Manual Journal
Sometimes, standard forms like Invoices or Bills just aren’t enough. When you need to record depreciation, adjust for payroll, or fix a mistake in your ledger, the Manual Journal is the tool you reach for.
Think of it as the “power tool” of accounting — it lets you move money directly between accounts with full control over Debits and Credits.
Creating a Journal Entry
Navigate to Financials > Manual Journal and click New.
General Details
- Date: The effective date of the adjustment (supports Nepali date format, e.g.,
2082-09-11). - Journal#: Auto-assigned with a unique ID (e.g.,
MJ-4-82/83) to keep your audit trail crystal clear. - Reference: Enter an external reference number or code to link this entry to a specific event or document.
- Transaction Type: Select the nature of the adjustment from the dropdown to help categorize it.
The Journal Grid
This is where the precision happens. You define where money is coming from (Credit) and where it’s going (Debit).
- Account: Select the specific ledger from your Chart of Accounts.
- Description: Add a line-item note explaining why this account is being adjusted — your future self will thank you.
- Debits & Credits: Enter the values. Need more lines? Click Add New Line.
Attachments
- Drop File Zone: Always back up manual entries with proof. Upload a spreadsheet calculation or a scanned document here (supports JPG, JPEG, PNG).
Balancing & Saving
- Difference Indicator: Check the totals at the bottom right. The Difference field must be 0 (Debits must equal Credits) before you can publish.
- Save Options:
- Save As Draft: Save your work without affecting the ledger yet.
- Save and Publish: Immediately update your financial reports.
Heads Up: Manual Journals bypass standard workflows. If you debit the wrong account, your reports will be off. When in doubt, consult your accountant before hitting “Publish.”
Approval Workflow
If your team enforces approval on Manual Journals, save the entry first and then submit it for approval.
- the journal enters an approval state instead of progressing normally,
- approvers can Approve or Reject the active step,
- rejected entries can be updated and re-submitted.
You can configure this in Approval Policies.