View and post journal entries
See every entry in your books, post a manual entry and void one made by hand.
A journal entry is one balanced set of debits and credits. Legasum creates them for you whenever you post an invoice, bill, payment, expense or stock movement. You can also post your own. Open Accounts > Accounting > Journal Entries or go to Journal Entries.
Read the list
The table shows each entry's Entry number (JE-000001 and so on), Date, Memo, Source and Status (Posted or Voided), newest first. Source says where the entry came from, for example Sales invoice, Credit note, Purchase bill, Payment, Expense, Other income, Bank transfer, Opening stock, Reconciliation adjustment or Manual entry. Export downloads the list as CSV or Excel. If a branch is picked in the sidebar, only its entries show.
Click an entry number to open it: the header shows the date, status, source and memo, and a Lines table lists every account with its debit and credit and a total. For invoices, bills and credit or debit notes the source is a link to the document. Each account name links to its ledger.
Post a manual entry
Use this for adjustments that have no document, such as accruals or corrections. It needs create access in Accounting.
- Click New journal entry.
- Set the Date (required) and an optional Memo.
- Under Lines, choose an Account for each line (inactive accounts are not offered), then enter either a Debit or a Credit. Add an optional line memo. Click Add line for more. You start with two lines; the minimum is two.
- Watch the box under the lines. It shows Total debits and Total credits, and either Balanced or "Out of balance by ...". The Post journal entry button stays disabled until the entry is complete and debits equal credits. A hint beside the button says what is missing.
- Click Post journal entry.
A line can carry a debit or a credit, not both, and each line needs an amount above zero. The entry is posted at once and opens on its own page.
The server can still refuse an entry, for example if the date is in a locked period: "The accounting period covering YYYY-MM-DD is locked. Cannot post to it."
Void an entry
On a posted entry, click Void entry and confirm. The entry stays on record marked Voided, but its lines no longer count in the trial balance, any ledger or any report. This cannot be undone; post a new entry to correct it. Voiding needs delete access in Accounting.
Only entries made by hand can be voided here. For an entry created by a document the answer is: "This entry was posted by another record (an invoice, bill, payment or similar). Void that record instead; its entry is reversed with it."
Good to know
- Voiding an entry in a locked period is also refused.
- You cannot edit a posted entry. Void and re-post, or post a correcting entry.
- To see only one account's lines, open its ledger.