Add, Import and Post Manual Journalsadmin
You can either create a single manual journal or import multiple draft journals at once and then you can post them to the general ledger.
How it Works
To add and post the manual journal or download the template of the manual journal, you must have the adviser or standard + all reports user role. If you are a read-only user then you can only view manual journals.
Create a single manual journal first and then save it as either draft or post it directly to the general ledger. Other than this you can use the CSV template to create a single or multiple draft journals.
- Single Draft Journal: You can create a single draft journal using the same date and narration for each line that you enter.
- Multiple Draft Journal: You can create a multiple draft journal using a new narration and/or a different date for each separate journal you want to create.
While using a spreadsheet editor such as Microsoft Excel, you can import any number of lines in one template file.
Journal Fields Explained
|Journal Field||Import Template Field||Description|
|Narration||Narration||This is a mandatory field. Here you can enter a title that will help you in searching for the journal. This field is displayed in both the manual journal list and the Journal Report. Note: While importing journals, you just need to enter the Narration value for the first row of the journal, then leave it blank for each row you need to import as lines in the same journal.|
|Show Journal on Cash Basis Report||Select the checkbox Show journal on cash basis report if you want to display the journal on cash-based reports, for example, the Statement of Cash Flows and tax returns.|
|Date||Date||The Date field is mandatory. Here you can set the effective date to post the journal to the general ledger. Make sure the date format is dd/mm/yyyy. For example, 15/01/2020. While importing journals, you need to enter the Date value for the first row of the journal and then leave it blank for each row you want to import as lines in the same journal.|
|Auto Reversing Date||The Auto Reversing Date field is optional. Here you can set a future date on new or draft journals to reverse the journal automatically on the selected date.|
|Amounts are||This field is mandatory. By default, Amounts are tax exclusive selected. Select either option: Amounts are tax Inclusive: If tax is included in the net amount that is equal to the gross amount of the Item. Amounts are tax exclusive: If tax is not included in the net amount and will be charged separately. Amounts don’t include tax: If the item or service is not taxable.|
|Description||Description||The Description field is optional. Here you can enter a description for each line item.|
|Account||AccountCode||This field is mandatory. Here you can select the account code for each line item. You can not select some Clickentry system accounts in a manual journal. Just enter the account code while importing, you don’t need to include the account name.|
|Tax Rate||TaxRate||By default, the tax rate for each line item is the tax rate assigned to the account in your chart of accounts. The tax amount you see in the journal total completely depends on your selection in the Amounts are field. While importing, you need to enter the full tax rate name as it appears in your tax settings in Clieckentry.|
|Tracking||TrackingName[X] and TrackingOption[X]|
|Debit and Credit Amounts||Amount||This field is mandatory. Here you enter either the debit or credit amount for each line item. When you enter the account code for the second and any subsequent line items, Xero automatically enters the credit or debit journal balance and adds the tax amount to the Sales Tax account when you post the journal. At the time of importing, you need to enter debits amounts as positives and credits as negative numbers. Before posting the journal makes sure that the total debits must equal the total credits.|
|Add another option||Using Add another option you can add multiple new line items to the Journal.|
|Add or Remove a Single Line Item||Click on the + icon to add a new line item. Click on the Delete icon X next to the the line item you want to remove.|