Manual Journals
For: Anyone posting an entry that no invoice, bill, or payment created — depreciation, reclass, a correction
A Manual Journal is a user voucher. There is only Save — that posts the ledger immediately. Debits must equal credits. Prefix MJ. Automatic journals from sales and purchase documents are not this module and cannot be edited here.
What this module does
1. Creating a manual journal
Add → Add Manual Journal. Pick Division then Branch (contacts load from branch).
Manual Journal#: Required. Gear: Configure Manual Journal Number Preferences. Default prefix MJ.
Date: Required. Posting date. Defaults to today.
Notes: Required. Narration of why this entry exists.
Currency: Required. Defaults to INR. No exchange-rate field on Add.
Reference#, Warehouse: Optional. Reference# is on the form, not on the detail header. Warehouse filtered by branch.
Note: Reporting Method is not on Add. Detail shows it as accrual-and-cash.
2. Lines — accounts, debit, credit, contact
Two empty rows to start. Add Row. Totals show Total and Difference (red if not zero).
Account: Chart of Accounts picker. Bank and locked system accounts are not excluded in this picker.
Description: Optional per line.
Contact (INR): Enabled after Account. AR: Select Customer (required). AP: Select Vendor (required). Otherwise Select Contact (optional). Loaded from the branch — customers and vendors, not Account Ledger masters.
Debits / Credits: One side per line. Save is rejected until both sides of the voucher match.
Attachments: Attach Files(s) to Manual Journal — 3 files, 5 MB each.
3. Viewing, searching, and the list
Title Manual Journals with a count. Add. Search, column picker, View Filters (date presets/range, Division, Branch), filter lock, Apply Filters. Columns: Journal#, Date, Branch, VCH NO, Notes, Total Amount, Created By, Updated By. Action: View Journal, Edit Journal, Delete Journal. Row click → detail. No TOOLS export, no Duplicate, no status tabs.
Detail title Manual Journal Details. Header: Journal#, Voucher No. Journal Details: Date, Reporting Method, Currency, Division, Branch, Warehouse, Notes, Created By. Journal Entries table plus attachments and History when present.
4. Editing a journal
From the list, not the detail header. Any saved journal can be edited. Journal# does not change. Save re-posts the ledger. There is no closed-period block on this screen.
5. Printing and downloading
Detail: Download (PDF) and Print.
6. Deleting a journal
List Delete Journal. Reverses posted amounts and removes the ledger journal. There is no Cancel or Reverse voucher that keeps a cancelled copy.
Warning: To see the effect on Sales or Rent, open Chart of Accounts and click that account. Sidebar Account Ledger is a different master.
Business rules
| Topic | Rule |
|---|---|
| Save posts immediately | There is no Draft, Posted, Mark As, or Save & Post. Save writes the journal and posts ledger lines. Edit re-syncs that journal. Delete reverses balances and removes the ledger journal |
| Subscription gate | Creating is limited by the Manual Journal plan feature. Editing and deleting are not separately gated that way |
| Journal number | Auto-generated unless you turn that off under Configure Manual Journal Number Preferences. Default prefix MJ. Locked after save when auto-generate is on |
| Debits must equal credits | The form shows Difference in red when they do not match. Save is not disabled; the API rejects: Total debits and total credits must be equal. Each line is debit or credit, not both |
| Lines | Starts with two rows. Add Row available. You cannot delete below two rows in the UI. Account is a Chart of Accounts picker. Description optional |
| AR / AP contact | Column Contact (INR) is enabled after Account. Accounts Receivable → Select Customer (required). Accounts Payable → Select Vendor (required). Other accounts → Select Contact, optional. Options are customers and vendors of the branch — not Account Ledger masters. API: Vendor must be chosen for an Accounts Payable account / Customer must be chosen for an Accounts Receivable account |
| Division, Branch, Notes, Date, Currency | Division, Branch, Notes, Date, Currency, and Journal# are required. Warehouse and Reference# are optional. No exchange-rate field. Reporting Method is sent as accrual-and-cash and shown on detail, not on Add |
| No primary bank | Unlike Quote and Invoice, you can save a journal without a primary bank |
| Edit any saved journal | There is no draft-only gate and no period-close block on this module. Edit from the list. Detail has Download and Print, not Edit |
| Not invoice journals | Automatic posts from Invoice, Bill, Payment, Credit Note, Opening Balance live in the ledger service. They are not Manual Journal documents and cannot be edited here |
| No Duplicate, no list Export, no Reverse, no Recurring, no GST | Attachments: Attach Files(s) to Manual Journal — up to 3 files, 5 MB each |