View manual journals
Open a manual journal by clicking on it in the list of manual journals which you can get to from Reports > Journal Report (if you have the Advisor user role, from Advisor > Manual Journals) or from other reports that list individual transactions e.g. Account Transactions Report.
Only users who have the Standard, Advisor or Read Only user role can view manual journals.
- What can you do with posted manual journals?
- What can you do with voided manual journals?
- View journal history or add a note
View & edit
You can edit posted manual journals, but not voided manual journals. Depending on the status of the manual journal you'll be able to copy, reverse or void it.
If you are viewing a posted journal a Print PDF and Journal Options button will display for this journal.
Only users who have the Standard + All Reports or Advisor user role can use these options.
Use the Print PDF button to create a PDF version of the posted journal to save or send to your printer.
Select Repeat if you want to turn your manual journal into a repeating journal template.
Select 'Reverse' from the Journal Options drop-down menu to create a 'reverse' version of the posted journal. A new journal will be created with the debit and credit amounts switched and the date blank. You can edit the new 'reversed' journal and enter the appropriate date for the reversal and save or post the journal. Journals are marked as reversals in list of manual journals and on the Journal Report. The original journal will remain as it is.
Select 'Copy' from the Journal Options drop-down to create a copy of the manual journal. All fields except the date will be the same as the original journal. You can then edit and save or post your copy.
Select 'Void' from the Journal Options drop-down to void the manual journal. This reverses it straight out of the general ledger on the date of the original post. The original and reversed journal will be shown on the Journal Report and the original journal will be shown as 'Voided' in the list of manual journals and will move to the voided tab.
Note: the overall effect of 'reversing' and 'voiding' a journal is essentially the same - the fundamental difference being the date and journal items can be edited. Reversing a journal allows you to choose the date of the reversal where as voiding does not.
Editing a journal lets you edit any field, just like when you add a manual journal. Editing a journal reverses the original journal out of the general ledger and adds the edited journal. The original, reversed and edited journals will show in the Journal Report.
You can create a PDF version of voided manual journals. You can also make a copy of voided manual journals.
Only users who have the Standard + All Reports or Advisor user role can copy journals.
Use the Print PDF button to create a PDF version of the voided journal to save or send to your printer.
'Copy' is the only option available in the Journal Options drop-down for voided manual journals. Select this option to create a copy of the manual journal with all fields except the date populated. You can then update and save or post the copied journal.
History & Notes
Enter a note specific to this manual journal or view the past history or notes in History & Notes. This section appears below the posted or voided journal.