How to create a journal

• Select the date that you want the journal to reflect.
  
• The Journal number is automatically assigned by the system and can not be changed.
  
• By "description" is where you type the reason for the journal.
  
• Under the Journal items section, choose the relevant general ledger account or project. The left-hand drop box will show all the general ledger/project codes and the right-hand side drop box will show all the general ledger/project descriptions.
  
• Enter a "description" for the general ledger account. This will be the description shown on the ledger account when you view a transaction list.
  
• Enter the amount of the journal that must be posted to the account.
  
• Choose whether the account is to be debited or credited.
  
• To add another ledger account/project, click on the "add line" button. Repeat this process until all the accounts are added. 
  
• You will also notice that once you click on the "add line" button, the journal will automatically balance by completing the amount and debit/credit fields. Should the amount not be what you want it to be, you can still change it.
  
• If you want to remove lines from the journal, tick the box on the left side of the line and click on the "delete line" button.
  
• Click on the "continue" button once all the information has been captured.
  
• The journal would then be created which means you still need to post it.
  

How to find or preview an existing journal

• Select the date at "choose journals for" by clicking on the "down arrow".
  
• Select the type of journal that you would like to view or you can choose to see "all journals".
  
• After selecting the type of journal, select the journal that you would to view.
  
• Click on the "preview" button. 
  
• If you want to print the journal, click on the "preview button" as it will open a pdf document that can be printed.
  

How to edit a journal

• Select the date at "choose journals for" by clicking on the "down arrow".
  
• Select the type of journal that you would like to edit.
  
• Select the journal that you would like to edit.
  
• Click on the "edit" button.
  
• Click on the "save" button once you have edited it.
  

How to delete a journal

• Select the date at "choose journals for" by clicking on the "down arrow".
  
• Select the type of journal that you would like to delete although you would only be able to delete a journal with a "created" status.
  
• Select the journal that you would like to delete.
  
• Click on the "delete" button.
  
• The system will then ask you to confirm if you want to delete the journal or not. You can then choose either "yes" or "no".
  

How to post a journal

• Select the date at "choose journals for" by clicking on the "down arrow".
  
• Select "created" by "choose journals".
  
• Select the journal you want to post.
  
• Click on the "post journal" button.
  
• The system will then ask if you want to post the journal so you can choose "yes" or "no".
  

How to reverse a journal

• Select the date at "choose journals for" by clicking on the "down arrow".
  
• Select "posted" by "choose journals".
  
• Select the journal that you want to reverse.
  
• Click on the "reverse journal" button.
  
• The system will then ask you if you want to post the journal so you can choose "yes" or "no".