Journal report

The Journal report lists all items going into and out of your general ledger (chart of accounts) as the result of transactions and other actions performed in Xero (eg invoices, manual journals, conversion balances).

Your user role will determine whether you can see this report, and if so, whether you can save and publish it or just view it.

This report is also available as part of the Reconciliation Reports.

Run the Journal report

  1. In the Reports menu, select All Reports.
  2. Under Accounting, click ... to expand the section if the report is hidden.
  3. Click Journal Report.
  4. Select a time frame, then click Update to view your report.

Report Options

Option Description
Order byDisplays the journals falling between the two dates chosen in order of either:
  • Journal date - the date that the transaction occurred or is to occur. For example, the date of a spend money transaction or the invoice date of an approved invoice.
  • Journal ID - an automatically assigned sequence number to track entries in your general ledger. Journals are assigned the next ID in the sequence once they're posted, regardless of the journal date.
Show TrackingDisplays which option each journal line was tracked as on the original transaction. This checkbox shows only if you have set up tracking categories for this organisation.
Show Posted Manual Journals OnlyDisplay posted manual journals only.

View journal entries

Whenever you do something in Xero that creates an entry in your general ledger, Xero creates a journal showing the components of that transaction.

Each journal entry on the report contains a:

  • Narration
  • This is the system description of the journal entry representing the transaction and includes the:

    • Contact's name
    • User's name (System Generated replaces User's name if the transaction was automatically created from a repeating schedule)
    • User's description
    • Invoice date or payment date
  • Tracking column
  • This will show if you've chosen to display this option. If the transaction has multiple line items, then Xero applies tracking to each component of that line including account, tax, accounts payable/receivable or bank.

  • Account column
  • Shows the accounts used in the construction of the transaction. If the same account has been used across multiple line items on the transaction, then Xero will display a journal line corresponding to each line item on the transaction.

  • Debit and Credit column
  • Displays the amounts against each account that make up the transaction, and the totals.

Regardless of the date of a transaction, Xero only records an amount against an account in your chart of accounts (general ledger) once it shows approved. For example, invoices on the Accounts Receivable Awaiting Payment or Accounts Payable Awaiting Payment tabs, or authorised expense claims. Bank transactions display immediately, these include receive or spend money, bank account transfers and invoice payments.

Here's an example of an approved invoice that has an Awaiting Payment status:


This is the journal entry that corresponds with the approved invoice:

Journal entry

View or add manual journal entries

You can view manual journals from the Journal Report page, and if you have the Adviser or Standard user role you'll also be able to create an entry directly in the journal.

View a list of all the manual journal entries using the Manual Journals link.

Add a new manual journal - for accruals or depreciation, and in cases where you can't add or edit a transaction or invoice in Xero. You can do this using the Add New Journal link.

Seek the advice of your accountant or bookkeeper if you don't have experience creating manual journals or are at all unsure about them.