The list
Every entry from every screen — invoices, payments, depreciation, pay runs and manual journals — with its Number, Date, Narration, Source, Amount and Status (draft, posted or reversed).
- Newest first, a hundred to a page: Next and Previous go through the rest.
- Search matches the entry number, the narration and any line's description — or an amount: the entry's total, or any one line's debit or credit.
- From and To narrow the dates; Sort puts the oldest first, the largest amount first, or orders by number.
Press an entry's row to open the record that wrote it: the receipt or payment, the invoice, bill, credit or debit note, the pay run, the VAT Return, the asset, or the Equity & Liabilities entry. Ctrl-click its Number (⌘-click on a Mac) to open that record in a second tab. A manual journal is its own record and its row opens nothing — correct or reverse it here.
A transport cost is the one exception. An entry whose Source is Transport cost or Fuel is kept in Transportation, on its job or vehicle, so its row opens the entry's own lines here instead: each Account, its Description, and its Debit or Credit, with the Total under them. Open the cost in Transportation, below the lines, goes on to the cost itself: what it was for, who paid it and who pays for it. Pressing the words under Source on the row still goes straight there. Nothing is changed by looking: the lines are read only.
Open an entry, and attach its evidence
- Press the magnifier at the start of the entry's Status cell. The entry opens: its Narration, Source, Status and Period, and each line's account, Debit and Credit.
- Under Evidence, choose a File — a PDF, PNG, JPG or WebP of up to 10 MB — and say What it is (optional): the loan agreement, the board minute, the calculation behind an accrual.
- Press Attach.
Attaching changes nothing on the entry, so a posted journal takes evidence like any other. Anyone who can read the journals can download its files; attaching and removing need Manage journals. Removing deletes the file, and the Audit Trail keeps its name, size and fingerprint. Its history on the Audit Trail opens every recorded change to the entry.
Write a manual journal
- Press New journal. The New manual journal form opens.
- Enter the Date and a Narration that says why the entry exists.
- On each line, choose the Account, add a Description and enter a Debit or a Credit — not both. Under the description, pick the line's Project and Branch if it belongs to one (see Tracking).
- Add lines until the debits equal the credits. The form shows whether it balances as you type.
- Press Post entry.
Correct a posted entry
- Open the entry and choose to correct it.
- Say Why is this being corrected?
- Set the Replacement date and enter the lines as they should have been.
- Save. Two entries post: a reversal that cancels the original exactly, and the replacement.
The original stays in the list, marked reversed, with both new entries beside it.
- A payment of 10,000 was coded to 6110 Utilities instead of 6100 Rent.
- Correct the entry: reason “Coded to utilities by mistake”; replacement lines debit Rent 10,000, credit Bank 10,000.
The reversal debits Bank and credits Utilities; the replacement debits Rent and credits Bank. Utilities is back to where it was, and Rent carries the cost.