance / Journals & Period / Journal Entry
/form/journal