How to View Manual Journals
Overview
The Manual Journal list view provides a centralized location to view all journal entries, check their details, and perform actions like editing or deleting. Each entry displays key information including document number, transaction date, reference, notes, and total amount.
Prerequisites
- User must have Finance module access with journal view permissions
- At least one manual journal entry should exist in the system
Step-by-Step Guide
Step 1: Access Manual Journal List
Navigate to Finance → Manual Journal from the main menu. The system displays the list view with two tabs:
View Journal - Shows all existing journal entries in a table format
Add Journal - Opens the form to create a new entry
Key points:
- Default view shows most recent entries first
- Use pagination controls at bottom to navigate through pages
- Entries can be filtered or searched (if search functionality is available)
Step 2: Understanding the Journal List
The table displays the following columns for each journal entry:
Document#
- Unique journal identifier (e.g., JB-001)
- System-generated number assigned when entry was created
- Click to expand and view accounting details
Transaction Date
- The date assigned to the journal entry
- Format: DD-MM-YYYY
- Determines which accounting period the entry affects
Reference
- External reference number or document ID
- Shows any reference text entered when creating the entry
- Blank if no reference was provided
Notes
- Description of the journal entry's purpose
- Shows the notes entered in the header when creating
- Provides context for what adjustment was made
Amount
- Total amount of the journal entry
- Shows the balanced debit/credit total
- Displayed in base currency with proper formatting
Action
- Action buttons for managing the entry
- Edit - Modify the journal entry
- ... (More menu) - Additional actions like Delete
Step 3: View Accounting Details
Click on any journal entry row to expand and see the detailed accounting breakdown.
The expanded view shows the Accounting Details section with a table containing:
Account
- Name of the general ledger account
- Example: "Committed Inventory", "Tax Assets"
Description
- Line-level description for this account entry
- Explains what this specific debit or credit represents
Contact
- Shows linked customer or supplier name if associated
- Displays "-" if no contact was linked
Debits
- Amount debited to this account
- Shows currency symbol and formatted amount
- Blank or "-" if this line is a credit
Credits
- Amount credited to this account
- Shows currency symbol and formatted amount
- Blank or "-" if this line is a debit
Key points:
- All lines from the journal entry are displayed
- Verify that total debits equal total credits
- Check account classifications are correct
- Review contact linkages if applicable
Step 4: Edit a Journal Entry
To modify an existing journal entry, click the Edit button in the Action column.
The system opens the journal entry in edit mode with all existing data pre-filled. You can:
Modify Header Fields
- Change transaction date (if period is still open)
- Update reference number
- Revise notes for clarity
- Change department assignment
- Add or remove attachments
Update Accounting Lines
- Change account selections
- Modify debit or credit amounts
- Update line descriptions
- Add or remove contact associations
- Add new lines using (+) button
- Delete lines using trash icon
Key points:
- Journal ID cannot be changed once created
- Entry must remain balanced (debits = credits)
- If entry was already approved and posted, editing may require re-approval
- Save changes by clicking Update button
- Discard changes by clicking Cancel
Step 5: Delete a Journal Entry
To remove a journal entry permanently, click the ... (more menu) in the Action column and select Delete.
The system prompts for confirmation before deleting.
Key points:
- Deletion is permanent and cannot be undone
- Only delete entries that were created in error
- If entry is already posted, deletion will reverse the accounting impact
- If entry is approved, you may need appropriate permissions to delete
- Consider creating a reversing journal entry instead of deleting for audit trail purposes
Warning: Deleted journal entries cannot be recovered. Ensure you have proper authorization before deleting any financial records.
Step 6: Navigate Through Pages
If you have many journal entries, use the pagination controls at the bottom of the list.
Go to page - Select specific page number from dropdown
Page indicator - Shows current page number (e.g., "1" indicates page 1)
Navigation arrows - Move between pages if available
Verification
To ensure you're viewing the correct journal entries:
- Check the document numbers match what you're looking for
- Verify transaction dates fall within the expected period
- Review amounts to confirm they match your records
- Expand entries to see detailed accounting breakdown
- Confirm status if approval workflow is enabled
Common Issues & Solutions
Issue 1: Cannot Find Specific Journal Entry
Solution: Check if you're on the correct page using pagination. If search functionality is available, use it to find by document number or reference. Verify you have permissions to view entries from all departments.
Issue 2: Edit Button is Disabled or Missing
Solution: You may not have permission to edit journal entries. Contact your system administrator to verify your role has journal editing rights. Also check if the entry is in a closed accounting period.
Issue 3: Accounting Details Not Showing
Solution: Click on the journal entry row to expand it. If details still don't appear, refresh the page or check your internet connection. Contact support if the issue persists.
Issue 4: Cannot Delete Journal Entry
Solution: Ensure you have deletion permissions. If the entry has been posted and affects closed periods, deletion may be restricted. Consider creating a reversing entry instead or contact your finance manager for guidance.
Issue 5: Amount Showing as Zero
Solution: This may indicate a data issue. Expand the accounting details to see if the debit and credit lines are present. If data appears corrupted, contact support with the journal document number.
Quick Actions Reference
| Action | How to Perform | What Happens |
|---|---|---|
| View Details | Click on journal entry row | Expands to show accounting breakdown |
| Edit Entry | Click Edit button | Opens entry in edit mode for modifications |
| Delete Entry | Click ... menu → Delete | Permanently removes entry after confirmation |
| Create New | Click Add Journal tab | Opens blank form to create new entry |
| Change Page | Use pagination controls at bottom | Navigates to different page of entries |
Related Functionalities
- Add Manual Journal - Create new journal entries
- Audit Logs - Track all changes to journal entries
- Reports → Balance Sheet - View financial impact
- Reports → Profit & Loss - See effect on P&L
Best Practices
When Viewing Journal Entries
- Regularly review recent entries for accuracy
- Expand entries to verify accounting details are correct
- Check that proper contacts are linked where applicable
- Use reference numbers to trace back to source documents
- Monitor for unusual patterns or large adjustments
- Maintain awareness of entries awaiting approval
- Keep notes field updated with clear explanations
Printing and Exporting
Future Enhancement: The ability to print or export journal entries to Excel/PDF format may be available in your system. Check with your administrator for current capabilities.
If you need a record of journal entries for audit or review purposes, you can:
- Take screenshots of expanded entries
- Use browser print function (Ctrl+P or Cmd+P)
- Request export functionality if not currently available
- Generate journal entry reports from the Reports module
Need help? Contact support at support@bizconnekt.com