Journal Report

Journal Entry Report in Qoyod System

First: What is the Journal Entry Report?

The Journal Entry Report is the official record that displays all accounting entries in the system, whether:

• Entries created manually

• Or entries created automatically from transactions (invoices, vouchers, inventory…)

The report is based on the double-entry method
(each entry = debit = credit)

Very important
Any transaction that has an accounting impact in the system must have a visible entry in the Journal Entry Report.

Second: How do I access the Journal Entry Report?

1. From the main menu

2. Select Reports

3. Then Journal Entry Report

This report

• displays automatic entries

• and allows you to print them officially

Third: Types of Entries That Appear in the Journal Entry Report

1️⃣ Automatic Entries

Created automatically when saving and approving any financial document such as:

• Sales invoice

• Purchase invoice

• Receipt voucher

• Payment voucher

• Credit note / Debit note

• Inventory count or transfer

• Payroll
• Bonus
• Employee deduction
• Simple entries

Do not appear in:

• Invoice page

• Manual accounting entries page

Appear only in:
The Journal Entry Report

2️⃣ Manual Accounting Entries

These are entries created manually by the user either through manual accounting entries or opening balances

Important note:

• A manual entry does not receive an entry number until it is approved

• A draft or pending approval does not create an entry

3️⃣ Opening Balance Entries

• Appear in the Journal Entry Report and on the manual accounting entries page

• Document type: Manual entry

• Used to start the fiscal year with correct balances

Fourth: When Is an Accounting Entry Created?

️ This is a point where many users make a mistake:

An accounting entry is created only when the document is saved and approved

• Draft invoice → no entry

• Pending approval invoice → no entry

• Approved invoice → accounting entry

The same rule applies to:
Vouchers, notes, manual entries

Fifth: Why Don’t I See the Entry Inside the Invoice?

Because Qoyod separates:

• The document (invoice / voucher)

• And the accounting entry

The entry is managed accounting from the Journal Entry Report
and is not displayed inside the document page

This is intentional design, not a limitation.

Sixth: What Appears Inside the Journal Entry Report?

Each entry displays the following details:

• Document name + document number
  (Sales invoice 125, manual entry 8…)

• Entry number

• Entry date

• Account (account name + number)

• Details:

  • Customer name

  • Or vendor

  • Or employee

  • Or tax account

  • Or product name

• Amount:

  • Debit

  • Credit

• Comments (if any)

Seventh: Filter Options in the Journal Entry Report

You can filter the report by:

1. Date
   From date → To date

2. Sort

   • By entry date

   • Or by entry number

3. Document type (file) as follows:

   • Sales invoice

   • Purchase invoice

   • Vouchers

   • Credit note
   • Debit note
   • Depreciation expenses
   • Simple invoices

   • Manual entry

You can search by entry number directly in the report after selecting the document type, where a field labeled “Document Number” appears

Eighth: How Do I Print an Accounting Entry?

Print a Single Entry

• From the Journal Entry Report

• Click the print icon next to the entry date

• Only this entry is printed

Print All Entries

• From the bottom of the report

• Select:
  Export Journal Entry Report Separately to PDF

• Result:

  • Each entry on a separate page

  • Ready for batch printing or archiving

Or through Accounting, then Commercial Documents, select documents, and choose “Print All”

Ninth: Export Journal Entry Report (Excel / PDF)

Export Steps:

1. Reports

2. Journal Entry Report

3. Select period

4. Search

5. Export from the bottom of the report

What Does the File Contain?

• Entry description

• Entry number

• Date

• Reference

• Debit and credit accounts

• Details

• Total debit and credit

• Comments

What Doesn’t Appear and Why?

• Additional fields

• Project

• Location

Because the export displays only the accounting structure of the entry
and not additional operational data

Tenth: Deleting Entries, What Actually Happens?

1️⃣ Automatic Entries

Cannot be deleted directly
Are deleted only when the original document is deleted

Example:

• Delete invoice → Delete automatic entry

To prevent this:

• Go to:
  Settings → Users → Manage Roles

• Disable the Delete permission for the required documents

2️⃣ Manual Entries

Can be prevented from deletion through:

• Disabling the Delete option for manual accounting entries in the role

What Happens When an Entry Is Deleted?

• The entry is deleted permanently

• The entry number is not reused

• A gap appears in the sequence (example: 3 then 5)

This is normal
It does not affect the trial balance or financial statements

Eleventh: Why Are Entry Numbers Not Sequential?

The reason is one of the following:

• An automatic entry that does not appear on the manual entries page

• An entry that was previously deleted

The system does not renumber entries

To view all entries without confusion:

• Use the Journal Entry Report only

• Deleted entries will not appear in the report

Twelfth: Can I Find Information About a Deleted Entry?

Yes, partially.

1. Reports

2. User Operations Report

3. Search for the deletion operation

4. View

You will see:

• Entry description

• Date

• Total debit

• Total credit

The entry itself cannot be recovered

Thirteenth: How Do I Know Which Revenue or Expense Account Is Used in Sales and Purchase Invoices?

1. Reports

2. Journal Entry Report

3. Filter by document type (sales invoice or purchase invoice)

4. View entry

Revenue/Expense is determined by:

• The revenue/expense account linked to the product

It cannot be changed after there are transactions on the product except by a technical request