Why does the journal entry sequence appear incomplete in Qoyod?
In short: all journal entries in Qoyod — both manual and automatic (generated from sales invoices, purchase invoices, payment/receipt slips, and inventory operations) — share a unified numerical sequence. Automatic entries do not appear on the “Manual Journal Entries” page; they appear only in Reports → Journal Entry Register. So if you see “missing” numbers on the manual entries page, they are either numbers taken by automatic entries or deleted entries, which is normal and does not affect your trial balance or financial statements.
You may notice while using Qoyod that the numbers of manual journal entries are not consecutive (for example: 1, 2, 4, 5), or that there is a missing number, and this may cause concern for some and be interpreted as a system error.
First, rest assured:
This behavior is completely normal and does not affect your trial balance or financial statements at all, nor does it indicate a system malfunction.
Let us explain the reason in detail and in a simple way.
Can I manually edit the entry number?
No. The journal entry number is assigned automatically by the system upon final save, and the user cannot control or edit it. This design is intentional to ensure accounting integrity and audit requirements.
Why doesn’t the entry number appear during entry?
When creating a new manual journal entry, the entry number will not appear on the input screen. The number is reserved and appears only after saving and final approval of the entry. This is normal behavior and not a system defect.
Why does the first entry number appear as a large number (such as 188) and not 1?
If the first manual entry you enter for the company has the number 188 for example, this means there are 187 automatic entries created by the system before it (from invoices, payment/receipt slips, inventory operations, and others). All entries — manual and automatic — share the same unified numerical sequence, so the automatic entries took numbers 1 through 187, and the first manual entry received the next number, which is 188. To view entries generated from automatic operations, you can go to Reports and then the Journal Entry Register. Note that if a manual journal entry or operations in the system are deleted, the same reference number for the deleted entry will not be reused.
How does Qoyod create journal entries?
Qoyod creates journal entries in two ways:
1) Automatic journal entries
Created automatically by the system when executing operations such as:
- Sales invoices
- Purchase invoices
- Payment or receipt slips
- Inventory count or transfer operations
These entries:
- Do not appear on the “Manual Journal Entries” page
- Appear only in Reports → Journal Entry Register
2) Manual journal entries
Created manually by the user from the manual journal entries page.
When does an entry get a sequential number?
This is a very important point:
- When saving the entry as a draft
- Or when saving it as pending approval
An entry number is NOT reserved
An entry number is reserved only upon saving and final approval of the entry.
Why does the manual entry sequence appear incomplete?
There are two main reasons:
Reason One: Automatic entries that do not appear on the manual entries page
Entries resulting from:
- Invoices
- Slips
- Inventory
Reserve numbers from the same sequence, but they do not appear on the manual entries page, so when viewing only manual entries, it appears as though there are missing numbers.
Reason Two: Deletion of a previous document or entry
When deleting any:
- Invoice
- Slip
- Manual journal entry
The following happens automatically:
- The associated journal entry is deleted
- The entry number is permanently canceled
- This number is never reused
Illustrative example:
If you have entries with the numbers:
1, 2, 3, 4, 5
Then entry number 4 is deleted
The sequence will later appear as:
1, 2, 3, 5
This is normal and intentional behavior in the system.
Does a missing entry number mean there is an accounting error?
No. Absolutely not.
- Gaps in entry numbers do not affect:
- Trial balance
- Income statement
- Balance sheet
- All financial figures remain 100% correct
- An auditor or reviewer does not consider this an accounting error
The gap simply means:
“There was a document or entry that was previously deleted”
Where can I see the correct sequence of all entries?
To see all entries (manual and automatic) in the correct order:
- Go to Reports
- Choose Journal Entry Register
- Sort by:
- Date
- Or entry number
You will see:
- All entries
- In their actual order
- Without confusion or phantom gaps
📌 Important note
The deleted entry completely disappears from the Journal Entry Register and does not appear even as a blank number.
What happens when you delete an invoice or slip?
When you delete an invoice or slip:
- The associated journal entry is automatically deleted
- The entry number is permanently canceled
- The entry does not appear again in the Journal Entry Register
- The entry number is never reused later
Can these gaps be prevented?
They can be reduced but not completely eliminated, by:
- Preventing users from deleting manual journal entries
- This is done through:
- Settings
- Users
- Position management
- Disable the permission to delete manual journal entries
However:
- Automatic entries will still exist
- And deleting documents will still cause gaps (which is normal)
Can entries be renumbered?
No.
Qoyod does not renumber entries for any reason, in order to maintain:
- Accounting integrity
- Traceability
- Audit requirements
Note about deleted entries
- A deleted journal entry cannot be restored
- The details of a deleted entry cannot be displayed directly from the entries
However, you can view general information about it through the user activity report.
How to find information about a deleted entry
- Go to Reports
- Select User Activity Report
- Search for deletion activity
- Click View next to the activity
The following information will appear (if available):
- Entry description
- Manual entry date
- Total debit amount
- Total credit amount
Common search keywords
- Why is the entry sequence incomplete or missing?
- Why do I find gaps in entry numbers?
- The number does not appear when entering a new manual entry
- I want to edit the entry number or control it
- The first entry number in the company is large and not 1
- Why don’t entries resulting from sales and purchase invoices appear in the daily entries sequence?
- Why don’t payment and receipt slips appear on the daily entries page?
- Automatic entries do not appear on the manual journal entries page
- Where can I see the entry associated with an invoice or slip?
- The difference between automatic entries and manual entries
