Accounting

Journals

A journal entry is a single record in your ledger. Most of them are created for you automatically — every sale, purchase, payment, and payroll run posts its own balanced entry. Sometimes, though, you need to record an adjustment by hand, and that's what a manual journal is for.

You'll find these under Accounting → Journals.

What a journal entry looks like

Every journal entry has:

A date — when the transaction takes effect.
A description — a short note explaining what it's for.
One or more lines — each line is either a debit or a credit to a specific account.

Debits and credits, gently

Don't overthink the words. A journal entry has two sides, and they must be equal:

A debit and a credit are just the two columns every entry is split across.
Debits increase assets and expenses (things you own, money you spend).
Credits increase liabilities, equity, and revenue (money you owe, money you earn).

The one rule you must respect: the entry must balance. The total of all debit lines must equal the total of all credit lines. The ERP checks this for you and won't let you post an entry that doesn't balance.

Posting a manual journal

Use a manual journal for things the system can't infer on its own — for example, correcting an error, recording depreciation, or reclassifying an amount.

Go to Accounting → Journals.
Start a new entry and set the date and a clear description.
Add lines: choose an account for each, and enter the amount as a debit or a credit.
Make sure the entry balances — debits equal credits.
Post it.

Posted entries are locked

Once an entry is posted, it is locked and can't be edited. This is deliberate: a ledger you can quietly change afterwards can't be trusted, so the ERP keeps every posting permanent.

If you need to fix a posted entry, you don't delete or edit it — you post a reversing entry. A reversal is a new journal that mirrors the original (debits and credits swapped) so the two cancel out. You can then post a fresh, correct entry. This keeps a clean, complete audit trail of what happened and when.

Who can post journals

Posting journals is limited to authorised roles — Owner and Accountant. This keeps control of your ledger with the people responsible for the books. See Getting help if you need a role changed.

Overview — the chart of accounts and how double-entry works.
Reports — check your work with the Trial Balance.
Periods — lock a month so entries can't be added to it later.

Last updated 2026-08-11