General Journal Entry

Id No.

System-generated transaction number. Enter # to auto-generate the next available number, or type a specific number. Sequence numbering is by store.

Reference

Optional reference field for cross-referencing to external documents (e.g. a supporting document number or batch reference).

Status

Transaction posting status: Posted (live, affects balances), Suspended (saved but not yet posted), or Voided (deleted, reversed out of balances). New transactions default to Posted.

Date

Posting date for the journal entry. Defaults to today.

Time

Transaction time. Auto-filled from the system clock.

Store

Store location for this entry. Determines the default posting context.

Station

The workstation creating the entry. Auto-filled from the current session.

Employee

The employee creating the entry. Auto-filled from the current session.

Memo

Transaction-level memo for the journal entry. Appears in the Journal report and Find Transaction screen.

Work Date

Work date for the transaction (may differ from posting date).

Shift

Shift assignment for labour or shift-based reporting.

Each row is one side of a balanced journal entry. You must have at least two lines — one debit and one credit — and the totals must balance. Add rows by entering a new account on the blank last row. Delete rows with the Delete key.

Journal Lines

The entry table with Account, Account Class, Debit, Credit, and Memo columns. Each line posts to one GL account.

Account

GL account (lookup). Only accounts with Allow Manual Journal enabled can be used. Control accounts (AR, AP, Inventory) are typically blocked to prevent sub-ledger imbalances.

Account Class

Optional account class for this line. Account classes can only be assigned to revenue and expense accounts — selecting a balance sheet account will show an error and clear the class. Only visible when the Account Classes feature is enabled. See Account Class Master.

Debit

Debit amount for this line. Enter either a Debit or a Credit, not both. If the entry is out of balance when you tab past a blank Debit field, the remaining amount is auto-filled.

Credit

Credit amount for this line. Enter either a Debit or a Credit, not both. If the entry is out of balance when you tab past a blank Credit field, the remaining amount is auto-filled.

Memo

Per-line memo. Double-click to open a multi-line editor for longer notes (up to 4000 characters).

Available from the File menu. Opens the Recurring transaction dialog to set up this journal entry as a recurring entry (e.g. monthly accruals, depreciation entries, reclassifications). Prompts to save first.

Reclassify an expense:

1. Debit the correct expense account.
2. Credit the incorrect expense account by the same amount.
3. Enter a memo: “Reclassify from Office Supplies to Marketing”.
4. Save.

Record a monthly accrual:

1. Debit the expense account (e.g. Rent Expense).
2. Credit the liability account (e.g. Accrued Liabilities).
3. Set up as a Recurring entry via File › Recurring.
4. Save.

Record depreciation:

1. Debit the Depreciation Expense account.
2. Credit the Accumulated Depreciation account.
3. Enter a memo: “Monthly depreciation — June 2026”.
4. Save.

Save / Undo / New / Delete / Copy / Groups / Print / Email

Standard master screen toolbar actions.

OK / Cancel

Save and close, or discard and close.

Inactive?

Toggle to deactivate the record.