Posting a journal entry by hand, and reversing one
"New entry" on Transactions: an accrual, a correction or a move between accounts, balanced lines and a written reason; open a row for its lines; reverse one by hand.
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Most entries write themselves from a sale, a purchase, an expense or a shift. This is for the ones that do not: a rent bill that has not arrived, a mistake to correct, an amount to move between two accounts, an opening balance. The owner and the accountant may post; a cashier or manager does not see the button.
Steps
- Open "Financial", then "Transactions", and press "New entry".
- Choose the "Type": "Adjusting entry" for an accrual or a correction, "Manual entry" otherwise. Set the "Date" (an entry dated inside a locked month warns you first, see period close) and, in a multi-branch shop, the "Branch" the entry belongs to.
- Write the "Description": what the entry is, in one line.
- Fill the lines: an "Account" and either a "Debit" or a "Credit" per line, at least two lines. "Add line" for more. The footer shows both totals and the "Difference" until it reads zero.
- Write the "Reason": why this entry exists. It is required.
- Press "Post entry". The entry appears at the top of the list with its number; open its row to see the lines, the reason and who posted it.
Reversing an entry
Open the row of a hand-posted entry and press "Reverse entry", then "Confirm reversal". The reversal is dated today; the original stays and reads "Reversed", the new one "Reversal". Nothing is deleted.
What the system does not do
It does not let you edit a posted entry in place, delete one, or reverse a document's entry from the ledger; and it does not post to the two machinery-only accounts by hand.
Common questions
- Why is the reason mandatory?
- An adjusting entry with no stated reason is what an auditor asks about first. The reason is saved with the entry and shown when the row is opened.
- Can I post to any account?
- To any active posting account except the two the system alone moves (stock interim, inter-branch clearing); those are not offered and would be refused.
- Can I fix a sale's entry from here?
- No. An entry a document posted (a sale, a purchase, a voucher, a shift, a stock count) is reversed from that document — a return, a void, a correction there — so the document and the books never disagree. Opening its row says which document posted it.
- I posted the wrong entry.
- Open its row and press "Reverse entry", then "Confirm reversal". A reversal dated today is posted and the original stays, marked "Reversed".
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In the same section
- Closing a month, closing the year, and reopening eitherMonth-end close: "Lock" a reviewed month so nothing dated inside it is accepted; the year's "Close period" posts the closing entry; both reopen for corrections.
- Logging an expense with a photo of the receiptFrom the expenses screen: "Log expense" with amount, category, payment method and a receipt photo, categories and budgets, and how it shows in the income statement.
- Reading the reports: income statement, balance sheet, aging, and taxWhere each report lives on the Financial screen and what it answers: income statement, balance sheet, cash flow, general ledger, sales, inventory, expenses, aging.
- Settlements: reviewing drawer closes and recording a depositThe Settlements screen: every branch's shift closes with their status, each shift's report, "Record deposit" to move cash to the bank, safe or owner, and reconciliation.
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