Journals
Journals are manual accounting entries used to record adjustments, corrections or transactions that don’t originate from a purchase invoice, service charge invoice or bank posting. A journal has a date, a reference, and two or more lines that must balance (total debits equal total credits).
Common uses include accruals, prepayment adjustments, depreciation entries and correcting mispostings. Journals post directly to the accounting ledger and immediately affect budget code balances.
List View
Section titled “List View”
| Column | Type | Description |
|---|---|---|
| Reference | number | The system reference number for this journal. |
| Versions | number | The version number — journals may be revised to correct errors while preserving an audit trail. |
| Transaction Date | date | The date this journal transaction is posted to the accounts. |
| Cycle | picklist | The budget cycle (financial year) this journal is posted to. |
| Period | picklist | The period within the budget cycle this journal is posted to. |
| Name | text | A descriptive name or reference explaining the purpose of this journal. |
| Notes | longText | Additional notes about this journal entry. |
Detail View
Section titled “Detail View”
| Field | Type | Description |
|---|---|---|
| Reference | number | The system reference number for this journal. |
| Versions | number | The version number — journals may be revised to correct errors while preserving an audit trail. |
| Transaction Date | date | The date this journal transaction is posted to the accounts. |
| Cycle | picklist | The budget cycle (financial year) this journal is posted to. |
| Period | picklist | The period within the budget cycle this journal is posted to. |
| Name | text | A descriptive name or reference explaining the purpose of this journal. |
| Notes | longText | Additional notes about this journal entry. |
| Total Debits | number | The total debit value across all lines. Must equal total credits for a balanced journal. |
| Total Credits | number | The total credit value across all lines. Must equal total debits for a balanced journal. |
| Transaction Details | grid | The individual debit and credit lines that make up this journal. |
| Reference | text | Reference number for this journal line. |
| Account | picklist | The budget code (account) this line is posted to. |
| Schedule | picklist | The lease schedule this line is allocated to. |
| Bank Account | picklist | The bank account this line is posted against, if applicable. |
| Debit | number | Debit amount for this line. |
| Credit | number | Credit amount for this line. |
| Notes | longText | Description or notes for this journal line. |
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