Journal
Journals serve as the foundational records of financial transactions within the Acting Office. They capture and document debit and credit entry, ensuring accurate tracking and reconciliation of accounts. Whether generated automatically by the system or entered manually by users, journals provide a detailed and chronological record of financial activity essential for reporting and audit purposes.
Creating a new journal
To manually create a journal:
Click on the 'Add' button. The user will then be redirected to the journal creation screen.
Input the journal entry details such as the:
Date: Enter the journal date.
Reference number: Automatically assigned but can be edited. Click the 'Attachment' icon in the 'Journal Reference' field to upload supporting documents.
Account selection: Choose from the chart of accounts dropdown. Additionally, users can also create a new account. To create a new account, input the account name and click 'Create'.
Description: Add any additional details if required. This gets displayed in the ledgers as remarks to the journal.
VAT Rate: Select from the VAT dropdown.
Debit/Credit: Enter amounts in the respective fields.
Delete: To remove a line item, click the 'Delete' icon.
Once complete, click 'Save' to finalise the journal. To save and immediately begin a new entry, click 'Save & New'.
Automatic journal entries
The system automatically generates journal entries as required. These entries will appear under the journals section, each with a system-generated reference number along with relevant reference information and amount details.
Managing journal entries
All journals, both automatic and manual, are listed in the journals section along with their reference numbers.
Lock: Indicates the journal is non-editable. Clicking it displays a popup with the reason.
Edit: Allows modifications to editable journals.
Reverse journal: Used to post a reversal entry for the selected journal.
Delete: Deletes the selected journal.
Filters and export:
Date filters: Filter journal entries by date range.
Status filter: Filter entries by 'Active' or 'Deleted' status.
Download icon: Export the journal list for the selected period as a PDF.
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