Manual journal entries are used to record any financial transaction that is not automatically created through invoices or vouchers, such as:
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Adding capital
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Correcting errors
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Transferring balances from one account to another
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Movement of funds between cash and bank accounts
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Accounting reconciliations
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Closing entries
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Correcting errors
First: How to Create a Manual Journal Entry
1) Accessing Manual Journal Entries
From the dropdown menu:
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Select Accounting
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Then Manual Journal Entries
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Click Create Manual Entry
2) Filling in Entry Details
▪ Entry Description (Required)
Write a brief explanation of the transaction, such as:
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Adding capital
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Settling customer balance
The entry cannot be saved without a description.
▪ Entry Date
Select the date on which you want to record the transaction.
️ Important:
You cannot create an entry in a closed accounting period.
If the date falls within a locked period, the system will prevent you from saving.
3) Selecting Account Type
When adding a new line, you will find three options:
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Payment from Customer
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Payment to Supplier
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General Ledger Accounts
You use “Payment from Customer” or “Payment to Supplier” if you want to:
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Record a payment
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Assign it directly to an invoice
“General Ledger Accounts” is used for any regular account such as:
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Capital
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Expenses
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Cash
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Revenue
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Assets
4) Entering Accounts (Debit / Credit)
Enter the debit account
Then the credit account
And enter the amount for each.
️ Essential requirement:
The total debit must equal the total credit.
If they do not match, the system will not allow you to save.
5) When Using Special Accounts
If you select an account of type:
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Customer “Accounts Receivable”
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Supplier “Accounts Payable”
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Tax “Tax Account”
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Employee “Account linked to Payroll module and settings”
An additional field will appear named:
(Contact / Tax / Employee) next to the account name
You must select the name associated with the account.
️ When editing an entry that contains a contact:
You must reselect the contact before saving, otherwise the system will not allow you to complete the edit.
6) Allocating the Entry to a Location or Project
There are two ways:
▪ Allocate the entire entry to one project
Through “Additional Information” below the entry.
▪ Allocate each line separately
Through the circular icon next to each item, where you can specify:
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A specific location
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A specific project
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Additional field (according to custom fields previously defined for manual journal entries)
This method provides greater flexibility in analysis and allocation.
7) Adding Multiple Accounts (Compound Entry)
If the entry contains multiple accounts:
Click Add More + to add additional lines.
8) Comments:
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You can add additional comments in the fields located on the left next to each item.
9) Line Display Order
You can choose:
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Display debit then credit
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Or the original order
️ Very important:
After saving the entry, you cannot change the line order at all.
10) Saving the Entry
After confirming:
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Debit and credit are equal
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Account accuracy
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Associated contacts are selected
Click Save
The entry will be created and appear in the manual entries list.
What Happens After Saving the Entry?
After saving, several options will appear next to the entry:
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View
To review the details.
Through this you can:
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Edit or add additional fields for each line through the circular icon opposite each line, then edit, add, and save
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Edit or add additional fields at the entry level through the “Additional Information” tab below the entry, then edit, add, and save
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Link the entry to a specific project or modify the previously linked project through the “Additional Information” tab, then add the project and save
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Link lines to a specific project or modify the previously linked project through the circular icon opposite each line, then edit, add, and save
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Link each line to a specific location or modify the previously linked location through the circular icon opposite each line, then edit, add, and save
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Edit
Appears only for editable entries. -
Copy
To create a new version of the entry that you can modify and then save. -
Print
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Download PDF
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Delete (requires permission)
When Can’t You Edit the Entry?
There are cases where the system prevents editing:
1) Opening Entry for Products
Cannot be edited.
Solution: Delete it and re-enter it.
2) Opening Entry for Fixed Assets
Cannot be edited.
Solution: Delete and re-enter.
3) If One of the Accounts is Archived
The edit and delete icons disappear.
Solution:
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Go to the chart of accounts
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Open the archive
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Restore the archived account
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The edit and delete icons will return
4) Lack of Permission
If you do not have the “Edit Journal Entries” permission, the edit option will not appear.
Can You Delete the Entry?
Yes, but:
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Requires permission to delete manual journal entries
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Enabled from:
Settings → Users → Manage Roles → Enable “Delete” next to manual accounting entries
Can You Create an Entry in a Closed Period?
No
The system prevents creating any entry with a date within a locked accounting period.
Does the Entry Affect Reports?
Yes, it directly affects:
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Journal ledger
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Balance Sheet (if one side of the entry concerns liability, asset, or equity accounts)
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Income Statement (if one side of the entry concerns revenue or expense accounts)
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Financial reports
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Account balances
Because it is a direct accounting record.
Can You Know Who Created the Entry?
Yes.
Go to:
Accounting → Manual Journal Entries → View Entry
Then scroll down to the Activity tab
You will find:
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Date and time of creation
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Name of the user who created the entry
Important Tips for New Users
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Do not use manual entries to record transactions that the system can create automatically (such as invoices).
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Make sure you understand debit and credit before entering.
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If you are not an accountant, use the Simple Entries feature instead of manual entry. Here is an explanatory video about Simple Entries: https://www.youtube.com/watch?v=HpDg63ESUng
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Do not edit or delete old entries without understanding their impact on reports.
Additional Notes:
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Adding the project through “Additional Information” below the entry: This option links the entire journal entry to only one project. This means all lines in the entry are recorded to the same project, and is typically used when the entire entry concerns a specific project.
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Adding the project next to an entry line: If you add a custom field dedicated to projects in manual journal entries, you can write the project name or cost center next to each line in the entry. This gives you greater flexibility so that each line can be linked to a different project. Then you can analyze the financial statements according to additional fields (such as projects or cost centers) using the advanced analysis feature.
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After creating the manual journal entry, you can know the entry creation date and the user who created it by going to Accounting, then Manual Journal Entries, then clicking View next to the manual journal entry, and scrolling to the bottom of the page where you will find a tab titled “Activity” which will show the date and time of entry creation and the user who created the entry.
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