Create and post a manual journal
An adjusting journal, such as a prepaid expense or an accrual, recorded straight in the general ledger.
Before you start
- Access to post journals.
- The accounts you need are active in the Chart of Accounts. The account picker only lists active accounts.
- Supporting files if any: PDF, JPG, PNG or XLSX, up to 10 MB each and 10 files.
Steps
Step 1: Open the journal form
In the sidebar, choose Accounting, then Journals, and click Add journal. The Post a new journal form opens on the same page.
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The journal list with the Add journal button.
Step 2: Fill in the journal context
In Journal context, fill in the Journal date, Posting date, a Reference if any, and the Transaction memo. The posting date decides the journal's period. A branch, division or project can be chosen in Default dimensions.
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The Journal context section with journal date, posting date, reference and memo.
Step 3: Attach the evidence
In Attachments, click Choose files or drop the files on the box. Attachments can only be added now, before posting.
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The Attachments section with the Choose files button.
Step 4: Fill in the debit and credit lines
In Debit and credit lines, choose the Account, fill in the Description, then enter the Debit or the Credit, one side only per line. Click Add line if you need more than two lines.
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Debit and credit lines with account, description and amounts.
Step 5: Make sure the journal balances
Check the Total debit, Total credit and Difference. Once the status reads Ready to review, click Review journal.
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Total debit, total credit and a zero difference with the Ready to review status.
Step 6: Review, then post
In Review journal before posting, check it once more. Posting is immediate, with no approval. Click Post journal, or Back to edit to change something.
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The journal review page with the Post journal button.
When you are done
- The journal is Posted with the source Manual GL, and goes straight into the general ledger and the reports.
- A posted journal can't be edited. To correct it, see the tutorial Correct a posted journal.
- If a line uses a cash or bank account, the journal becomes a Cash & Bank transaction and is managed from Cash & Bank.
Common problems
A message says debit and credit must match exactly
Every line needs an account and an amount on one side only. Adjust the amounts until the Difference is 0.
A message says the journal date must be on or before the posting date
The Journal date can't be after the Posting date. Move the posting date later or the journal date earlier.
A message says the manual journal failed to post
Most often the posting date falls in a closed period. Check its status in Month End Close. Missing access is the other cause, including Cash & Bank write access for a cash or bank account line.
An attachment was forgotten
Attachments can only be added before posting. On the detail page they can only be downloaded.
Something still unclear?
Ask us on WhatsApp. The Finday team replies during office hours and can walk you through it in your own account.