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Retail Topics

Journal Entry

How to Manage Journal Entries

The Journal Entry module in the Accounts department allows you to view, filter, create, and manage manual accounting entries. This guide will walk you through the complete workflow, from navigating the dashboard to creating balanced journal entries and adding supporting attachments.

**[Image: Overview of the Journal Entry dashboard showing the main list, filters, and top action bar]**

1. Navigating and Filtering the Journal Entry List

When you open the Journal Entry module, you will see a comprehensive list of all your entries. The grid displays key details including the Voucher number, Date, Branch, User, Remarks, Amount, and the current Status (e.g., Approved or Held).

Using the Top Action Bar to Filter Records:

  • Pagination: Use the "Show [10]" dropdown to change how many records appear on a single page.
  • Search Bar: Quickly find specific entries by typing the Voucher Number, Branch name, or User ID.
  • Status Filter: Use the Status dropdown to filter entries by "All," "Held," or "Approved."
  • Date Filter: Click the calendar icon to view entries from a specific timeframe (e.g., Today, Yesterday, Last 7 Days, or a Custom Range).
  • Branch Filter: Use the Branches dropdown to view entries for "All Branches" or narrow it down to a specific location.

2. Managing Existing Journal Entries

You can perform bulk or individual actions on existing journal entries directly from the list view.

  1. Locate the entry you wish to manage and click the checkbox on the far left of the row.
  2. Once selected, a bottom action bar will activate with the following options:
    • Print: Print the selected journal entry directly.
    • Export to PDF / Export to Excel: Download the record in your preferred format.
    • Delete: Remove the entry from the system.
    • More (Submit for Approval): Click the "More" dropdown to submit the entry for admin approval. (Note: This is specifically used when the creator—such as a sales representative or basic cashier—does not have direct approval rights.)
**[Image: Action bar highlighting the Print, Export, Delete, and More (Submit for Approval) buttons]**

3. Creating a New Journal Entry

To record a new financial transaction, follow these detailed steps:

  1. Click the blue + Add New button located in the top right corner of the screen. A new Journal Entry form will open.
  2. Review Header Details: The system will automatically generate a Voucher Number and assign the current Date and Branch. You can modify the Date and Branch if necessary.
  3. Add a Remark: In the "Remark" field, type a general description or reason for this entire journal entry.
  4. Add Line Items (Accounts):
    • Click under the Account Name column to search for and select the appropriate ledger account (e.g., Credit Sale).
    • Enter the amount in either the Debit (+) or Credit (-) column.
    • Add any specific details for this line item in the Notes column.
    • Click the green checkmark (or simply click away) to secure the row.
  5. Balance the Entry: Add a second line item (e.g., Cash Account) to balance the transaction. Enter the corresponding amount in the opposite Debit/Credit column.
Important Rule: The Difference Must Be Zero
Before saving, check the totals at the bottom of the grid. The Total Debit must exactly equal the Total Credit. If there is a discrepancy, the system will show a "Difference" amount and will display an error message ("Difference should be Zero") preventing you from saving.
  1. Once the difference is 0.00, click the Save button at the bottom of the window. A success message will confirm the entry was created.
**[Image: The Add New Journal Entry screen showing a balanced Debit and Credit line with a zero difference]**

4. Customizing the Entry View (Settings Tab)

While creating a new journal entry, you will notice a Settings tab next to the Accounts tab. Clicking this allows you to customize your workspace. You can use the toggle switches to show or hide specific parameters, columns, and rows (e.g., showing only debtors, hiding certain expense accounts) to tailor the view to your specific data entry needs.

5. Viewing, Editing, and Adding Attachments

After an entry is saved, it will appear in your main Journal Entry list. You can review and update it at any time.

  • ▸ Opening a Record: Double-click any row on the main list to open the Journal Preview page. Here you can view the complete details, remarks, and line items. You can also click the Print button directly from this screen.
  • ▸ Adding Attachments: In the preview window, navigate to the Attachments tab. You can easily drag and drop files, or click to browse your computer. This is highly useful for attaching reference documents like physical bills, receipts, or invoices related to the entry.
  • ▸ Editing an Entry: If you need to make corrections, click the Edit button (located at the top right of the preview page or from the bottom action bar in the main list). This re-opens the entry in edit mode. Make your necessary adjustments, ensure the total difference is zero, and click Save to update the record.
**[Image: The Journal details preview screen highlighting the Attachments tab and Edit button]**
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