Journal Entries
Go to: Financials → Journal Entry
Use Journal Entry for accounting work that is not better represented by an invoice, payment, stock document, payroll record, or other source document.
Entry options
| Option | Use it for |
|---|---|
| Journal Entry | Adjustments, accruals, reclassifications, corrections |
| Opening Entry | Initial balances during setup or migration |
| Tax Entry | Direct tax-related journal work |
| Exchange Adjustment | Realized currency differences and settlement adjustments |
Create a journal
Select type and date
Click New, choose Entry Type and Posting Date, and add an optional external number and Description.
Enter debit and credit rows
Select Account, optional Party Type and Party, Debit or Credit, and row Remarks. Add Cost Center and Project where presented.
Add voucher reference
Select Voucher Type and Voucher when the journal corrects or relates to an existing document.
Add payment/reference details
Select Mode of Payment and Exchange Rate where applicable. Bank Entry requires Reference Number and Reference Date.
Balance and save
Confirm Total Debit equals Total Credit, save Draft, assign if needed, then approve.
Main fields
| Section | Fields |
|---|---|
| Basic Information | Entry Type, Entry Number, Posting Date, Description, Reversal Of |
| Accounting Entries | Account, Party Type, Party, Debit, Credit, Remarks, dimensions |
| Voucher | Voucher Type, Voucher |
| Payment Details | Mode of Payment, Exchange Rate |
| Reference | Reference Number, Reference Date, Bill Number, Bill Date |
Total debits and credits must match. Party-controlled accounts such as Receivable or Payable should include the correct Customer or Supplier so party ledgers and aging remain accurate.
Approval and correction
A journal starts as Draft. Approval marks it Completed and creates/activates its ledger effect. Authorized users may Unapprove only when downstream or closing rules allow it.
For an approved error, use Reverse Entry. ERPX creates a linked reversal rather than erasing the audit trail. Enter the correct replacement separately when required.
Budget behavior
Expense rows carrying a Project or Cost Center can trigger active Budget controls during approval.
Automatic versus manual entries
Invoices, payments, stock movements, payroll, and period closing create their own accounting transactions. Review their source document and Accounting Ledger rather than duplicating the posting with a manual journal.