Journal Entry

The Journal Entry page lists the entries of the selected period and fiscal year. It lets you create an entry, edit it, validate it and, when a line is linked to a document, display its supporting document.

Video: from expense to purchase entry

Watch the step-by-step tutorial

Open this page in the app

Overview

The list follows the period and fiscal year chosen in the selector at the top of the page. Each row represents an entry with its entry number, date, journal and status (Draft or Validated). If no entry exists for the displayed period, the message “No entries” is shown.

Key Features

• Add entry: the button appears only if you have edit rights. It opens the entry creation page.
• Journal filter: select a journal to show only its entries. The “Select a journal” option applies no filter.
• Status filter: shows All, only Draft or only Validated entries.
• Search: the table search field quickly filters the rows.
• Open an entry: clicking a row opens the corresponding entry edit page.
• Supporting document: for an entry whose line is linked to a piece, “View document” / “Hide document” opens the source document in a side panel.

Step-by-Step Tasks

Create an entry

1. Click Add entry (if you can edit).
2. Fill in the Journal and the Date. Closing journals are not offered.
3. Add the debit and credit lines: Account, Description, Debit, Credit. Use Add a line and Delete line.
4. Check Total Debit, Total Credit and Difference: the difference must be zero.
5. Click Save, or Cancel to discard.

Validate an entry

1. Open an existing entry from the list.
2. If you fix lines, first click Save, then reopen the entry: Validate does not save pending changes.
3. Click Validate.
4. Once validated, the entry moves to Validated status and becomes read-only: only the Back button and, where applicable, the supporting document remain available.

View an entry’s supporting document

1. Open the entry whose line is linked to a document (invoice, expense, etc.).
2. Click View document in the page header.
3. The source document appears in the side panel; click Hide document to close it.

Tips

• The difference between Total Debit and Total Credit must be zero to save a balanced entry.
• If the date you enter falls outside the displayed period, a warning “This date is outside the period currently shown…” appears: the entry will not appear in the list until you change the period.
• Closing journals (closing operations) are hidden from the journal choice: they are posted automatically by the system.
• A validated entry can no longer be edited; create an adjusting entry if you need to correct an amount.

Troubleshooting

• “An account is not allowed in this journal: entry refused.”: the journal settings block accounts outside its ranges. Use an allowed account or change the journal ranges.
• “Entry saved, but some accounts are outside the journal’s ranges:”: the entry is saved (warning mode). Read the flagged accounts then click Continue to return to the list.
• No entry in the list: check the selected period and fiscal year at the top of the page, as well as the Journal and Status filters.
• The Validate button is missing: the entry is already validated, it is not saved yet, or you do not have edit rights.

---

Need help? Contact our technical support.