Manual Journal Overview
What is Manual Journal?
Manual Journal allows you to record accounting entries that don't fit into standard business transactions. These are direct postings to your general ledger for adjustments, corrections, accruals, provisions, or any other non-routine accounting entries that maintain accurate financial records.
Who Uses This?
Accountants
Create adjustment entries and record accruals
Finance Managers
Review and approve journal entries before posting
Auditors
Record audit adjustments and corrections
Controllers
Make period-end adjustments and provisions
Key Features
Double-Entry Accounting
- Balanced Entries: System ensures debits equal credits automatically
- Multiple Lines: Add multiple account lines in single journal
- Account Selection: Choose from your complete chart of accounts
- Contact Linking: Associate entries with specific customers or suppliers
Entry Management
- Auto Numbering: System generates unique journal IDs automatically
- Reference Tracking: Add external reference numbers for audit trail
- Department Tags: Allocate entries to specific departments
- Attachments: Upload supporting documents for each entry
When to Use Manual Journal
Manual Journal is typically used for:
Period-End Adjustments - Record depreciation, amortization, accruals, and provisions at month or year-end
Corrections - Fix errors in previously posted transactions without reversing original entries
Opening Balances - Set up initial account balances when starting to use the system
Non-Standard Entries - Record transactions that don't have a dedicated transaction type like bad debt write-offs or asset revaluations
Inter-Account Transfers - Move balances between accounts that aren't handled by standard processes
How It Works
Typical Workflow
- Create Entry: Fill in header details like date, reference, and notes
- Add Account Lines: Select accounts and enter debit or credit amounts
- Balance Check: System validates that total debits equal total credits
- Submit: Entry goes for approval if workflow is configured, otherwise posts immediately
- Approval: Designated approver reviews and approves the entry
- Post: Entry is posted to general ledger and affects account balances
Getting Started
| Task | Guide | Time Required |
|---|---|---|
| Add New Journal Entry | How to Add Manual Journal | 5 minutes |
| View Journal Entries | How to View Manual Journals | 2 minutes |
Important Considerations
Before Creating Manual Journals
- Ensure your chart of accounts is set up correctly
- Understand which accounts should be debited and credited
- Have supporting documentation ready to attach
- Check if approval workflow is required for your role
- Verify the transaction date falls within an open accounting period
Related Sections
- Audit Logs - Track all journal entry changes
- Credit Note - Issue credit notes to customers
- Debit Note - Issue debit notes to suppliers
- Reports → Balance Sheet - View impact on financial statements
Quick Tips
Best Practices
- Always add descriptive notes explaining the purpose of the entry
- Use reference field to link to external document numbers
- Attach source documents like invoices or approvals
- Review account balances after posting to verify correctness
- Use department tags for better reporting and analysis
- Keep journal entries simple - split complex adjustments into multiple entries
Need help? Contact support at support@bizconnekt.com