This function allows you to manage your journal transactions. Journal Entry is usually used to perform adjustments, accruals, prepayments, depreciation, provision and any other purposes which could not be done through the ordinary transaction entries.

*Stock accounts cannot be used in this Journal Entry function.

To access Journal Entry, click on the Accounting Menu > Journal Entry.

There are 2 sections in Journal Entry:

Summary

This section will show a summary of your Journal transactions for the past 12 months which are Debtor or Creditor related. It also summarizes these transactions into 4 different status: Unapplied, Partial Applied, Applied and Void.

*This section will not have any amount if all your Journal transactions are not related to Debtor and Creditor. Only the “Void” column will have result if you have voided journal.

Listing

This section is a listing of all your Journal transactions. You can View, Edit, Void / Unvoid, Apply, Print or Delete any Journal transaction from the listing by accessing the last “Action” column.

Creating a new Journal Entry

Scenario 1: Journal not related to Debtor or Creditor.

This can be accruals, depreciation, doubtful debts or any other purposes which will not involve your Debtor or Creditor.

1. Click on the “+New” button.

2. Key in the purpose of this journal. For example, Depreciation for November 2020.

3. Key in any other fields at the header as required. You may leave the “Voucher No” empty if wish to run system auto numbering. The next possible number is usually displayed at the title.

4. At the detail section, select the accounts that you wish to perform double entry. For example, Debit expenses account for depreciation and Credit accumulated depreciation for furniture. You can change the description and key in the appropriate amount.

5. Make sure the Debit and Credit amount is balance once you had done keying in your double entries. Journal with Debit and Credit not balance is not allowed to save.

6. Click on the “Save” button to save the transaction.

Scenario 2: Journal related to Debtor or Creditor.

This can be adjustments, contra or any other purposes which will involve your Debtor or Creditor.

1. Click on the “+New” button.

2. Key in the purpose of this journal. For example, Contra for XXX SDN BHD.

3. Key in any other fields at the header as required. You may leave the “Voucher No” empty if wish to run system auto numbering. The next possible number is usually displayed at the title.

4. At the detail section, select the accounts that you wish to perform double entry. For example, XXX SDN BHD is your customer and helps you to do some advertisement. You would want to contra some of the Invoices that they owe you. In this case you will need to select your Debtor account and Advertisement expenses account for the double entry.

5. Make sure the Debit and Credit amount is balance once you had done keying in your double entries. Journal with Debit and Credit not balance is not allowed to save.

6. Click on the “Save” button to save the transaction.

7. After saving, if the journal is related to Debtor or Creditor, the system will prompt you to create a Knock Off Entry to perform knock off. Click “Yes” to proceed.

8. A new Knock Off Entry will show and Debtor or Creditor information will be copied over accordingly.

9. Tick on the Invoice or Purchase Invoice that you wish to knock off. You can change the apply amount if require. You can also tick on multiple records if the amount is used to knock off against multiple Invoices or Purchase Invoices.

10. Click on the “Save” button to save the transaction.

Print Journal

You can print or export Journal transactions for filling or any other purposes.

1. At Journal Entry, click on the arrow down button > Print on the transaction that you wish to print. You can also click on the “Action” > Print if you are viewing the transaction.

2. A small dialog will appear. Select your Report Name and click “OK”.

3. The Journal printout will be generated.

4. You can now print or export to the format that you want.

Print Journal Listing and Batch Printing

If you want to printout a listing of your Journal transactions or maybe batch printing multiple Journal transactions, you can use “Print Listing” function to achieve this.

1. At Journal Entry, click on the “Print Listing” button.

2. Select Report Type. There are 2 selections:

• Batch Print Journal Entry: To print multiple Journals.
• Print Journal Entry Listing: To print Journal Listing.

3. Select Report Name. Report Name will be based on the Report Type that you had selected.

4. Define your filters and options. This will determine the results and presentation of the generated report.

5. Click on the “Run Report” button to generate the report.

6. The report will be generated based on your selection.

7. You can now print or export to the format that you want.