Journal Entries
Journal entries are the formal record of every financial transaction in your business. From /finance/accounting/journal-entries you can create, search, and manage all your entries in one place.
Overview
The main screen displays all journal entries sorted by date, with columns for entry number, description, date, total amount, and approval status. Use the search bar to filter by description, number, or date range.
Creating a Journal Entry
Start a new entry
Click New Entry in the top-right corner. The creation form opens with today's date preselected.
Fill in the header
Enter a descriptive concept, select the entry type (income, expense, or general), and adjust the date if needed.
Add detail lines
Each line requires an account from the chart of accounts, a debit or credit amount, and optionally a reference. Total debits must equal total credits.
Save or submit for approval
Save as draft to edit later, or submit directly to the approval workflow.
Tip
You can duplicate an existing entry to create recurring transactions like payroll or monthly rent, saving time on data entry.
Approval Workflow
Each journal entry goes through the following states:
| Status | Description |
|---|---|
| Draft | Being edited, not yet submitted for review |
| Pending | Submitted for approval, visible to reviewers |
| Approved | Validated and reflected in financial reports |
| Rejected | Returned with observations for correction |
Permissions
Only users with the Accountant or Admin role can approve or reject journal entries.
Bulk Operations
Select multiple entries using the checkboxes to:
- Bulk approve: Approve several pending entries at once.
- Export: Download selected entries in Excel or PDF format.
- Delete drafts: Remove draft entries you no longer need.
Search and Filters
Use advanced filters to locate entries by:
- Date range
- Status (draft, pending, approved, rejected)
- Entry type
- Account involved
- Minimum or maximum amount
Tip
Combine filters with free-text search to find specific entries in seconds, even with thousands of records.
Related Articles
- Chart of Accounts — Manage accounts available for your journal entries.
- Fiscal Periods — Control which period each entry is recorded in.
- Financial Reports — See how your entries impact financial statements.