Create a journal manually

A journal is a chronological record of the entity’s transactions during the accounting period. For each transaction entered into a journal, the debits must equal the credits.

Along with automatic journal creation, you can also manually enter journals on the relevant journal sheets to record adjustments and upload into your accounting software. The D2 workpaper has been specifically designed for manual journal entries or enter the journal underneath the last journal created on D1 or D3 journal sheets.

  1. From the Workbench, select the relevant journal sheet e.g. D2:
    • Gross to D1: This option does not separate the net and GST components. It records the GST inclusive amount in the journal entry.
    • Net to D1: This option separates the net and GST components. It records the GST and net amounts on two separate lines in the journal entry.
    • Gross to D3: This option will create a journal entry which records the net and GST amounts separately, on the same line in the journal entry.
  2. In Code column, enter an account code.
    • The code description automatically updates depending on the code you enter.
    • You can overwrite the code description, if required.
  3. Overwrite the date, if it is different from the date the journal needs to take effect.
  4. Add the transactions:
    1. Enter the Debit or Credit amount.
    2. Enter a description of the journal entry in the Narration column.
    3. Repeat the above for the opposite side of the journal entry.
  5. When journal entries balance the variance indicator at the top and bottom of the workpaper will display a – (dash)
  6. Follow the additional instructions for your accounting software:
    • MYOB AO users: Determine whether journals need to be exported as cash or non-cash, then select or clear the Non-cash? check box as appropriate.
    • MYOB AE (MAS) users: Determine whether journals need to be exported as cash or non-cash, then select or clear the Non-cash? check box as appropriate. Enter the MAS 4 ledger client code underneath the check box.

    • Reckon One users:

      • The Ref column must be populated for each journal,

      • Account codes must exist in Reckon One

      • System accounts for Accounts Payable and Accounts Receivable cannot currently be posted to directly via the API.

    • Xero users:
      • The journal heading column must be completed for each journal.
      • Tracking categories: Tick the box for Tracking? at the bottom of D3 journal sheet. This opens up the tracking panel to the right of the D3 journal sheets. Enter up to 2 tracking categories and options for each journal line. These must be set up in Xero first.
  7. Proceed to upload the journal to the general ledger.