Check that you need one
Invoices, vouchers and bank entries write their own journals, so do not repeat them. A manual journal is for things with no document in the system, like a month-end adjustment or moving an expense to the right account.
In the side menu choose Journals (1), then press New journal (2). If you do not see the button, you need the post permission, so ask the account owner.
Write the journal
Every journal has two sides, Debit and Credit, and their totals must be equal. Simply put: expenses and assets grow on the debit side, revenue and liabilities on the credit side.
- Set the Date and write the Memo, a short description for whoever reviews it later.
- On each line type the Account code or name and pick it, then put the amount in one column only.
- Press Line to add a line. If an empty line remains, Auto-balance puts the difference on it.
When you choose a receivable or payable account, a field appears to name the customer or supplier, so the amount reaches their statement. If you keep cost centres, each line has a Cost centre column.
| Account | Debit | Credit |
|---|---|---|
| Maintenance expense | 1,000.00 | |
| Accrued expenses | 1,000.00 |
Save a draft or post it
Save draft keeps the journal out of the reports so you can come back to it. Once Balanced (1) appears, Post (2) becomes available. Posting gives the journal a number like JV-2026-000123 and puts it in the balances and reports.
- Draft
- Balanced
- Posted
- In the reports
If posting is refused
- The period is closed: the journal date falls in a closed month. Change the date, or reopen the month in Fiscal periods if that is right.
- Header or inactive account: pick an active sub-account.
- A journal needs at least two lines: complete the second line.
A refused journal stays a draft, so fix the cause and press Post again. Once it posts you will see the status Posted in the journals list. To throw a draft away press Void draft, which cannot be undone.