Creating, editing and canceling journals

Manual journals

A manual journal can be used to post adjustments directly to the general ledger. A manually entered journal always has the journal type JJ.

A manual journal must adhere to the following rules:

  • Must be in base currency - foreign currency banks cannot be selected
  • Cannot post to the 1100 accounts receivable/debtors control account or the 2100 accounts payable/creditors control account, as all entries to those codes must be associated with a contact
  • The sum of the debit values must equal the sum of the credit values

Manual journals should generally only be posted for non-operational transactions.

If you are unsure about journals and the entries you are making we recommend speaking with your bookkeeper or accountant.

How to enter a journal

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  1. Go to Accounting > Enter journal.
  2. Set the date. This will become the journal's tax date. It defaults to today's date, but it can be changed to another one, provided the chosen date is in an open accounting period.
  3. Use the Details section to write any commentary on the journal. This is really useful if you need to investigate the changes down the line!
  4. On the first row select the nominal account for the entry, and then enter the amount in either the debit or credit column.
  5. If tax is applicable on the value select the tax code. By entering a tax code, the value will appear as a balance on your tax reports.
  6. Continue to enter journal lines, clicking the Add row button to add more lines.
  7. When all rows have been entered, click Save journal to post it. Ensure the above criteria are met!

The journal will immediately update the relevant accounts.

Journal templates

Journal templates allow manual journals to be saved and repeat posted at anytime. As little or as much detail as needed can be saved on the journal template, with any final details or edits being made at the point the journal is posted to the general ledger.

How to create and post a journal using a template

  1. Go to Accounting > Enter journal.
  2. Enter the journal details needed for the template. Any final details or changes can be entered on posting the journal, so any variables can be left blank.
  3. Enter a name for the template in the 'Save journal as a template' box.
  4. Click the Save journal button. Saving the template will not created any accounting. The template is now saved and listed at the bottom of the journal entry screen.
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  5. To post a journal using the template, click Load next to the relevant template. This will populate the journal fields with the saved data.
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  6. Make any adjustments and final entries needed.
  7. Click the Save journal button. This will post the accounting journal.
  8. If the journal template is no longer going to be used, you can delete it by clicking the rubbish bin icon next to the template name.

Edit or cancel a journal

Journals can be changed but never deleted so no journal ID will ever be missing from the general ledger.

Any changes made to a journal require a modification reason to be entered by the user and a full change history is maintained by the system, including who, how and when the journal was changed.

Cancelling a journal will automatically set the journal to account code 9999 and zero all the values, but will not delete it.

All journals that are edited in any way will be listed on the corrections report, found under Reports > Accounting > Corrections.

How to edit a journal

  1. Locate and enter the journal. This can be done in a few ways:

    Use the quick search box in the top right corner.

    Go to Reports > General Ledger and use the filters, such as order ID, invoice ref, journal type.

    If you have the journal ID go to Accounting > Correction.

  2. Enter a reason for the modification. This will be really useful if you need to investigate the modification down the line, especially if your accountant is checking!
  3. Make the necessary amendments to the references, nominal codes, values and tax codes.
  4. Click the Save button.
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A change history is displayed within the journal record, so if required you can reverse the changes by re-entering the details.

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Note: If a journal or journal row is VAT or bank reconciled, you will not be able to edit it unless the reconciliation is undone.

How to cancel a journal

  1. Search for and open the journal. This can be done in a few ways:

    Use the quick search box in the top right corner.

    Go to Reports > General Ledger and use the filters, such as order ID, invoice ref, journal type.

    If you have the journal ID go to Accounting > Correction.

  2. Enter a reason for modification. This will be really useful if you need to investigate the modification down the line, especially if your accountant is checking!
  3. Click the Cancel button.

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  4. If the journal is associated with an order payment, you will get an additional conformation popup. Enter 'CONFIRM' into the box and remember to click the 'delete linked order payments' checkbox!
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Canceling a journal will zero all the values in the journal and change all the nominal codes to "9999 Mispostings Account". The journal will still exist and can be found in the corrections report. A change history is displayed within the journal so if required you can reinstate it by re-entering the values and nominal codes.

When not to cancel or edit a journal

Editing or cancelling accounting journals will only affect your financial reporting, such as the General Ledger, the Balance Sheet, the Profit and Loss/Income Statement, as well as the financial details for customers and suppliers.

Editing or cancelling accounting journals will not update orders or inventory. Any corrections to any of the following should be made via the inventory or order records:

  • SI: Sales invoice (relating to an order)
  • SC: Sales credit (relating to a sales credit)
  • SR: Sales receipt (relating to an order or credit)
  • GO: Goods-out (relating to a sales order)
  • SG: Goods-in (relating to an order return)
  • PI: Purchase invoice (relating to an order
  • PC: Purchase credit (relating to a return order)
  • PP: Purchase payment (relating to an order or return)
  • PG: Goods-in (relating to a purchase order)
  • IA: Stock correction (relating to adding/removing or changing stock value)
  • LC: Landed costs

If changes are made to these types of accounting journals the accounting will not report the same figures as the inventory and orders areas of Brightpearl.

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